Content reviews

Content reviews help intranet managers keep intranet content current, accurate and relevant. Content reviews for sections of content or even individual pages can be assigned to the appropriate department, content owner or subject matter expert. Creating a content review notifies assigned reviewers that they need to review content before the due date.

Content review dashboard

To access the content review dashboard, click on your profile photo or name in the top right, and click Content reviews in the menu that opens. You won't see the dashboard listed in the menu if no content reviews have been created for pages that you can edit. If you have permission to create content reviews, you can create one from the content even if you don't yet see the dashboard.

Dashboard filters

By default, the content review dashboard is filtered to Your reviews, which shows reviews that have you assigned as a reviewer. You can change the filter on the top left to show All reviews, which shows reviews for all content for which you have edit permission.

You can also filter content reviews by selecting one of these options from the statuses menu: All statuses, Scheduled, In progress, Overdue.

• All statuses: The content dashboard will display all content reviews.
• Scheduled:  Content reviews that have been created, but have a start date still in the future.
• In progress: Content reviews between the start date and the due date.
• Overdue: Content review that are past the due date.

Create content review

Create a content review to create a process for keeping track of whether specific content is accurate and up-to-date and to alert reviewers of the need to review content. Who can create content reviews will depend on the permissions settings for that feature on your intranet. At the very least, you have to have edit permission on the content to be able to create a content review for it.

Certain content types are not included in content reviews: news posts, calendar events, forum topics, profile pages, content under profiles, shout-outs, updates, and folders. You also can't create reviews for archived or private content.

Recurrence

You can automate the reminder to review content on a regular basis by setting a content review to recur after a certain number of days, weeks, months or years have elapsed. The review will repeat after the chosen amount of time has passed since the start date of the last review. If a review has not been marked finished when the time for the next repeat of the review arrives, the unfinished review will continue as is on the content review dashboard until it is marked finished.

Reviewers

When you create a review, some reviewers are automatically added to the review: you (the content review creator) and the content owner. You can add additional reviewers, and remove existing reviewers. Once the review is created, main reviewers can be selected for specific sub-content from the content dashboard.

Reviewers will be notified by alerts and email notifications of new and overdue content reviews, as well as receive a weekly summary email about content reviews. By default reviewers will receive these notifications, but individual users can choose to turn these notifications off in their general settings.

Note

You can add a note to the content review with more information about the review. This note will show in notification emails about the review and in the weekly content review summary email.

Create content review from dashboard

1. On the Content reviews dashboard, click Create review in the top left. The Review setup window will open from the right.
2. Under Content to review, start typing the name of the highest level page that you want to be included in the content review, and click on the content when it appears in the dropdown menu. All subpages under the selected page will be included in the content review.
3. Under Review dates:
   1. Click in the Start date field and select the date on the calendar for the content review to begin.
   2. Click in the Due date field and select the date on the calendar for the content review to be due by.
4. Under Recurrence:
   • If you want the content review to repeat, select a number and interval to indicate how often you wish the content review to repeat. By default, the review will repeat every 6 months.
   • If you do not want the content review to repeat, select the radio button Do not repeat.
5. Under Reviewers, click in the field and start typing the name of an individual or security group that you want to assign as a reviewer for this content. Repeat to add more reviewers.
6. Under Add note, you have the option to add a note for the reviewers with more details about the content review.
7. Click Save to finish creating the review. You will now see the review listed on the content reviews dashboard.

Create content review from content

1. Navigate to the highest level page that you want to create a content review for.
2. Click the ... menu in the page actions under the page title, and click Create review in the menu that opens. The Review setup window will open from the right.
3. Under Content to review, you see the name of the content that you have created the review on. All subpages under this content will be included in the review. If this is not the content you want to review, cancel the review creation.
4. Under Review dates:
   1. Click in the Start date field and select the date on the calendar for the content review to begin.
   2. Click in the Due date field and select the date on the calendar for the content review to be due by.
5. Under Recurrence:
   • If you want the content review to repeat, select a number and interval to indicate how often you wish the content review to repeat. By default, the review will repeat every 6 months.
   • If you do not want the content review to repeat, select the radio button Do not repeat.
6. Under Reviewers, click in the field and start typing the name of an individual or security group that you want to assign as a reviewer for this content. Repeat to add more reviewers. Click the X beside a name to remove a reviewer.
7. Under Add note, you have the option to add a note for the reviewers with more details about the content review.
8. Click Save to finish creating the review. You will now see the review listed on the content reviews dashboard.

Create a review under an existing review

There may be a large content review that occurs annually, but it includes a piece of content that actually needs to be reviewed every 6 months. You can create a separate review for that content with different settings than the larger content review it is included in.

You can create the separate content review from the content page or the content review dashboard, and select settings for that review as for any new review. All subpages of the content with the new review will be included in the new review. The new review for that content will show on a separate line on the content review dashboard. If you navigate into the original review, you will see the subpage is listed but has a "Separate review" indicator.

Select main reviewers

If multiple reviewers are assigned to a review, you can select one or more reviewers as the main reviewers for any individual piece of content or section of content under the main review.

On the content review dashboard, find the content you want in the Review location column and click on it. To drill down further into the review content click on the desired content in the Content to review column. When you find the content you want to assign, click on the current reviewer or Any reviewer in the Assignees column. Select the checkbox for one or more reviewers in the Assign reviewer pop-up box, and click Save to assign them as main reviewers.

Notifications

By default, in-app and email notifications are sent to content reviewers when content needs reviewing and when content is overdue. The initial notification is sent on the day the content needs reviewing. The overdue reminder notification is sent the day after the due date for the content review.

If a reviewer is added to a review that is already in progress, they will receive an in-app and email notification of the review. Reviewers also receive a weekly summary email for content reviews that are due or overdue. 

Mark content as reviewed

Content reviewers can mark content that has been reviewed. As content in a content review is marked reviewed, the progress percentage for the content review will increase correspondingly. You can mark content as reviewed from the content or from the content review dashboard.

From the content

Navigate to the content that you want to mark as reviewed and click the Mark as reviewed button below the page header. (If a content review exists for a single piece of content, the button will say Finish review.)

From the dashboard

On the content review dashboard, find the desired content review, and navigate to the specific piece of content that you want to mark reviewed on the content review dashboard. Under the Mark as reviewed column, click the checkmark to the right of the content you want to mark as reviewed. The checkmark icon will turn green and the date and time the content was marked as reviewed will show with your name as the reviewer.

Finish content review

When you are ready to finish a content review, click the Finish review button on the top level piece of content or beside the review on the content review dashboard. At least one piece of content included in a multi-page review must be manually marked Reviewed before a content review can be finished. The Finish review pop-up window will appear asking you to confirm that you want to finish the review.

If there are content items in the review that have not yet been marked as Reviewed, you will need to choose what you want to happen to those items. You can either mark unreviewed items as complete (reviewed) and finish the review, or you can skip the unreviewed items (leaving them unreviewed) and finish the review. Marking items complete will make it so that remaining unreviewed items show as being marked reviewed by you on the date you finished the review.

When you finish a review, it will disappear from the content review dashboard. If the review is set to repeat, the next scheduled review will appear on the dashboard.

Reviewed icon and last date reviewed

If content has a checkmark beside the page title, it indicates that the content has been reviewed within a set time period. By default the content must have been reviewed within the last 12 months to display the checkmark. However, your intranet admin can change the time period that the checkmark will display to anywhere from 3 to 36 months after the last reviewed date. Hover over the checkmark to view the date it was last marked reviewed on.

If you want to know when content was last reviewed, and who it was last reviewed by, click the down arrow on the right of the page controls, and find the Last reviewed heading under the Info tab. If the content has never been marked reviewed, there won't be a Last reviewed heading. If there is a future content review scheduled, the review start date will also display in the header of the parent page of the content review (for users with edit permission on the page).

Delete content review

Admins and editors (if editors have been given permission to create content reviews) can delete content reviews.

From the dashboard

1. On the Content reviews dashboard, click the ... (more options) menu on the right of the content review.
2. Select Delete review from the menu that appears.
3. Click Delete in the Delete review confirmation pop-up window that appears. If there is an existing review on the parent page of the content, the confirmation pop-up informs you that the content will become part of that review.

Delete review confirmation with parent review

From the content

1. Navigate to the content that has the content review you want to delete.
2. Click the ... (more options) menu below the page header and click Delete review in the menu that opens.
3. Click Delete in the Delete review confirmation pop-up window that appears. If there is an existing review on the parent page of the content, the confirmation pop-up informs you that the content will become part of that review.