What do others use for their KB review process

[Laura Dale]

Prior to going to Orlando Out of Box we used to have a process to review KB's periodically. We used to have a next review date field> that generated an email to the field>Content Group Owner to review and update their KB. Since going OOB we no longer have those fields.

What processes have you implemented for kb review? What fields, modules are you using to make sure the KB content is being refreshed?

Thank you in advance.

[Logan Poynter]

Hello Laura,

We have a business rule that will populate the Valid To date to 1 year in the future from the date published, and then implemented a flow that checks monthly for articles due for a refresh (Valid To is on Next Month logic). This then generates an email for the Knowledge Management team to connect with the appropriate SME to validate content. 

Please mark my answer as correct/helpful if it has helped you.

Thanks,
Logan
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[David Kay]

Rather than using a time-based expiration model, we encourage clients to use the KCS model of "every use is a review."  When they're using content, we ask team members who have been trained and coached to update content that needs it then and there.  For those who don't have editing rights, we ask them to flag it using the OOTB flagging mechanism.

If content isn't used (or is used very infrequently) over some period of time that makes sense for your business, we archive it.

[Andrea Elms]

We are using a combination of feedback and Valid to but also send out a reminder to the Author of an article and the Owner of the KB in question 30  days before the article expires.

Reason behind this is also to tidy up articles for example for tools which are no longer in use. People won't search for those and having them available could lead to confusion.

[LCoughlin]

We do a combination of both of the above. Some articles are timeless, but don't necessarily get viewed frequently enough. So we employ the Valid to date for annual reviews.  But if the owners/authors update the article at all, it bumps the date out a year again. 

We have a scheduled job that runs nightly to check for expiring articles, and it will send a notification to the ownership group and author at 14 days out, and again at 7 days out.

But I like the idea of use is review... that is helpful. Views don't technically mean it helped, as you probably know, so use makes more sense to me. Thank you David Kay! 🙂