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Review Assignment Instructions

The following sections provide an overview of the steps you should follow for review assignments, depending on your user account:

  • Author Instructions for Review Assignments

    These instructions explains the steps you should follow if you are a Paligo author and want to create a review assignment. The instructions cover how to create an assignment, how to track it, and how to work with feedback that is provided at the end of the review.

  • Reviewer Instructions

    These instructions are designed for reviewers who are the assignees of a review assignment. They explain how to open the assignment, provide feedback as comments, and set the status of the content at the end of the assignment.

Refer to the section that is relevant to your role.

To send content to a reviewer, follow the process described in this article. You will need access to the full Paligo editor, so must log in to Paligo as an administrator or author.


This is an overview of the steps you need to follow, with references to the sections that explain the steps in more detail. If you need to refer to the more detailed sections, it is a good idea to open them in another tab so that you can easily switch between this process and the detailed explanations.

  1. Optional: Create the profile settings for a review. This step is only needed if your content uses variables or filters (profiles). For more information, see Favorite Profiles

  2. Create a review assignment. Use it to invite users and / or user groups to review your content.

    Create assignment dialog has fields for choosing the assignment type, profiling, language, assignees, timescale, and adding a message.

    For details, see Create Assignments.


    We recommend that you also check that the Default Settings for Assignments are suitable for your assignment.

  3. Use the Planner to Track the Assignment Progress. This is an optional step.

    The Planner showing assignments scheduled for different dates. Some assignments have already been completed.

    The assignee(s) will work on the assignment and set a state that you can see on your dashboard and on the Planner.

    If they set the content to approved, it means it is ready for translation or publishing, depending on your workflow. The assignment is finished.

    Approved content is shown with a green and white check symbol.

    Finished review assignment on the Planner. It is shown as a semi-transparent bar and has a green check icon to show that the content is approved.

    If they set the content to needs work, it requires your attention.

    The assignee's avatar shows a red stop sign if they have set the content to needs work.

    Finished review assignment on the Planner. It is shown as a semi-transparent bar and has a red stop icon to show that the content needs more work.
  4. If the content needs work, open the document.

    There are several ways to open a document, see Open an Assignment that "Needs Work".


    If you open the content in review mode, you can compare the current version to an earlier version to see what has changed (see Compare Reviews).

  5. Make the suggested changes and / or reply to the comments.

    The way to add and respond to comments varies, depending on whether you open the content in the full editor or in review mode. To find out more, see:

    When you have made the change or replied to each comment, set the state to:

    • Done if you have resolved the issue.

    • Rejected if you disagree with the point being made and are not going to make any changes.

    • Mark as read if you want the reviewer to know you have seen the comment, but you have not yet made changes or rejected it.

    • Unset status to remove the current state.

  6. When you have dealt with all of the comments, either reassign the assignment, refresh the assignment, or create a new assignment to get the changes checked. You can only reassign if you created the original assignment.

  7. When the assignment comes back with all content approved, can (optionally) send the content for translation or set the document state to Released, and publish it.

    You can see the state of your content in the overall production workflow by looking at the Resource view (see Workflow Status).

    Resource view shows a list of topics in a folder. There is a column showing the production status.

    Paligo may be set up to automatically change the state once an assignment is finished and approved, for example, it can change approved content from In review to In translation. If you are not using the automatic state change feature (set in the default settings for assignments), change the content state manually (see Change the Status of a Publication or Topic.)

As a reviewer, you can be invited to take part in a review assignment, where you provide feedback on content. For example, you may be asked to check the content for technical accuracy.

To provide feedback, you will open the content and add your feedback as comments. You cannot make changes to the content (only Paligo administrators, authors and contributors can make changes). However, if a contributor, author or administrator is sent a review assignment, the possibility to switch to Edit mode and to Create Snapshots in Edit View is presented.


For reviews and contributions, you should use a browser that is supported by Paligo. The review and contributor features may not respond as expected in unsupported browsers, for example, you may be unable to add a comment.

Here's the workflow you should follow:

  1. You receive an email inviting you to take part in a review assignment. Select the link in the assignment to open the content in review mode.



    In the email invite, look for a message from the creator of the assignment. They may advise you to select a certain profile when you open the assignment.

    If they have not included a message, the profile may be set automatically or is not needed.

  2. To choose a profile, select the cog icon next to the Your assignment button and then select Profile settings.

    Cog menu in review mode / edit mode has a profile settings option.

    On the profile settings dialog:

    1. Select the Favorites tab and then select the appropriate profile.

    2. Select Apply.

    3. Close the profile settings dialog.

  3. Review the content and provide feedback as comments:

    1. Select a paragraph or other item of content that you want to provide feedback on.

    2. Add a comment in the comments sidebar on the right. Your comments are stored in the content so that when you finish the assignment, the author and other users can see your feedback.

      Review interface with content on the left and the comments sidebar on the right.


      You can mention other users in your comments and Paligo will send them a notification message. To mention them, enter @ followed by the first characters of their name. Paligo then displays a list and you can select the user from the list.

      A feedback comment that reads @danni could you review this section for me please?

    For information on using the features in review mode, see Working in Review View.

  4. If you are a contributor, author or administrator, you can Create Snapshots in Edit View when you have finished adding all of your comments.

  5. End the assignment:

    1. Select the Your assignment button to display the complete assignment dialog.

    2. Select either:

      • Done to mark the content as ready for publishing, with no further work needed

      • Needs work to notify the Paligo author that changes are suggested

      • Reset status to clear the status of an assignment so that it no longer has a done or needs work status.

    Paligo sends an email to the person who invited you to the assignment. It tells them that the assignment is complete and that is has either been approved or needs further work. If it needs further work, they can read your comments in Paligo and make changes to the content, ready for the next round of reviews.