Mark an article as needs review

Use needs-review whenever an article should be paused until a teammate looks at it. It removes the article from the public site and from AI retrieval — exactly like a draft — but it shows up in admin views with a clear flag so reviewers can spot it.

Common cases:

• You drafted with the AI Writing Assistant and want a domain expert to fact-check.
• A teammate spotted that a published article is wrong, and you want to pull it down without deleting.
• The quarterly review pass surfaced an article that hasn’t been touched in 90+ days.

1. Open the article

Go to Knowledge Base in the main navigation. Click the article in the middle pane to open it in the editor.

2. Change the Status

In the right sidebar of the editor, find the Status dropdown. It currently shows Draft or Published.

Open the dropdown and select Needs Review.

3. Save

The change saves automatically. You don’t need to click anything else. The article:

• Disappears from the public help center.
• Stops being retrieved by AI agents (Capabilities, Sidekick, Web Chat, voice).
• Shows in the admin article list with a Needs review badge so reviewers can find it.

What about the API?

If you’re pushing articles via the External KB API, the status field accepts needs-review directly. There’s also a POST /api/v1/kb/articles/:id/mark-reviewed endpoint that bumps lastReviewedAt without changing status — useful when a future stale-articles dashboard wants to record “I checked this and it’s fine” without round-tripping the body. Today this is an API-only signal; there’s no UI button for it yet.

When to use needs-review vs. draft

Both states hide the article from the public and from AI. The difference is intent:

• Draft says “I’m not done writing this.” Used for new articles before they’ve ever shipped.
• Needs review says “Someone should look at this.” Used to pull a live article back, or to gate publication on a teammate’s approval.

In the admin article list, draft articles and needs-review articles are visually distinguished, which lets a reviewer filter to just what needs their eyes.

Coming back from needs-review

When the article is ready:

1. Re-open it.
2. Set Status back to Published.
3. The article reappears on the public site and re-enters AI retrieval within a minute.