This applies to:
Available with the following QorusDocs Editions:
Keeping content up to date is absolutely essential to get the performance gains you're hoping to achieve, with QorusDocs. This step will help you understand what decisions you'll have to make to establish good content governance, ownership and accountability, within your organization.
✅ Decide on are which libraries need to be refreshed at a regular interval.
QorusDocs Content Management workflows will be applied to all libraries of your choosing, where you store content that should be reviewed on an ongoing basis. Start simple. These workflows will engage Subject Matter Experts (SME) in a review process as and when the content comes up for a refresh, so you don’t want to create process if it’s not necessary.
✅For each piece of content in the library, establish an appropriate review interval, in months.
Some content may need monthly reviews, others may only need to be looked at once a year.
✅Allocate a Subject Matter Expert (a person, not a group of people).
This person will be responsible for updating the subject matter of the content.
✅Allocate an Approver (a person, not a group of people).
This person will be responsible for ensuring that the SME's updates adhere to your organization's brand, style, tone and language. If you trust the SME to do this, they can also be selected as the approver. Optionally, someone from the Marketing team could fulfill this role.
Whatever decisions you make, chances are good that content is already being updated by a team internally in some cases, so make sure to piggyback on their efforts whenever possible.
An Overview of the QorusDocs Review & Approve Workflow
Here's the basic workflow and the statuses that the documents move through, through the process:
- 30 days before the review date, an "Approved" document changes to "Pending Review".
- The document will be added to the assigned SME's list of documents that need attention. Once a week, if the SME's list has an item, they'll get an email with a link to their list.
- The SME opens the list, select the document, review the contents and make edits if required. Once the document has been edited, it will switch to a "Draft" status. No-one in the organization (outside of the Content Managers) will be able to see this draft version. They will all still have access though, to the previously approved version of the document.
- From within Word, PowerPoint or Excel, the SME will mark the content as "Reviewed" once they're done with their edits. (They do this from a panel within the application.) They save and close the document. The document status will then change to "Pending Approval", which means the library owner (or the marketing team - whoever makes more sense in your organization) will be required to check that the SME's changes have met brand, style, tone, and language requirements.
- The document will be added to the assigned approver's list of documents that need attention. Once a week, if the approver's list has an item, they'll get an email with a link to their list.
- Just like the SME, they'll be able to open the document and make amendments if necessary. When they're done, they use the same panel in the application to mark the document "Approved". Once they do that, and save, the new version of the document is then accessible by the rest of the organization.