Review cycles: keep documents current Pro
Put documents on a review cycle so FileDeck tracks when each one is next due and reminds you by email before it goes stale.
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 It is built for content that quietly goes out of date — policies, safeguarding documents, clinical protocols — where "reviewed every N months" is a requirement, not a nice-to-have.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.
- To set a cycle on a single document, edit the document and choose a review cycle in the editor.
- 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 in that category inherits the cycle.
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. 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The document stays published — nothing is hidden or unpublished.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.
Still stuck? Email [email protected].