Content Governance & Moderation FAQ
Answers to common setup and operating questions about Content Governance, content ownership and Content Moderation.
For what these surfaces are and how to set them up from scratch, see the
Content Governance & Moderation Overview.
Setup
Do I need to enable governance and moderation separately?
Yes. Content Moderation follows the moderation type at Admin → General Settings → Content Moderation → Settings. The default is Moderate only flagged content: people report content, and nothing is screened automatically. Content Governance is switched on per app with Enable automated governance scanning on each app’s card at Admin → General Settings → Content Governance → Settings. A few apps, such as Safety Hub, Contracts and Inspections, are switched in their own settings instead; their card says where. Neither needs a separate licence.
Which apps does Content Governance cover?
Twenty-three apps have governance checks: Libraries, Sites, Policy Hub (policies and handbooks), SOP Hub, Safety Hub, Wikis, Mango IQ, Mango GTM, Workforce Bots, Workspace, Drive, Inspections, Communications Hub, Contracts, Onboarding Hub, Service Desk, AI Front Office, RFP Desk, Recorder, Ask AI, Forms, HR Files and Training. Only these apps get a card on the governance settings page.
Which content does moderation screen?
Each app that accepts written content has its own screening policy — 31 today. They include Ask AI, Plugin Builder, the Forms builder and form submissions, Broadcast posts and comments, Recognition posts, Chat messages, and the public portals (Candidate Portal, Service Desk, Safety Hub, AI Front Office and others). Each policy decides which checks apply to its surface. Ask AI, for example, checks for prompt injection; a Broadcast post does not.
Content ownership
How do I set who owns a policy, page or SOP?
Open the item’s edit or settings screen and use its Owner panel. You can name a person, an Owning team, or both. The panel appears on policies, handbooks, SOPs, wikis (on the page’s properties), knowledge-base articles, library items, forms, training courses and Sites pages (on Page settings). Anyone who can edit the item can change its owner, and the change saves with the rest of the form.
Why won’t it let me choose this person or team as the owner?
Only someone who can open the item can own it. A person must be an active member who can open the item in its app. A team must be one of your organization’s own groups, and every member must be able to open the item. The error names up to three members who can’t. Give them access, or pick a team whose members all can. The team list shows the first 200 groups alphabetically.
Why am I getting a review reminder for content I didn’t write?
You are its owner, or you are in the team that owns it. When an item falls due for review, the weekly scan reminds the named owner and up to 10 members of the owning team. Only people who can open the item are reminded. If nobody there can be reminded, the item’s author is told. If the author can’t be reminded either, the app’s fallback reviewers are — usually up to five of your admins.
Where can I see everything I’m responsible for keeping up to date?
Open your avatar menu and choose Content I own. It lists, app by app, what you own by name, own through a team, or wrote while no owner is named. Each item shows when its review is due and any open issue. It also lists findings assigned to you, possible duplicates, and anything unpublished automatically after it expired, with Publish again. Each list shows up to 50 items. Anything you own but can’t open is counted in a warning, not listed.
What happens to someone’s content when they leave?
Offboarding hands it on. Items they own by name, and items they wrote with no owner named, go to their manager if that manager is still active. Otherwise they go to another active admin. Only what the new owner can open moves. The rest stays and is flagged Owner has left until someone chooses a new owner. The offboarding record shows this as Content ownership. Sites pages go to their own site’s owners instead.
How do I move all of one person’s content to someone else?
Use Reassign content ownership at Admin → General Settings → Content Governance → Settings. Choose Reassign from and Reassign to, then Reassign all. It covers policies, handbooks, SOPs, wikis, knowledge-base articles, library items, forms and courses, including items they wrote with no owner named. It works for people who have already left; the card lists anyone who left and still owns content. Only what the new owner can open moves, and you’re told how much stayed. Sites pages are reassigned from each site’s settings.
Why can’t I delete this group?
The group owns content. A group that is the owning team of any policy, page, SOP or other governed item can’t be deleted. The message says how many items it owns, and in which apps. Choose a new owner for those items first. Otherwise they would be left with no owner.
Moderation access
Who can review the moderation queue?
