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Assigning owners and review cycles in the Content Library

Overview

In the Content Library, owner(s) can be assigned to content so they can review content and ensure it is current and accurate on a cyclical basis.

When the content is up for review, owners can complete their reviews using the Any or All review process, depending on what was established when the Owners were assigned. These two options work as follows: 

  • Any Owner Can Review the Content: Any of the selected reviewers can review/edit the content and mark it as complete. The content is then moved to Moderation (if Moderation is enabled), or directly to the Library if Moderation is not enabled.
  • All Owners Must Review the Content: Any of the selected reviewers can review/edit the content. Once that initial Owner makes their edits, the content remains on Review page so the next Owner can complete their review. Only after all owners complete their review does the content move to the Moderation page (if moderation is enabled), or to the Library if Moderation is not enabled.

The owner review process can be set in the Organization Settings, at the individual content level, and in bulk for multiple content of the same type.

Verification Pending users can also be assigned as owners of contents (these users have received the email invitation to log in to Responsive but have not yet completed the authentication process).

See the Content Library Owners and Reviewers Academy course for more information.

Permissions

  • Users with the permission Edit All Content in Content Library will also be able to view the content that is currently pending review.
  • Users (owners/not owners) with the  Edit content - All permission can complete review for individual/bulk questions irrespective of the review process.

Select the applicable tab for your edition of Responsive.

  • Assigning owners and review cycles to content

    1. Click Edit icon for the content for which you want to assign an Owner. The edit pop-up appears.
    2. Scroll down to the Owners field, and begin typing the name of the person or team. Select the name you want from the list. You can also click the suggested owner link to assign that user as the owner.



    3. Click Enable Scheduled Review to set up the review cycle. The default review timeframe is 90 days, but you can click Customize and enter a different number of days. Specify if any of the owners can approve the content or if it must be all of them. Specify the Next Review Date unless you are using the default 90 days. Click +Add Follow-up Date. You can add multiple follow-up dates, if needed. When you are finished, click Save.



      The Follow-up Date will override the review date in the Org Settings.

      The owners will see their review items on the My Work page and by selecting My Content on the Review tab of the Content Library.

      See the video below for a quick walkthrough of the process. Click the dot to see each step.

    Assigning owners in bulk

    To bulk assign owners you can follow the steps below:

    1. Select all the items you want to update by clicking the appropriate checkboxes. You can use the filters to find the items you want and then click the checkbox at the top to select them all. The Bulk Options menu appears in the header. Click Owners on that menu.



    2. Begin typing the names of the users or teams you want to add as owners. Select Remove if you want to remove users or teams as owners.



    3. Click Enable Scheduled Review to see the options for setting up a review. Specify if you want to add or remove the cycle for the selected content items. The default review date is 90 days, but you can click Customize to change it. Click + Add Follow-up Date to add a follow-up date. Specify if any or all of the reviewers must review the content. 



    4. Click Update.

      See the video below for a quick walkthrough of the process. Click the dot to see each step.

    Assigning review cycles in bulk 

    Users can bulk assign Review Cycles from the Library. (Read How to set the Default Review Cycle)

    To bulk assign Review Cycles, you can follow the steps below:

    1. Login to Responsive and click Content Library from the App Launcher menu. The Library page will be displayed. You can filter the content to be bulk updated by specifying the criteria in the Advanced Search filter section.
    1. Click the Advanced Search icon adjacent to the search bar.
    2. Enter the search criteria and click Search.
    3. The Library page will be displayed with the matching contents. Click Select checkbox. Click the More options menu and select Other Bulk Options. 

    1. Select Content Review and Review Process under Privacy, Usage and Review section.

    1. Click the radio button associated with Customize.
    2. Enter the number of days to Customize the Review Cycle.
    3. Select the Next Review Date from the date picker drop-down.
    4. Click the Add Follow-up Date to set a Follow-up Review Date and select a date.

       

    5. Select Any or All Review Process.
    6. Click Update. A success message as shown.
    7. The next review date and the new review cycle will be applied to all the content selected.

     

     Note: You can choose All Filtered Results or select questions from the filtered list to apply changes

     

    Answer Library Review Page

    Owners with content pending review will be directed to a Review page to complete their review. Please refer to the documentation on Managing Pending Review Content for more details.

    When you click on the content, you can view the other Owners whose reviews are pending. When there are more than 3 Owners, you can view the Owners by clicking the the "Plus" icon.

    If the review process is set as All, the content will be considered reviewed only when all reviewers review the content. However, you will have an option to mark all reviewers work as complete.

    Once an Owner reviews the content, it will be marked as Reviewed with a green tick icon as shown below:

    Once all Owners complete their reviews, the content will be moved to the Library or the Moderation page, based on the moderation preferences you have set. 

    If the content reviewer and moderator are the same user, once the review is completed, the content will skip moderation and will be moved to the Library. However, if the review process is ALL, only if the last reviewer is a moderator, the content will be moved to the Library.

    The following actions can be performed from this page:

    • Complete Review: Review can be completed in bulk as well as for individual content.
    • Delete Content: You can delete individual content as well as bulk contents of the same type.

    • Update Owners: Owners can be edited individually as well as in bulk. You can assign new owners as well as remove existing owners the same way as in the Library.

