This guide walks a team through setting up a review process: assigning roles, requiring approval before publishing, giving content owners, and publishing in coor...
This guide walks a team through setting up a review process: assigning roles, requiring approval before publishing, giving content owners, and publishing in coor...
This guide walks a team through setting up a review process: assigning roles, requiring approval before publishing, giving content owners, and publishing in coordinated batches. The result is documentation that's checked before it reaches readers — without slowing your team down.
Who this is for
Documentation teams of two or more who want quality control over what gets published, especially for customer-facing or regulated content.
Prerequisites
- A Doxbrix project with at least two members.
- Owner or Admin access to change governance settings.
Step 1 — Assign roles
Give each contributor the right role. Doxbrix has four:
| Role | Use for |
|---|---|
| **Owner** | Full control, including billing. |
| **Admin** | Manage members and settings; write, review, publish. |
| **Editor** | The core docs team — write, review, and publish content. |
| **Viewer** | Stakeholders and SMEs who read and comment (and can review) but don't author. |
Go to Settings → Workspace → Members (or Settings → Project → Members for project-scoped access).
Set each member's role. Use project membership to scope access to one project.
Step 2 — Require approval
Decide what must happen before a page can publish, in governance:
Go to Settings → Project → Governance.
Choose Section review as a sensible default — drafts are approved per group before publishing.
Route reviews automatically — e.g. Page owner so feedback reaches the accountable person.
| Approval requirement | When to use |
|---|---|
| **No required approval** | Small teams, internal docs. |
| **Section review** | Most teams (recommended). |
| **Project review** | High-stakes, customer-facing, or regulated docs. |
Step 3 — Assign owners
Set Page owner mode to Required so every page has an accountable owner. Owners are notified when their pages are submitted, and the Page owner reviewer mode routes approvals to them. See Content governance.
Step 4 — Run the workflow
A writer finishes a draft and clicks Submit for review, optionally assigning a reviewer.
The reviewer leaves comments, then Approves or Requests changes (with a note).
Once approved, the page publishes per your policy — individually or as part of a batch.
Step 5 — Coordinate with section batches
When a change spans several pages, submit 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 (or Publish section), or from a space's menu, Submit space for review. A reviewer can Approve batch in one action. See Review workflow.
Step 6 — Keep content fresh
Stop docs from silently going stale with a review cadence: set Review cadence (days) to 90 and Stale-content threshold (days) to 180. Overdue pages surface in Docs Health.
Tips
- Reviewers can make small fixes directly during review instead of bouncing a typo back.
- Use comments for SMEs who should propose precise corrections without publish rights.