Admins and super admins always can. Team admins can review items that belong to their own team, but not items from other teams or with no team. A reviewer assigned to the item can review it. For Chat messages, the moderators named in Chat’s own settings can review them.
Are admins screened by moderation?
Usually not, but some surfaces screen everyone. Admins and super admins are exempt on most internal surfaces, such as Broadcast posts and Recognition posts. Ask AI, Plugin Builder, the Forms builder and Ideas’ Draft with AI screen admins too. Public portals always screen their visitors.
Day-to-day
What happens when I approve or reject a moderation item?
Approve publishes the held content and records who reviewed it and when. Reject removes the content. If Notify content authors when their content is approved or rejected is on (the default), the author gets an email with the outcome.
What is the “Published without an automated check” panel?
It lists content that published without being screened. When an automated screen doesn’t answer in time, the system lets the content through rather than blocking it. These aren’t decisions waiting for you, so they sit in their own panel below the queue. It covers the last 7 days and shows up to 10 rows.
When do the governance scan and gap analysis run?
The governance scan runs every Monday at 7:00 AM UTC. You can also start one with Run Scan on the findings page, once every 5 minutes. Gap analysis runs separately, every Wednesday at 7:00 AM UTC. It needs gap analysis turned on for the app and at least 50 searches in the last 30 days.
When something looks wrong
“A governance finding disappeared from the list”
It was snoozed or it cleared. A snoozed finding stays open but leaves the worklist until its date passes; the date must be in the future. Each weekly scan also rechecks open findings. If the problem has gone — the content was updated, a missing source came back, or the item was deleted — the finding is resolved automatically.
“I enabled AI moderation but nothing is getting blocked”
AI moderation starts in Observation mode. It records what it would flag, but doesn’t block or hold anything. Switch AI Mode to Live in Content Moderation settings when you’re happy with what it catches.
“The governance scan shows zero findings for most apps”
Each app must be switched on for governance. At Admin → General Settings → Content Governance → Settings, check Enable automated governance scanning on each app you want scanned. For an app switched in its own settings, the card links there. The scan skips any app that is off.
“A governance finding has been open for weeks — why hasn’t it escalated?”
Only Low and Medium findings escalate. A Low finding becomes Medium 30 days after it was found; a Medium finding becomes Critical 60 days after it was found. Both windows can be changed per app. A finding rated High stays High. Snoozed findings and possible duplicates never climb. Only Open and Acknowledged findings escalate, and each weekly scan moves a finding up at most one level.
Licensing and limits
Are there limits I should know about?
| What | Limit | Where it applies |
|---|---|---|
| Review interval | 7–365 days per app | Review Interval (days) on each app’s governance card |
| Escalation windows | 1–365 days each | Severity Auto-Escalation on each app’s governance card |
| Default review interval (Libraries) | 90 days | Libraries, before you change it |
| Default Low → Medium escalation | 30 days after a finding is found | The weekly scan, before you change it |
| Default Medium → Critical escalation | 60 days after a finding is found | The weekly scan, before you change it |
| Manual scan cooldown | 5 minutes | Run Scan on the findings page |
| Broken links checked per scan | 50 | The broken-link check in each scan |
| Broken-link timeout | 10 seconds | The broken-link check in each scan |
| Failures before a broken link is critical | 3 in a row | The broken-link check in each scan |
| Team members reminded per item | 10 | Review reminders to an owning team |
| Admins reminded when nobody else can be | 5 | Review reminders, in most apps |
| Items listed per app | 50 | Content I own |
| Groups in the owning-team list | first 200, alphabetically | The Owner panel |
| Content excerpt kept per moderation item | 500 characters | Each item in the moderation queue |
| AI negativity tolerance | 0–100 (0–25 strict, 26–50 moderate, 51–75 relaxed, 76–100 lenient) | Negativity Tolerance in Content Moderation settings |
| Gap analysis minimum | 50 searches in 30 days | The weekly gap analysis |
| Unscreened-publish panel | last 7 days, 10 rows | Published without an automated check |
More help
- Content Governance & Moderation Overview
- Audit Logs & Activity History — tracks moderation decisions and governance changes
- Ask AI — the assistant answers Content Governance & Moderation questions from these articles.