The review workflow is how documentation moves from a rough draft to live content your readers can trust. Instead of publishing the moment changes are written, p...
The review workflow is how documentation moves from a rough draft to live content your readers can trust. Instead of publishing the moment changes are written, p...
The review workflow is how documentation moves from a rough draft to live content your readers can trust. Instead of publishing the moment changes are written, pages flow through clearly defined states with optional approval gates — so nothing reaches your audience before the right people have seen it.
The page lifecycle
Every page moves through four states. The current state shows as a colored dot next to the page in the content tree and as a badge in the page header.
| State | Who can see it | Meaning |
|---|---|---|
| **Draft** | Authors and editors | Work in progress. Never visible on the published site. |
| **In review** | Authors, editors, reviewers | Submitted and awaiting approval; the page opens read-only. |
| **Published** | Everyone (subject to access rules) | Live on your documentation site. |
| **Unpublished** | Authors and editors | Previously live, now hidden. The page and its history are retained. |
Submitting a page for review
When a draft is ready, submit it from the top bar. The button reads Submit for review (or Publish, if your project requires no approval).
Your latest changes autosave continuously — watch the badge reach Autosaved.
Click Submit for review. The split menu offers Submit this page only or Submit whole section — submit an entire group or space at once when several related pages are ready together.
Pick a specific teammate to review, or leave it for any eligible reviewer. The default is set by your governance Default reviewer mode.
Once submitted, the page enters In review, the assigned reviewer is notified, and it appears in their review queue.
Reviewing changes
Reviewers compare the proposed changes against the current version. From the page (or the review queue) a reviewer can:
- Approve — accept the change. The split menu also offers Approve this page only within a batch. Depending on your governance policy, the page publishes immediately or as part of its batch.
- Request changes — opens a dialog (Describe the changes needed…) and returns the page to Draft with the note attached, so the author can address feedback and Resubmit for Review.
- Comment — leave inline notes on specific blocks without an approve/reject decision. See Comments.
Section and space batches
When a feature touches several pages, review and publish them together so readers never see a half-updated site:
- From a group's menu in the content tree, choose Submit section for review (N) — the count shows how many drafts are inside.
- From a space's menu, choose Submit space for review (N) to batch everything in the space.
- A reviewer can then Approve batch (N) or Reject batch (N) in one action.
Approval requirements
Whether approval is required before publishing depends on your project's Approval requirement setting (in Content governance):
| Setting | Behavior |
|---|---|
| **No required approval** | Authors with publish rights publish directly. The top-bar button reads **Publish**. |
| **Section review** | Drafts are submitted and approved per section/group before publishing. |
| **Project review** | Every page is reviewed and approved before it can go live. |
Scheduled publishing
Instead of publishing immediately, schedule a page to go live later — handy for coordinating a docs launch with a product release. When approving, choose Schedule publish, pick a date and time, and the page publishes automatically at that moment. Scheduled pages stay in review with a scheduled time until they run.
The review queue
Reviewers work from Review (/review) in the app sidebar — a single inbox of everything awaiting them across projects:
- Stat cards: Pending items, Batches, Individual pages, and Last sync.
- A table of submitted pages with Page, Project, Submitted by, Submitted, Status (a Pending pill), and Actions (open, approve, reject).
- Sort by Newest first or Oldest first; rejected items list their Reason.
- When nothing's pending, you'll see All caught up.
Notifications
- Authors are notified when a submitted page is approved or sent back with requested changes.
- Reviewers are notified when a page is assigned to them.