If you'd like other KnowledgeOwl authors with access to the editor to review your version, you can use a two-step workflow:
- Editing authors set the version as Mark for review. This adds the Ready for review badge to the version.
- Reviewing authors can use a Manage filter to view a list of articles with versions ready for review, open them, and provide feedback or activate them.
Custom content category versions
While you can use this process with Custom content categories, those categories do not show up in Manage, so you'll need to handle the workflow in some other way. Refer to In-app version review process, custom content categories for instructions specific to custom content categories.
Mark article version as Ready for review
Authors with the default Editor or Writer role can mark article and custom category versions ready for review. If you're using a custom role, you'll need to have:
- For article versions: The Articles custom author role permission to Edit versions of articles.
- For custom content category versions: The Categories custom author role permissions to Edit categories.
The information below varies based on whether you're using our 2026 new editor or old editor.
To figure out which instructions to follow:
- Open any article for editing.
- If the lefthand navigation is collapsed and there's a link near the top of the page to Switch to old editor, follow the New editor documentation.
- If the lefthand navigation is expanded and the top of the editor and the righthand column have a heavier grey background, follow the Old editor documentation.
Here are side-by-side examples of the new editor and the old editor:
Sample New editor
Sample Old editorTry out the new editor
We'd love your feedback on the new editor. To switch to the new editor, open any article for editing and select the Switch to new editor link at the top of the editor.
To mark an article version as ready for review in the new article editor:
- Open the article for editing.
- If you have the version you want to mark for review open already, select the Mark for review option in the version's card:
Select Mark for review if you're currently viewing the version in the editor - If you don't have the version you want to mark for review open already, hover over the card of the version you want to mark for review in the Versions section.
- Select the triple dot ... menu which appears, then select Mark for review:
For any version in the list, select the triple dot menu and select Mark for review
The version is updated with the Ready for review badge.
When a custom content category version or article version in the old article editor is ready for review:
- Be sure you have the correct version open in the editor.
- Select the triple dot Version actions menu.
- Select the Mark for Review option from the Version actions menu.
Select Mark for Review from the Version actions menu. - If you had no unsaved changes in the version before you tried to activate, the version will be marked as ready for review and the editor will refresh:
The version displays the "Ready to Review" badge - If you have unsaved changes in the version you're marking ready for review, a modal opens asking you what you'd like to do with those changes:
The unsaved changes modal. - You can choose to:
- Save changes to the current version: If you select this option and then Mark Version for Review, your edits in the current version will be saved and the version will be marked Ready to Review. The editor will refresh to display that change.
- Discard changes to the current version: If you select this option and then Mark Version for Review, your edits in the current version will be discarded. The editor will refresh and mark the version as Ready to Review.
- Cancel: This option will cancel the version ready for review and return you to your unsaved changes in the editor. This can be a good option if you want to verify your changes before proceeding.
Use Manage filter to view a list of versions ready for review
Reviewing authors can then view a list of articles ready for review in Manage following these steps:
- In the left menu, select Manage.
- Create a custom Manage filter with the Versions ready for review checkbox checked. You can use any combination of other filters, such as date, author, and so on.
- Save your filter to view the list.
- You can also export the Manage Articles filter output to CSV and work the list from there. Articles with versions ready for review will show
TRUEin the New Version Ready to Publish column.
Reviewing authors can add feedback in the Version Notes field, make edits to the version themselves, or activate the version.
Have multiple versions ready for review that you'd like to activate? You can activate versions marked Ready for review in bulk using the Manage articles bulk editing interface and this same filter!