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Using the Auto Recommend Authors and Reviewer (SME Dictionary) Feature

Overview

This feature must be enabled in Organization Settings prior to use.

For companies with many SMEs (subject matter experts), it can be difficult to know the right subject matter expert (SME) that should be assigned to the task. The Auto Recommend Author and Reviewer feature is an additional feature that supports the ability to assign SMEs as Authors or Reviewers to Sections and Questions in a Project.
Note: If your organization uses Requirements Analysis, see Setting up the Dictionary for Requirements Analysis.

  • You can define keywords and associate them with SMEs, creating an SME dictionary, so they will be recommended as authors and reviewers for questions containing the defined keywords.
  • This dictionary can help teams with large groups of SMEs auto-suggest users when assigning authors and reviewers to questions or sections in a Project. Auto-suggestion works based on the keywords and user mappings defined in the SME Dictionary.
  • A dictionary can consist of multiple categories where you can map keywords and authors/reviewers and you can create multiple dictionaries for different needs.

When assigning individual questions out to authors/reviewers, you want to assign them to authors/reviewers who have worked on similar questions previously. In this case, the keywords present in those types of questions can be mapped to the SME Dictionary to help auto-suggest these users.

See the Tools for Assigning Authors and Reviewers Academy course for more information.

Permissions

You must be an Admin with access to Organization Settings to enable this feature.

Select the applicable tab for your edition of Responsive.

  • Enabling the Auto Recommend Author and Reviewer Feature

    1. Go to Organization Settings > Project > Preferences and click the Edit icon associated with Auto Recommend Author and Reviewer.
    2. Turn on the Keyword based Auto Recommendation of Authors and Reviewers toggle and click Submit.

    Defining Keywords and Creating SME Dictionaries

    1. Go to Organization Settings > Company > Dictionary, then click Create.
    2. Complete the information on the Create Dictionary page:
      • Enter a unique name for the dictionary.
      • Enter a description, and turn on the Dictionary Status toggle.
      • Select the business unit (BU) if BUs are enabled for your company.
    3. Click the Add Category icon, or Add Category, to add categories.
    4. Complete the information on the Add Category pop-up:
      • Enter a name for the category.
        Note: The category name must be unique since you can create multiple categories for a dictionary.
      • Add the keywords, separated by a comma. You can also search for keywords.
      • From the Authors pane, click the Select icon associated with author to be auto-suggested for the selected keyword.
        • To remove selected authors/reviewers, click the associated Remove icon.
        • To select or remove all authors/reviewers, click either the Select All or Remove All icon.
      • From the Reviewers pane, select the reviewers to be auto-suggested for the selected keyword.
    5. Click Save to add the category to the dictionary.

      Note: Based on the categories created and keywords mapped, a maximum of 5 authors/5 reviewers will be displayed while assigning Authors and Reviewers at the question and section levels.

    Updating SMEs

    You can update SMEs individually or in bulk.

    1. Select the checkbox(s) associated with the dictionaries to be updated.
    2. Click the Options menu on the top right corner and select Update SME.
    3. On the Update SME pop-up, select the SME to be removed or replaced from the drop-down options. Once the SME is selected, the count of dictionaries that the user is associated with (as an author or reviewer) display:
    4. If you want to replace the SME, specify the SME names for the respective BUs (if BUs are enabled).
    5. Click Remove and Replace. A success message displays and the SMEs are updated.
  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    • Enabling the Auto Recommend Author and Reviewer Feature

      1. Go to Organization Settings > Project > Preferences and click the Edit icon associated with Auto Recommend Author and Reviewer.
      2. Turn on the Keyword based Auto Recommendation of Authors and Reviewers toggle and click Submit.

      Defining Keywords and Creating SME Dictionaries

      1. Go to Organization Settings > Company > Dictionary, then click Create.
      2. Complete the information on the Create Dictionary page:
        • Enter a unique name for the dictionary.
        • Enter a description, and turn on the Dictionary Status toggle.
        • Select the business unit (BU) if BUs are enabled for your company.
      3. Click the Add Category icon, or Add Category, to add categories.
      4. Complete the information on the Add Category pop-up:
        • Enter a name for the category.
          Note: The category name must be unique since you can create multiple categories for a dictionary.
        • Add the keywords, separated by a comma. You can also search for keywords.
        • From the Authors pane, click the Select icon associated with author to be auto-suggested for the selected keyword.
          • To remove selected authors/reviewers, click the associated Remove icon.
          • To select or remove all authors/reviewers, click either the Select All or Remove All icon.
        • From the Reviewers pane, select the reviewers to be auto-suggested for the selected keyword.
      5. Click Save to add the category to the dictionary.

        Note: Based on the categories created and keywords mapped, a maximum of 5 authors/5 reviewers will be displayed while assigning Authors and Reviewers at the question and section levels.

      Updating SMEs

      You can update SMEs individually or in bulk.

      1. Select the checkbox(s) associated with the dictionaries to be updated.
      2. Click the Options menu on the top right corner and select Update SME.
      3. On the Update SME pop-up, select the SME to be removed or replaced from the drop-down options. Once the SME is selected, the count of dictionaries that the user is associated with (as an author or reviewer) display:
      4. If you want to replace the SME, specify the SME names for the respective BUs (if BUs are enabled).
      5. Click Remove and Replace. A success message displays and the SMEs are updated.

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