First, no reason to be concerned about applying a tag in the topic list to many topics.
Before my time the company had an author who wrote in a topic "This is ****" intending to return to it later. He did when a customer phoned asking if the statement was true!
What I have done is institute a simple method that also helps with reviewing. We add three hash marks ### to any topic at the top or at the point where it is incomplete. We do that using a character style rather than a paragraph so that the text can be within a paragraph. The style is called AuthorComment and we also apply a tag called AuthorComment. Both have a vivid colour applied. EXAMPLE ### Let me know if you have a problem with this.
When we generate for internal review, we leave that stuff in as it grabs the attention of reviewers so they respond to the comment / question.
When we generate for external use we add the tag to the build expression but we also do a search of all topics for ### using a third party find and replace tool. TextCrawler for example.
It's simple and it works beautifully.
See www.grainge.org for RoboHelp and Authoring tips
Peter, I use the ### convention, too: I put the three hash marks at the beginning and end of the comment. To make it really visible, I apply yellow highlighting to the whole thing. Then I apply a condition (currently I'm calling it Questions). I haven't tried the character style, though. Good suggestion.
My problem is how to find and print those topics that have said questions. The Word document that I produce for review is over 800 pages, so I don't want to print the whole doc. (Even if I did, that wouldn't work out well because it wouldn't separate it by reviewer, but at least I could point out to the reviewer that "your topics are on pages 100-125" or something.)