Manage topics in the topic center in Microsoft Viva Topics



In the Viva Topics topic center, a knowledge manager can view the Manage topics page to review topics that have been identified in the source locations as specified by your knowledge admin.

Topic Center

Topic stages

Knowledge managers help to guide discovered topics through the various topic lifecycle stages: Suggested, Confirmed, Published, and Removed.

Topic Lifecycle chart

  • Suggested: A topic has been identified by AI and has enough supporting resources, connections, and properties. (These are marked as a Suggested Topic in the UI.)

  • Confirmed: A topic that has been discovered by AI and has been validated. Topic validation occurs when either:

    • A knowledge manager confirms a topic. A knowledge manager confirms a topic on the Manage topics page.

    • Multiple users confirm a topic. There must be a net of two positive votes received from users who voted using the feedback mechanism on the topic card. For example, if one user voted positive and one user voted negative for a particular topic, you would still need two more positive votes for the topic to be confirmed.

  • Published: A topic that has been curated. Manual edits have been made to improve its quality, or it has been created by a user.

  • Removed: A topic that has been rejected and will no longer be visible to viewers. A topic can be removed in any state (suggested, confirmed, or published). Topic removal occurs when either:

    • A knowledge manager removes a topic. A knowledge manager removes a topic on the Manage topics page.

    • Multiple users cast negative votes using the feedback mechanism on the topic card. For a topic to be removed, there must be a net of two negative votes received from users. For example, if one user voted negative and one user voted positive for a particular topic, you would still need two more negative votes for the topic to be removed.

    When a published topic is removed, the page with the curated details will need to be deleted manually through the Pages Library of the topic center.

Note

On the Manage topics page, each knowledge manager will only be able to see topics where they have access to the underlying files and pages connected to the topic. This permission trimming will be reflected in the list of topics that appear in the Suggested, Confirmed, Published, and Removed tabs. The topic counts, however, show the total counts in the organization regardless of permissions.

Requirements

To manage topics in the topic center, you need to:

  • Have a Viva Topics license.

  • Have the Who can manage topics permission. Knowledge admins can give users this permission in the Viva Topics topic permissions settings.

You will not be able to view the Manage topics page in the topic center unless you have the Who can manage topics permission.

In the topic center, a knowledge manager can review topics that have been identified in the source locations you specified, and can either confirm or remove them. A knowledge manager can also create and publish new topic pages if one was not found in topic discovery, or edit existing ones if they need to be updated.

Review suggested topics

On the Manage topics page, topics that were discovered in your specified SharePoint source locations will be listed on the Suggested tab. If needed, a knowledge manager can review unconfirmed topics and choose to confirm or remove them.

Suggested Topics

To review a suggested topic:

  1. On the Manage topics page, select the Suggested tab, and then select the topic to open the topic page.

  2. On the topic page, review the topic page, and select Edit if you need to make any changes to the page. Publishing any edits will move this topic to the Published tab.

  3. After reviewing the topic, go back to the Manage topics page. For the selected topic, you can:

    • Select the check mark to confirm the topic.

    • Select the x if you want to remove the topic.

    Confirmed topics will be removed from the Suggested list and will now display in the Confirmed list.

    Removed topics will be removed from the Suggested list and will now display in the Removed tab.

Quality score

Each topic that appears on the Suggested topics page has a quality score assigned to it. The quality score is a reflection of the amount of information that the average user will see for the information on the topic, keeping in mind that each user might see more or less information because of the permissions they might or might not have on the information in a topic.

The quality score can help give insight to the topics with the most information and can be useful for finding topics that may need to be manually edited. For example, a topic with a lower quality score might be the result of some users not having SharePoint permissions to pertinent files or sites that AI has included in the topic. A contributor could then edit the topic to include the information (when appropriate), which will then be viewable to all users who can view the topic.

Impressions

The Impressions column displays the number of times a topic has been shown to end users. This includes views through topic answer cards in search and through topic highlights. It does not reflect the click-through on these topics, but that the topic has been displayed. The Impressions column will show for topics in the Suggested, Confirmed, Published, and Removed tabs on the Manage topics page.

Confirmed topics

On the Manage topics page, topics that were discovered in your specified SharePoint source locations and have been confirmed by a knowledge manager or "crowdsourced" confirmed by a net two or more people (balancing negative user votes against positive user votes) through the card feedback mechanism will be listed in the Confirmed tab. If needed, a user with permissions to manage topics can review confirmed topics and choose to reject them.

To review a confirmed topic:

  1. On the Confirmed tab, select the topic to open the topic page.

  2. On the topic page, review the topic page, and select Edit if you need to make any changes to the page.

Note that you can still choose to reject a confirmed topic. To do this, go to the selected topic on the Confirmed tab, and select the x if you want to reject the topic.

Published topics

Published topics have been edited so that specific information will always appear to whoever encounters the page. Manually created topics are listed here as well.

Manage Topics

Topic count dashboard

This chart in the dashboard view lets you see the number of topics in your Viva Topics topic center. The chart shows the topic counts per topic lifecycle stage and also shows how topic counts have trended over time. Knowledge managers can visually monitor the rate at which new topics are being discovered by AI and the rate at which topics are getting confirmed or published by the knowledge manager or user actions.

Knowledge managers might see a different count of topics represented in the list of topics on the Manage topics page than they see in the dashboard. This is because a knowledge manager might not have access to all topics. The count presented in the dashboard view is taken before applying permission-trimming.

Screenshot of topic count dashboard