When working on a project, the project owner has the ability to assign reviewers at both the section and question level. Once assigned, each reviewer will have the ability to review and edit any content that has been completed by an author in the answer field.
Use Case: When a member of a compliance or legal team reviews answers authored by proposal writers, the review process can help ensure each response is compliant, has been reviewed, and can be sent off to the requestor. A reviewer might be a standard part of the proposal workflow to check for grammar, accuracy, and decide if that content should be saved in the Content Library.
Review Process Options in Projects
There are three review process options that you can apply within a project. (Any, All, and Sequential) These options can be applied at both the section and question levels.
When the review process is set as ANY, Review Status will be:
When the review process is set as ALL, Review Status will be:
When the review process is set as SEQUENTIAL, Review Status will be:
Section Level Reviewers
Reviewers can be assigned sections to review by authors on the project. Reviewers will receive an email notification when the assignment is made. When the assigned section is ready for review, the reviewer will receive a second email notification. Reviewers can update content (responses, metadata, etc.), add comments, post clarifications, and more.
Note: For the sequential review process, this email will be sent only to the first reviewer in the sequence, other reviewers will be notified only when it is their turn to review.
You can assign users to a section quickly by clicking the add icon for the section in the Reviewers column. on the Manage Sections page.
Enter the reviewers, specify the process and due dates, and then click Add.
Click the More Options link to expand the Manage Users tab. You can assign the reviewers as described previously, send them a message, and queue their notifications so they receive one email for them all.
You can see the saved assignments on the Manage Sections page, and hover over the icons with the reviewers' initials to see the names of the reviewers and the review process. Any and All reviews have a small triangle at the right, The Sequential process shows the initials of each reviewer in the order that they are assigned to make their reviews, with their initials separated by >.
When a section is ready for review, click Submit for Review.
The Submit for Review button is changed to Complete Review, and the pending review icon will appear for the section. An email notification will be sent to the reviewer, notifying them that the section is ready for review.
The questions in the section are now marked with a yellow border.
Reviewers can approve the section by clicking the Complete Review button. They can also edit answers and then click the Reviewed toggle. The border will change to green.
Section can be rejected and reassigned by selecting Reassign to Author.
If the reviewer reassigns the section back to authors, the status will change from Submitted to In progress. Another email notification will be sent to the author notifying them on the section reassignment. Clicking the email link will take the author to the section that need their attention.
To give added information regarding the review process, the reviewer can also comment on the section content. For more information about comments, see (New UI) Using Comments to Collaborate.
The changes made by the reviewer/reviewers can be viewed from the Activities pane. For more information, see (New UI) Viewing Project Activities.
Question-Level Review Process
Reviewers and specific review processes can be assigned at the individual question level or in bulk.
Use Case: A section with many questions may require specific questions to be reviewed by another set of reviewers following a different process which may vary from the already set reviewers and review process defined at the section level.
You can assign reviewers at the question level from by selecting the menu for the question, and then clicking Manage Users.
On the Manage Users panel, click the Reviewers tab. If there are existing reviewers, they will be listed. If not, click Add Reviewers.
Specify the review process, enter the reviewer and any message (optional). Specify the due date and if all the notifications should be queued and sent to the reviewer as one, or if the reviewer should receive a notification for each question individually. Click Save.
You can also assign multiple questions to reviewers by selecting the checkboxes for the questions, and then clicking Users in the header.
Select the Reviewers tab. You can assign reviewers, reassign reviewers or remove reviewers from the question.
Note: Users with the Team Member role cannot assign questions to other users.
If you are assigning or reassigning reviewers, select the review process and then begin entering the names of reviewers or teams. You can include a message and a due date. When you are finished, click Save.
Reviewers will get a notification about the assignment regardless of whether the assignment was made individually or in bulk. Clicking the link in the notification will take them to the questions they need to review.
When Review Process/Reviewers are Assigned at the Question Level
Custom Section Review Process
When Review Process/Reviewers are assigned at a question level to any of the questions in a section, the section’s review process changes to Custom, which you can see when you hover over the small triangle on the Manage Sections page.
When a section’s review process is Custom, you can try to edit the section by selecting the menu icon for it and then clicking Edit Section. Click Edit Reviewers to expand the options. The pop-up box will display the review process/reviewers as non-editable, as any edits at a section level will override all review process/reviewers’ assignments made at the question level. You can see the message by hovering over the information icon.
However, you can edit the review process/reviewers by clicking Edit Custom Process next to the information icon, which will override the question level assignments. The link becomes Reset Updates and you can make your changes.
Completing a Review
If the question’s review status is Sequential, the Reviewed toggle will be displayed to the next reviewer in the sequence only when the previous reviewer marks the question as Reviewed. When a reviewer selects the toggle, a green checkmark appears on their initials in the question's header.
Once the question is marked as reviewed, you cannot revert its status.
When a reviewer clicks on the Complete Review button, all assigned questions will be marked as Reviewed.
All questions assigned will be marked as reviewed as shown below: