Review cycles: keep documents current Pro

A review cycle tells FileDeck how often a document should be re-checked by a human. Once a document is on a cycle, FileDeck tracks its next review date, shows its status at a glance, and sends reminder emails when a review comes due. It is built for content that quietly goes out of date — policies, safeguarding documents, clinical protocols — where "reviewed every N months" is a requirement, not a nice-to-have.

FileDeck Pro — this feature is included in all Pro plans. See pricing

How do I put a document on a review cycle?

There are two ways: on the document itself, or on its category.

1. To set a cycle on a single document, edit the document and choose a review cycle in the editor.
2. To cover a whole group at once, go to Documents → Document Categories, edit the category, and pick a Default review cycle (the dropdown shows No review cycle until you choose one). Every document filed directly in that category inherits the cycle; a cycle on a parent category does not reach documents filed only in its sub-categories, so set it on those too.

The category route is usually the right one for compliance content: file all your policies under one category, set the default cycle once, and anything added later is covered automatically.

Where do I see what is due?

Go to Documents → Review cycles — inside the Compliance section, on sites that have one. The Document Reviews screen lists every document on a cycle, soonest first, with three columns:

• Document — the title, linked to the editor.
• Status — for example Current for documents that are up to date. The same badge appears in the Review column of the main Documents list.
• Next review — the date the next review is due.

When you have checked a document, click Mark reviewed. That resets the clock: the status returns to current and the next review date moves forward by one full cycle.

How do reminders work?

FileDeck emails you when reviews come due, using WordPress’s built-in wp_mail function. If your host cannot send mail reliably, install an SMTP plugin so reminders actually arrive.

FAQ

What happens if I ignore a due review?

The document stays published — nothing is hidden or unpublished. The status on the Document Reviews screen simply shows it is due, and reminders continue until you mark it reviewed.

Does a document-level cycle override the category default?

Yes. A cycle set on the document itself takes precedence; the category’s Default review cycle applies to documents that do not have their own.

Is this the same as document expiry?

No. Expiry removes a document from libraries on a date; a review cycle keeps it published and asks a human to re-check it on a schedule.