Available on: The Enterprise Plan
Content Review
Configure Content Review Settings
Note:
Only Admins can Access the Workspace Settings and Set up the Review and Approve Process.
The Review and Approve workflow applies only to newly created guiddes after the process is configured. It will not apply to previously existing guiddes in your workspace.
1. To access your Workspace settings, click the profile image at the bottom left.
2. Select Workspace Settings in the opened menu.
3. Scroll down to Guidde Review Process, and toggle it on.
4. Once enabled, select the review flow that works best for you:
a. Enforce review for all content:
Every created guidde must be reviewed and approved before it can be shared
Default visibility is set to Restricted.
The Share button is disabled until approval is granted.
b. Flexible review:
Only Creators decide whether their guiddes need review before sharing.
Sharing is never blocked.
Submitting for review is optional.
Designate Reviewers
1. In the Reviewers section, start typing a teammate’s name to add them as a reviewer. These reviewers will be available for selection when submitting a guidde for review.
2. Autocomplete suggestions will appear as you type, click a name to select it.
Note: If the name doesn’t appear in the autocomplete, make sure the member is assigned to your workspace.
Require Review for Selected Creators
Workspace Admins can choose which creators must have their guiddes reviewed. Guiddes from the selected creators will have to go through review before they're published, while everyone else is unaffected.
1. Toggle on Require review from specific creators.
2. Start typing a creator's name, or select it from the dropdown menu, click it to select. Repeat for each creator who needs review.
Reviewer Roles & Approval Rules
Admins are always reviewers by default.
Additional reviewers can be selected from Creators and Content Managers.
Anyone you add here will appear in the selectable list when submitting a guidde for review.
When assigning multiple reviewers to review a guidde, all selected reviewers must approve for it to be shareable.
Admin approval overrides all others: Once an Admin approves, the Guidde is approved.
When an Admin submits their own guidde for review, the approval needs to be completed by another collaborator with approval permissions. Admins cannot approve guiddes they personally submitted.
3. Scroll down and click Update.
That’s it! Your Review & Approve settings are set, and you’re ready to start sending Guiddes for review. Follow the steps below:
Submitting a Guidde for Review
A Guidde can be submitted for review right after clicking Done, or anytime later from the additional actions menu (three-dot menu) on its View page.
1. From the video’s View page, click the three-dot menu in the top right to access more actions, then select Submit for review.
2. When you click Submit for Review, a text drawer opens. From here, you can:
Select one or multiple reviewers.
Add a message or review instructions.
Submit the guidde for review by clicking "Submit for Review" at the bottom.
3. After submitting:
The reviewer list is locked (unless you withdraw the request).
A thread-style message history opens, allowing back-and-forth discussion.
The reviewer(s) will receive an email notification to review your guidde.
Reviewing a Guidde
Reviewers receive an email notification containing:
- The guidde's title
- The requestor's name and message
- A direct button to access and review the guidde
1. Click the Click to review button at the bottom of the email.
2. The guidde opens on the video's veiw page with a Review Drawer open, where you can:
Request changes
Approve the guidde
Add comments
When submitting feedback:
The creator receives an email notification with the reviewer's message and a link.
The guidde’s status updates in the review panel.
Reviewers and creators can discuss, collaborate, and update statuses directly in the review drawer, giving you a clear view of feedback and an easy way to track progress.
Approval Completion
To finalize a review, click Approve at the bottom of the review drawer and add a comment.
Once all required approvals are complete:
The guidde's status updates to Approved.
The Share button becomes active (if previously restricted).
The creator receives an email notification.
Pending Approval Dashboard
You can track all pending reviews in the Pending Approval tab in the Library.
Admins see all guiddes awaiting review.
Creators/Reviewers see only guiddes assigned to them.
Pending Approval Dashboard Columns:
Guidde title
Submitter
Assigned reviewers
Status (Pending Review/ Changes Requested/ Approved)
Submission date
Guidde's language(s)
Sorting is available, with the most recent submissions shown first.
Even after a guidde is approved, you can access its review history:
Open the More actions menu in the top-right corner of the video's view page and select Review History from the opened menu.
Content Verification
As your product and workflows evolve, published documentation can become outdated. Content Verification helps your team keep guiddes accurate by assigning responsibility for verifying content at regular intervals. You can set a verification schedule, assign reviewers, and track guiddes that are due for verification, all in one place.
Available on: The Enterprise Plan. Only workspace Admins can configure Content Verification in Workspace Settings.
Set Up Content Verification
1. Click your account name at the bottom left.
2. Select Workspace Settings.
3. Scroll down to the Content Approval and Accuracy section. Content Verification is listed under it.
4. Turn on the Content Verification toggle.
5. In the Verification Interval dropdown, choose how often guiddes need to be verified:
3 months (recommended)
6 months
12 months
Custom: set your own interval in months or days.
6. Turn on the show verification status to viewers toggle if you want viewers to see which guiddes are verified. Leave it off to keep verification internal.
7. Scroll up to the Select reviewers section, above the Content Verification options. Choose the teammates who will confirm that published guiddes are still accurate.
8. Once you've completed all your verification settings, scroll to the bottom of the page. And Click the Update button.
That’s it! From now on, every guidde you publish is verified automatically as of its publish date.
Note:
Content Verification applies only to guiddes published or republished after it’s turned on. Existing guiddes are included the next time they’re published.
If no action is taken within 7 days after a guidde is due, it’s marked Unverified.
Turn Off Content Verification
You can turn off verification anytime.
Click your account name at the bottom left and select Workspace Settings.
Scroll down to the Content Approval and Accuracy section and turn off the Content Verification toggle.
Click Turn off in the confirmation dialog.
Note: Turning off Content Verification removes the verification status and scheduled verification dates from all existing guiddes. No future verification reminders are sent.
Manage Guiddes Awaiting Verification
Click Home to go back to your Library.
2. At the top of your Library, find the row of tabs and open the Awaiting verification tab. You'll see all the guiddes that are due for verification.
3. For each guidde, you can see its status, creator, and due date.
4. In the Actions column, click the three-dot menu for the guidde.
5. Choose one of the following:
Renew: the guidde is still accurate, so renew its due date.
Edit: update the guidde if something has changed.
Move to trash: the guidde is no longer needed.
Reassign verifier: change who’s responsible for verifying the guidde. By default, the verifier is the guidde’s creator.
What Creators See and Do
In your Library, guiddes that need verification are marked with an icon. Hover over the icon to see the verification status and due date.
Click the More actions menu at the top right of the guidde card.
2. Select Verify content.
3. Choose what to do with the guidde:
Renew it if it’s still accurate.
Edit it if something has changed.
Move it to trash if it’s no longer needed.
What Viewers See
If an Admin turns on show verification status to viewers, viewers can see whether a guidde is verified. If a guidde isn’t verified within 7 days after its due date, viewers see it marked Unverified, so they know to double-check the content before relying on it.
Note: If the option is turned off, verification status is visible only to Admins and creators.
Why Use Content Verification
With a regular verification interval, your published content stays accurate. Every guidde has a verifier (the creator by default, or someone you reassign), and guiddes that are due appear in one place, so there’s no need to audit the whole Library by hand. You can also show viewers which guiddes are verified.