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Review and approve
The path for reviewers and publishers — working the review queue, sending work back, giving sign-off, publishing, and keeping live guidance current.
This is the path for the people who decide what reaches operators. Reviewing in ROK covers two different jobs, and you may do one or both:
- Publishing — checking submitted work and putting it live. Needs Publish (and Edit content, because publishing is a change to the item).
- Signing off — giving the second approval some content needs before anyone can publish it. Needs Second approval.
The built-in Reviewer group carries both. Your dashboard's Your work section shows what is waiting on you personally — see the dashboard reference.
1. Understand the workflow once
Every item is a draft, in review, or published; scheduling and sign-off decorate that spine. Read how publishing works and how two-person sign-off works before your first review — especially the rule that an approval counts only for the version it was given on.
2. Work the review queue
Review queue (opens the admin console) lists everything in review, most urgent first. Claim an item, or assign it to a colleague with a due date and a priority; they are notified. See Review queue.
3. Read the item properly
Open it from the queue. On an item that was published before, Changes since last publish shows exactly what changed, word by word. History lets you compare any two versions. Use Comment on the selected passage to ask about a specific sentence — the author and everyone in the thread are notified. See The content editor.
4. Decide
- Send it back. Request changes returns it to the author as a draft with your note as a comment, and cancels any scheduled publish.
- Sign it off. If the item needs two-person sign-off, the Two-person sign-off card shows how many approvals the current version needs. Approve current version records yours — you cannot approve your own work, and at publish time the publisher's own approval does not count.
- Publish it now. Select Publish in the Publish card. See Publish a guide.
- Publish it later. Set a time instead. See Schedule a publish and the Scheduled queue.
If Publish stays disabled, the item is missing something your agency requires, or the body has a problem the editor lists under it — see how publish checks work.
5. Release changes to live content
Edits to a published item are held until someone who holds Publish releases them — unless the person editing holds Publish and the item needs no sign-off. The review queue lists them under Changes awaiting release. Open the item: Changes since last publish shows exactly what operators don't have yet, and Release to operators sends it, once any approvals the item needs are in. See Review queue.
6. Tell operators, if it matters now
A publish reaches operators at their next sync. Publishing by hand sends no push notification; to send one, open the published item and use Notify operators. A scheduled publish notifies them automatically. See how push notifications reach operators.
7. Keep live guidance current
Publishing is not the end:
- Re-validation. Published content falls due after your agency's interval and appears on Review due (opens the admin console). Re-check it, then Mark reviewed. See how re-validation works.
- Field reports. Operators flag problems from the app onto Field reports (opens the admin console). A Safety concern comes first.
- Broken links. Link check (opens the admin console) finds links to content that was deleted or withdrawn after it went live.
You're set up. The review queue, Review due and Field reports are the three lists to keep empty.
See also
- ReferenceReview queueEvery item waiting for review — assign a reviewer, set a due date and priority, give a second approval, or send an item back to its author — and published items with changes awaiting release.
- How it worksHow two-person sign-off worksWhy an item needs a second approval, when ROK refuses to let one person publish alone, why approvals expire when content changes, and how policies make the rule automatic.
- How it worksHow re-validation worksWhy published guidance falls due for review, what restarts its clock, who gets reminded, and how Review due differs from the review queue's deadlines.
- Get startedWrite and publish contentThe path from your first draft to a guide operators can read offline — writing, organising, getting it reviewed, and what happens after it goes live.