    • Update Review Process: Review process can be edited in bulk or individually. You can select from All or Any options.

    • Update Review Date: You can add or remove the review date individually or in bulk. For bulk update if the new review date falls outside the default review cycle set in the Organization Settings, the content will be moved out from the review page and will not be available for review.

    • Search and Replace: You can search and replace content in a similar way to that of the Library. Click here for more details.
    • Format Content: You can format content for individual content as well as in bulk.

    In addition to these you can also bulk update metadata such as tags, collections, moderators and privacy. 

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Assigning Owners and Review Cycles to an Individual Content Item

    In the Library, Owner(s) can be assigned to content so they can review content and ensure it is current and accurate on a cyclical basis. Enabling the Review Cycle will notify the Owner to review the content on the predefined cycles. 

    • To assign owners and reviewers to a specific content item, follow the steps below:

      1. Click Edit icon for the content for which you want to assign an Owner. The edit pop-up appears.
      2. Scroll down to the Owners field, and begin typing the name of the person or team. Select the name you want from the list. You can also click the suggested owner link to assign that user as the owner.



      3. Click Enable Scheduled Review to set up the review cycle. The default review timeframe is 90 days, but you can click Customize and enter a different number of days. Specify if any of the owners can approve the content or if it must be all of them. Specify the Next Review Date unless you are using the default 90 days. Click +Add Follow-up Date. You can add multiple follow-up dates, if needed. When you are finished, click Save.



        The Follow-up Date will override the review date in the Org Settings.

        The owners will see their review items on the My Work page and by selecting My Content on the Review tab of the Content Library.

        See the video below for a quick walkthrough of the process. Click the dot to see each step.


    Assigning Owners in Bulk

    • To bulk assign owners you can follow the steps below:

      1. Select all the items you want to update by clicking the appropriate checkboxes. You can use the filters to find the items you want and then click the checkbox at the top to select them all. The Bulk Options menu appears in the header. Click Owners on that menu.



      2. Begin typing the names of the users or teams you want to add as owners. Select Remove if you want to remove users or teams as owners.



      3. Click Enable Scheduled Review to see the options for setting up a review. Specify if you want to add or remove the cycle for the selected content items. The default review date is 90 days, but you can click Customize to change it. Click + Add Follow-up Date to add a follow-up date. Specify if any or all of the reviewers must review the content. 



      4. Click Update.

        See the video below for a quick walkthrough of the process. Click the dot to see each step.




    Assigning Review Cycles in Bulk 

    Users can bulk assign Review Cycles from the Answer Library. (Read How to set the Default Review Cycle)

    • To bulk assign Review Cycles, you can follow the steps below:

      1. Login to Responsive and click Content Library from the App Launcher menu. The Library page will be displayed. You can filter the content to be bulk updated by specifying the criteria in the Advanced Search filter section.
      1. Click the Advanced Search icon adjacent to the search bar.
      2. Enter the search criteria and click Search.
      3. The Library page will be displayed with the matching contents. Click Select checkbox. Click the More options menu and select Other Bulk Options. 

      1. Select Content Review and Review Process under Privacy, Usage and Review section.

      1. Click the radio button associated with Customize.
      2. Enter the number of days to Customize the Review Cycle.
      3. Select the Next Review Date from the date picker drop-down.
      4. Click the Add Follow-up Date to set a Follow-up Review Date and select a date.

         

      5. Select Any or All Review Process.
      6. Click Update. A success message as shown.
      7. The next review date and the new review cycle will be applied to all the content selected.

       

       Note: You can choose All Filtered Results or select questions from the filtered list to apply changes

       

    Answer Library Review Page

     

    Owners with content pending review will be directed to a Review page to complete their review. Please refer to the documentation on Managing Pending Review Content for more details.

    When you click on the content, you can view the other Owners whose reviews are pending. When there are more than 3 Owners, you can view the Owners by clicking the the "Plus" icon.

    If the review process is set as All, the content will be considered reviewed only when all reviewers review the content. However, you will have an option to mark all reviewers work as complete.

    Once an Owner reviews the content, it will be marked as Reviewed with a green tick icon as shown below:

    Once all Owners complete their reviews, the content will be moved to the Library or the Moderation page, based on the moderation preferences you have set. 

    If the content reviewer and moderator are the same user, once the review is completed, the content will skip moderation and will be moved to the Library. However, if the review process is ALL, only if the last reviewer is a moderator, the content will be moved to the Library.

    The following actions can be performed from this page:

    • Complete Review: Review can be completed in bulk as well as for individual content.
    • Delete Content: You can delete individual content as well as bulk contents of the same type.

    • Update Owners: Owners can be edited individually as well as in bulk. You can assign new owners as well as remove existing owners the same way as in the Library.

    • Update Review Process: Review process can be edited in bulk or individually. You can select from All or Any options.

    • Update Review Date: You can add or remove the review date individually or in bulk. For bulk update if the new review date falls outside the default review cycle set in the Organization Settings, the content will be moved out from the review page and will not be available for review.

    • Search and Replace: You can search and replace content in a similar way to that of the Library. Click here for more details.
    • Format Content: You can format content for individual content as well as in bulk.

    In addition to these you can also bulk update tags, collections, moderators, privacy, etc. 

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