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Start Guide | Review Process

 

Overview

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. 

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.

Select the applicable tab for your edition of Responsive.

  • 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.

     Review Process
    Any

    When the review process is set as ANY, Review Status will be:

    • Review Completed, if any of the reviewers review the section or question.
    • Pending Review, if the section or question has been answered but no one has reviewed the section or question.
    All 

    When the review process is set as ALL, Review Status will be:

    • Review Completed, only if all reviewers review the section or question.
    • Pending Review, if the section or question has been answered, or when at least one reviewer has not reviewed the section or question.
    Sequential 

    When the review process is set as SEQUENTIAL, Review Status will be:

    • Review Completed, only if all reviewers review the section or question (in sequential order).
    • Pending Review, if the section or question has been answered, or when at least one reviewer has not reviewed the section or question.

     

    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.

    For the sequential review process, this email will be sent only to the first reviewer in the sequence. The 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 add.png for the section in the Reviewers column. on the Manage Sections page.

    Adding Reviewers - Quick Add.png

     

    Enter the reviewers, specify the process and due dates, and then click Add

    Adding Reviewers - Quick Add 2.png

     

    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. 

    Manage Users.png

     

    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 >.

    Review Process icons.png

     

    When a section is ready for review, click Submit for Review.

    Submit for Review - 1.png

     

    The Submit for Review button is changed to Complete Review, and the pending review icon pending review.png will appear for the section. An email notification will be sent to the reviewer, notifying them that the section is ready for review. 

    Submit for Review - 2.png

     

    The questions in the section are now marked with a yellow border.

    Submit for Review - 3.png

     

    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.

    Reviewed.png

     

    Section can be rejected and reassigned by selecting Reassign to Author

    Reassign to author.png

    If the reviewer reassigns the section back to authors, the status will change from Submitted to In progressAnother 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.

    Reassign to author 2.png

     

    To give added information regarding the review process, the reviewer can also comment on the section content. For more information about comments, see Using Comments to Collaborate.

    The changes made by the reviewer/reviewers can be viewed from the Activities pane. For more information, see Viewing Project Activities.

     

    Question-Level Review Process

    Reviewers and specific review processes can be assigned at the individual question level or in bulk. 

    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.

    Assign reviewers for questions.png

     

    On the Manage Users panel, click the Reviewers tab. If there are existing reviewers, they will be listed. If not, click Add Reviewers.

    Assign reviewers for questions 2.png

     

    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.

    Assign reviewers for questions 3.png

     

    You can also assign multiple questions to reviewers by selecting the checkboxes for the questions, and then clicking Users in the header.

    Assign reviewers for questions in bulk.png

     

    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.

    Assign reviewers for questions in bulk 2.png

     

    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.

    Reviewers for Individual Questions.png 

     

    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.

    Edit Section message for Custom Review Process.png

     

    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.

    Edit Section message for Custom Review Process 2.png

     

    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.

    Sequential Review 1.png

     

    When a reviewer clicks on the Complete Review button, all assigned questions will be marked as Reviewed

    Review Completed.png

     

    All questions assigned will be marked as reviewed as shown below:

    Review Completed 2.png

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

    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.

     Review Process
    Any

    When the review process is set as ANY, Review Status will be:

    • Review Completed, if any of the reviewers review the section or question.
    • Pending Review, if the section or question has been answered but no one has reviewed the section or question.
    All 

    When the review process is set as ALL, Review Status will be:

    • Review Completed, only if all reviewers review the section or question.
    • Pending Review, if the section or question has been answered, or when at least one reviewer has not reviewed the section or question.
    Sequential 

    When the review process is set as SEQUENTIAL, Review Status will be:

    • Review Completed, only if all reviewers review the section or question (in sequential order).
    • Pending Review, if the section or question has been answered, or when at least one reviewer has not reviewed the section or question.

     

    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.

     

    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 add.png for the section in the Reviewers column. on the Manage Sections page.

    Adding Reviewers - Quick Add.png

     

    Enter the reviewers, specify the process and due dates, and then click Add

    Adding Reviewers - Quick Add 2.png

     

    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. 

    Manage Users.png

     

    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 >.

    Review Process icons.png

     

    When a section is ready for review, click Submit for Review.

    Submit for Review - 1.png

     

    The Submit for Review button is changed to Complete Review, and the pending review icon pending review.png will appear for the section. An email notification will be sent to the reviewer, notifying them that the section is ready for review. 

    Submit for Review - 2.png

     

    The questions in the section are now marked with a yellow border.

    Submit for Review - 3.png

     

    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.

    Reviewed.png

     

    Section can be rejected and reassigned by selecting Reassign to Author

    Reassign to author.png

    If the reviewer reassigns the section back to authors, the status will change from Submitted to In progressAnother 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.

    Reassign to author 2.png

     

    To give added information regarding the review process, the reviewer can also comment on the section content. For more information about comments, see Using Comments to Collaborate.

    The changes made by the reviewer/reviewers can be viewed from the Activities pane. For more information, see Viewing Project Activities.

     

    Question-Level Review Process

    Reviewers and specific review processes can be assigned at the individual question level or in bulk. 

    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.

    Assign reviewers for questions.png

     

    On the Manage Users panel, click the Reviewers tab. If there are existing reviewers, they will be listed. If not, click Add Reviewers.

    Assign reviewers for questions 2.png

     

    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.

    Assign reviewers for questions 3.png

     

    You can also assign multiple questions to reviewers by selecting the checkboxes for the questions, and then clicking Users in the header.

    Assign reviewers for questions in bulk.png

     

    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.

    Assign reviewers for questions in bulk 2.png

     

    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.

    Reviewers for Individual Questions.png 

     

    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.

    Edit Section message for Custom Review Process.png

     

    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.

    Edit Section message for Custom Review Process 2.png

     

    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.

    Sequential Review 1.png

     

    When a reviewer clicks on the Complete Review button, all assigned questions will be marked as Reviewed

    Review Completed.png

     

    All questions assigned will be marked as reviewed as shown below:

    Review Completed 2.png

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