How to manage related materials and keep content up to date

In Smart Way LMS, related materials help readers move to the next resource that complements the current one. Content reviews give administrators a systematic way to check information and respond to user feedback.

When to add related materials?

Add resources that directly continue the user's journey. For example:

• policy → step-by-step instructions;

• instructions → template;

• process description → request form;

• general material → rules for a specific role;

• new procedure version → supporting materials.

Do not use this section as a random list of popular documents. Categories and tags already provide broader topic-based navigation.

How to add a related material?

1. Open the material in Manage knowledge base.

2. Go to the Related materials section.

3. Enter at least two characters of the title in the search field.

4. Select the required published material.

5. Repeat for any other resources.

6. Save your changes.

You can add up to five materials. A material cannot be related to itself.

How to change the order or remove a relationship?

• Press and hold the three-line icon with the left mouse button, then drag the row to the required position.

• Alternatively, use the move up and move down buttons.

• To remove a relationship, select the remove button beside the relevant row.

Order matters: place the resource that readers are most likely to need after the current material first.

If another administrator changes the list at the same time, the system will show the current order. Review it and repeat your change.

What does the related material status mean?

The editor may show one of the following statuses:

• Available;

• Not published;

• Archived;

• Restricted access.

A user only sees a related material if it is published and available to them. The section may therefore look different for employees with different permissions.

An archived material is available to administrators in view-only mode, so its saved list of relationships cannot be changed. Restore the material as a draft first.

How to use the review date?

The Review by field is required for publication. For a new material, the system suggests a date approximately one year ahead, but the administrator should choose a realistic period.

Recommended intervals:

The date does not update the material automatically. It shows when the administrator should review the content and, once the date has passed, provides a reminder that a review is needed.

How can a user report outdated content?

On the material page, the user selects Report outdated content, adds a comment if necessary and submits it.

The material receives a Needs review label in the administration list. The number shows how many reports remain open.

How to process an outdated-content report?

1. Open Manage knowledge base.

2. Enable the Needs review filter to show the relevant materials.

3. Open the material.

4. In the Outdated content reports section, review:

   • the author's name and email address, if available;

   • the comment;

   • the version number;

   • the report date.

5. Check the document with the process owner.

6. Update the description or file if the feedback is valid.

7. Select Mark as resolved for the individual report.

Resolved reports remain in the history and can be expanded in the editor.

When to select 'Confirm as current'?

Use Confirm as current when an administrator has reviewed the current version and confirmed that it remains correct.

Do not use this action simply to remove the label. First:

1. compare the document content with the current process it describes;

2. review all open comments;

3. publish a new version if necessary;

4. only then confirm that the material is current.

How often to review materials?

• Filter by Needs review every week to find potentially outdated materials.

• Review materials with the nearest review dates every month.

• When a policy, product or responsible person changes, update the material without waiting for the scheduled date.

• After an update, check related materials as they may also refer to an outdated process.