You can recognize documents for which a review process has been defined by the Review entry in the action menu. The info page of such a document or its parent folder shows the steps and responsible reviewers of the associated review process. You can also activate the display of the status or progress columns in the detail view of the folder using View Columns in the top menu to detect documents for which a review process has been defined: these documents will show ‘being edited’ and in these columns.
Every member of the folder where such a document is located may start the review process. This will usually happen when editing of the document has been finished.
• Select Review Start Review in the action menu of the document. As a shortcut, you can also click on the icon in the progress column.
• You can add a note to this action that will be appended to the document and that will be visible for the reviewers.
• Hit [OK] to start the review process.
Now the document is put under version control if this has not already happened and cannot be edited anymore for the duration of the review. The document appears in the task lists of the reviewers for the first review step. These reviewers will also be notified by e-mail that a review is due.
The start of the review process is indicated in the folder listing by a status value of ‘being reviewed’ and the progress icon . Don’t forget to activate the columns ‘Status’ and ‘Progress’ using View Columns in the top menu.
After having started the review process, you have to wait for its outcome of which you will be notified by e-mail. The info page of the document shows status and current review step. After termination of the review, the status and progress columns will either show ‘released’ and or ‘rejected’ and . If the document has been released or rejected, the version state will also be set to ‘released’ or ‘rejected’, respectively.
During the review the document is locked and cannot be edited. As the initiator of the review or the manager of the folder you may, however, cancel the review process anytime by
• selecting Review Cancel Review in the action menu of the document. You may append a note to this action, too. The status and progress columns will show ‘cancelled’ and .
After cancellation (and termination) of the review process, the document can be edited again and the review process may be started for another round
• by selecting Review Restart Review in the action menu of the document.
A review restart is also possible for documents that have already been released, e.g. in the case that the quality standard of the review process have changed.
If you take part in the review process as a reviewer, you receive an e-mail notification with a request for review. The documents to be reviewed appear in your task list, which may be viewed using GoTo Task List in the top menu.
• Select Review Accept Document in the action menu of the document, when you are satisfied with the document. As a shortcut, you can also click on the icon in the progress column. Add an optional note to your action. Depending on the process definition, other reviewers may have to accept the document as well, before it can move on to the next review step. After the document has been successfully accepted of in the last review step it has the status ‘released’.
• Select Review Reject Document in the action menu of the document, if you have objections which you should also summarize in the action note for the editors of the document. The document gets the status ‘rejected’, can be edited again and eventually entered into the review process for another round.
• Select Review Delegate Review in the action menu of the document, if you don’t want to review this particular document yourself. In the action form, you choose one or more other users who are to review the document on your behalf. You can also add a note to your action which is transmitted to the other users along with the e-mail request for review. The delegation is valid for the review of this document, also when the review is cancelled and restarted.
After you have accepted or rejected the document or have delegated the review, the document disappears from your task list.