How to Optimize Your Team’s Documentation Review Process

Maintaining a reliable knowledge base requires more than creating content—it involves ongoing review, structured workflows, and effective collaboration. Without clear processes, content can quickly become outdated or inconsistent, impacting the user experience and overall quality.

Workflow Management

• Implement a defined review process to guide content from draft to publication:
  Custom Workflow Stages: Configure stages such as Draft, Peer Review, and Published to match your team’s process.
• Editing Controls: Limit editing access during specific stages to protect content integrity.
• Assignment Tracking: Monitor article progress, upcoming tasks, and responsible team members through a central dashboard.

Review Reminders

Ensure content remains accurate and up to date:

• Schedule review reminders for individual articles or in bulk.
• Visual indicators highlight articles that need attention.
• Once reviewed, content can be marked to clear pending flags.

Reviewer Roles

Maintain structured oversight during the review process:

• Assign reviewer access to team members who can provide feedback and update statuses without editing the content directly.

Inline Comments

Facilitate targeted feedback within the content itself:

• Add comments directly on highlighted text.
• Mention colleagues to collaborate efficiently.
• Filter and manage comment threads to track open or resolved feedback.

By combining structured workflows, timely reviews, and clear feedback channels, teams can manage documentation more effectively and maintain consistent, high-quality content.

To read more about this feature, here is a guide for you to refer to: Workflow