You can set reminders based on article verification rules to notify you when articles need to be reviewed and verified. You can edit, duplicate, or delete any existing rule as needed.
You must be an administrator to manage article verification rules.
Editing article verification rules
You can edit an existing article verification rule to change the name, frequency, or filter.
To edit an article verification rule
- In Guide, click the Settings icon (
) icon in the sidebar, then click Article
verification. - Click the name of an existing rule on the Article Verification page.
- Make changes as needed.
- Click Save when you are finished.
Duplicating article verification rules
You can duplicate an existing article verification rule if you'd like to create a new rule based on the existing rule.
To duplicate an article verification rule
- In Guide, click the Settings icon () icon in the sidebar, then click Article
verification.
- Click the name of an existing rule on the Article Verification page.
- Click the options menu, then select Duplicate.
The duplicated rule opens in edit mode.
Deleting article verification rules
You can delete an existing article verification rule if you no longer need it.
To delete an article verification rule
- In Guide, click the Settings icon () icon in the sidebar, then click Article
verification.
- Click the name of an existing rule on the Article Verification page.
- Click the options menu, then select Delete.
- Click Ok to confirm that you want to delete the rule.
The rule is deleted and removed from your list of article verification rules.
20 Comments
Hey Don,
Thanks for sharing your feedback!
I also encourage you to create a feedback post in our Guide Product Feedback forum which will help provide visibility to both our Product Managers and users in need of a similar functionality.
Thanks again :)
Hi team,
I notice that 'Status' is not an available filter when setting verification rules. My team has no current interest in re-verifying archived articles, so it would be great to be able to filter those out. Is this possible to add, or am I missing it somehow?
Hi Samuel,
Are your archived articles part of a specific section in your Knowledgebase? If so, you should be able to apply the Hierarchy filter when creating your verification rule. Screenshot below:
Let me know if I'm misunderstanding your question.
Thanks!
If you are creating article verification rules based on Labels, do you need to set up rules under each brand, or will it work across brand if the criteria is met based on the labels used?
Brett,
We have the same issue as Samuel - I don't want to be notified to verify archived articles - they're archived for a reason (but we don't want to totally delete them).
Our set up wouldn't work like you've suggested (using hierarchy) - we archive articles when they are no longer needed and we don't move them to a different part of our help center (it's useful to know where they once were positioned in case of restore). So using the hierarchy as a filter wouldn't work.
Ideally we would have status to be able to use as a filter in a verification rule.
A workaround would be to apply a label (e.g. archived) that can then be used as a filter (although archived articles can't have labels applied so this has to be done before archiving the article).
@Chris, since each brand would have it's own Help Center, you'd need to set up rules under each brand.
@Tara thanks for sharing your use-case! I'll pass this along to the appropriate team for so they're aware of this roadblock with article verification rules.
Further to my comments above - can rules exclude a label? It seems like you can only set them up to filter to include labels. We're adding the archived label before archiving articles but when I come to set up the rules I can only include labels, not exclude them. This would mean if we add any new labels I will have to update the rule each time which isn't ideal.
I'm also kind of surprised that archived articles aren't automatically excluded, or that at least there isn't a way to set up the filter. Archived articles don't show anywhere else, and it seems like the entire purpose of verifying is to keep articles current, which wouldn't apply to archived articles. Hopefully that's something that can be fixed. I did see a post in the feedback forum and gave it my thumbs up, but figured I'd chime in here, too.
@Aaron and Tara,
Thanks for sharing this feedback! At this time you cannot exclude labels when setting up verification rules. I can definitely see the importance of excluding archived articles in general and this is something I'll bring up to the product managers when I pass your feedback along :)
Thanks again!
Hello,
How do we go about changing the notifier on articles? We have several people who have moved to new roles and it is no longer valuable for them to be receiving these notifications.
Thanks
Hello Jay Fallon
In terms of changing the notifier on your articles, this article I've linked below should breakdown this process in detail.
Knowledge Management: Help Center Notifications (not for article comments)
Best regards.
Is there any way to set an article verification rule when an article is being drafted? Or, does the article have to first be saved as a draft and then the article has to be assigned a rule under Settings?
Would it be possible for the notification that an article needs to be verified come through as a ticket and not as an email to the User?
Our Agents (Editors) would rather see it as a ticket in their queue to be completed and not as an email they have to go find and then complete.
Concordo com Aaron Johnson!
Seria ótimo ter também a opção da notificação por ticket, sendo possível escolher o tipo de notificação: email e/ou ticket
Ryan Boyer The article would first need to be saved as a draft before the article verification feature can check your rules matching rules. What you can do is set up rules in the article verification filter that will look for articles that have not been published based on the hierarchy of the article where you save the drafts until they're ready to be published.
Aaron Johnson and Camila Ribeiro Leao Santos I agree that's a great idea! I don't believe this is possible ta this time but I'll pass this feedback along to the appropriate team :)
Are there any plans to offer more specific frequencies for the verification rules to fire on? For example, if we have a release on 6/1, it would be helpful to trigger verification rules based on that date to ensure documentation is updated per that release. Also, any plan to increase frequency to longer than 12 months? A longer max timeframe would be helpful for some of our articles.
Hi there,
Is it normal that even though all verification rules have been deleted we still continuously receive notifications for all articles that are in "Need verification" state. And is there a way we can put a stop to that?
Thanks
Catherine
Hi Catherine,
Thank you for messaging us.
If the verification rules are already deleted which is good to stop this, it's also possible that there are pending verification which is why notifications are still getting created.
I would suggest checking this article for more information.
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