The concept of content revision refers to the process where a designated revisioner reviews and suggests necessary edits or updates to the content before it is published.
Automatic publishing
Enabling this feature requires careful consideration, as it eliminates the review step, potentially allowing unverified or incomplete materials to reach users. It is ideal for organizations with well-established content creation standards or trusted teams of content developers.
The Automatic Content Approval feature streamlines the content management process by allowing all content submitted by developers to bypass the revision process and become immediately available to users. This option is useful in scenarios where the quick deployment of training materials is necessary, such as time-sensitive updates or trusted content contributions.
This can be enabled under the Organization management in the navigation menu.
Go to Manage Organization and open the Advanced settings.
Scroll down to the Automatic Content Approval section and check the box.
How to assign a Revisioner
If automatic content approval is not enabled, there is a revision process established for checking content before publishing. A revisioner needs to be assigned, who can view the course and its details and leave comments for improvement. only once this process is complete, the revisioner publishes the course.
Only Organizational Administrators and Users with Content Administrator permissions can set Revisioners to content published for revision. To learn more see user roles and permissions and publishing. To set a revisioner, go to the Content revision tab under Content Management in the navigation menu.
Once the created content is finished, it is published for revision by its author in the Content overview. See Publishing content. The table includes the Content title along with the Content author and Revisioner, showing who created and who is assigned to revise the content.
The Revisioner field that shows N/A, is indicating that no one has been assigned to revise this content. To assign a revisioner click on the N/A field and click Assign in the Set revisioner popup window.
The assigned revisioner will receive an email and a message in the notifications hub that they have been assigned to revise the content.
Revision process
The revisioner has the following options:
Version Overview: This allows them to view different versions of the content.
Content Player: Opens the course in preview mode, allowing the revisioner to view the content as a learner would. This is essential for checking the flow and functionality of the course before it goes live.
Review Assessment Data: Provides access to the created assessment. The revisioner can review the questions, complexity, and structure of the assessment.
Certificate Data: Enables view of certification settings. The revisioner can see the certificate set to be issued upon course completion.
Settings: This opens the settings menu for the course, where the revisor can adjust various parameters, such as the title, descriptions, content information, additional information, assign authors, and add additional material.
Allow Publish: This option controls the publishing status of the course. When toggled on, the course gets published, making it accessible to learners once all content and settings are finalized. See Publishing content.
At the bottom of the page, there is a message interface for providing feedback on a course revision. There’s a text field for typing comments about improvements and suggestions.
The blue Send New Message button submits the feedback the revisioner and author can type into the message field. Below, we can see focused feedback.
This setup supports clear communication for course revisions and keeps the status of the revision up to date.
The author and revisor get notifications about messages that are added in the comment section.
Revision status
The Status column reflects the current state of the content:
Status | Meaning |
Draft | The content is in its initial creation stage and has been submitted for review. |
Revision pending | The content has been submitted and is awaiting review or changes by a designated revisioner. |
Revised | The revisioner has left a comment for the author with suggestions or comments. |
Published | The content has been successfully upgraded by the author and uploaded by the revisioner.
The author receives an email and a notification in Smart Arena that their content was successfully revised.
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Publishing content after revision
Once the revision is complete, the revisioner can publish the content by clicking on the Allow publish in the Details page of the content.
When revising content we need to pay attention to the following:
Content Accuracy: Verify that all information is accurate, relevant, and up-to-date. Any mistakes or outdated information can confuse learners or reflect poorly on the course provider.
Spelling and Grammar: Double-check spelling, grammar, and language clarity. Typos or confusing language can disrupt the learner’s experience and reduce the course's professionalism.
Assessments and Quizzes: Ensure that all assessments and quizzes are functional, with correct answers set and explanations provided where necessary.
Interactive Elements: Confirm that all interactive elements (e.g., drag-and-drop, branching scenarios, fill-in-the-blank) work as expected. Interactive elements enhance engagement, but they need to function correctly to be effective.
Links and Multimedia: Test all embedded links, videos, and images to make sure they load properly and lead to the correct resources. Broken links or missing media can hinder learning.
User Access Permissions: Check that only the intended users or groups have access, especially if the content is restricted to certain employees or departments.
If any of these elements are incomplete or need further review, it is best not to publish the content until everything is properly aligned with the course goals and quality standards.