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Respond to review feedback

After reviewers leave comments and approvals, review the feedback and update your content.

Before you begin

Check review status

  1. Open the Create and organize a map and open the Reviews panel from the right-hand icon rail.

  2. Each session card shows:

    • Comment count: total comments across all topics

    • Must-verify count: how many topics reviewers must explicitly verify, if any

    • Approved / changes: a rollup of how many topics have been approved or have changes requested

    • Frozen / Expired badges: when the session is locked to a content snapshot or has lapsed

  3. Below each card, an assignee status dot appears next to every invited reviewer:

    • Gray = pending (has not opened the link)

    • Yellow = viewed (opened but not finished)

    • Green = completed (clicked Finish review)

An assignee turns green when they click Finish review, not when they have acted on every topic. A reviewer can approve every topic and still show as "viewed" until they explicitly finish.

Wait until all assignees turn green before beginning a full feedback review. Addressing comments piecemeal while reviewers are still working can lead to conflicting edits.

Send reminders

Topicary reminds assigned reviewers automatically. The daily reminder job emails reviewers who have a **due date** as it approaches (starting two days before, throttled so a reviewer is nudged rather than spammed, and capped at five reminders). Reviewers without a due date and completed reviewers are never auto-reminded.

To nudge a reviewer manually, click the bell icon next to their name on the session card. The icon turns into a checkmark once the reminder is sent. Manual nudges are available for any reviewer who has not finished, regardless of whether the review has a due date.

Read comments

  1. Open a topic in the editor.

  2. Comments appear anchored to the text passages the reviewer highlighted, shown with blue highlights.

  3. Each comment shows the reviewer's name, timestamp, and message.

Respond to comments

  • Reply to a comment to ask for clarification or confirm the feedback.

  • Edit the content based on the feedback.

  • There is no built-in "resolve" action. Delete the review session when the feedback cycle is complete.

Apply reviewer suggested edits

Reviewers can propose replacement wording with Suggest an edit, not just leave a comment. Suggested edits appear as their own section on the session card, each showing the topic, the reviewer's name, the original text (struck through), and the proposed text.

For each suggestion:

  • Apply: replaces the original text in the topic with the reviewer's proposed wording. The change is written straight into the topic content, snapshotted to View and restore topic history, and marks any translations stale.

  • Dismiss: discards the suggestion without changing the topic.

Apply locates the original text by content and surrounding context. If you have already edited that passage so the original wording can no longer be found, Apply reports why instead of silently failing. Edit the topic directly in that case.

Handle "Request Changes"

If a reviewer clicked Request Changes on a topic:

  1. Read their comments to understand what needs to change.

  2. Update the topic content.

  3. If needed, create a new Create a review session for a second pass.

Creating a new review session for a second pass is the recommended approach for significant changes. The new session gives reviewers a fresh view and clean approval state, rather than trying to track what changed within the original session.

Export a sign-off record

For an audit trail of who approved what, export the session from its card's More actions (kebab) menu:

  • Sign-off sheet (CSV): one row per topic with its decision, the reviewer's name, the timestamp, and comment count. Pending topics are included with a blank reviewer so unsigned items stay visible.

  • Full audit (JSON): the complete report. Every topic decision, the full append-only decision history, and each invited reviewer's engagement (invited, viewed, completed).

Both download to your browser. Use the CSV as a compliance or editorial sign-off artifact; use the JSON when you need the full decision trail.

Clean up

Delete a review session when the feedback cycle is complete. This removes the session and all its comments.

Deleting a review session permanently removes its comments, reviewer assignments, and sign-off decisions. Make sure you have addressed or documented all feedback before deleting: this cannot be undone. Only a project admin or owner can delete a review session.

See also

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