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Content Library Review

Overview

The Review tab contains Q&A pairs, Documents, Sections, and Catalogs that currently need to be reviewed for accuracy by the content owners. They may be there as part of a regularly scheduled review or an on demand review.

As with the Library, filters are provided on a facet on the left side of the screen with the cards on the right. On each of the tabs, you can view the count of each content type under review.

Select the applicable tab for your edition of Responsive.

  • Review Tab Filters

    Customizable filters appear on the facet on the left side of the page. Click the Settings icon to view them.

    • Click the Add icon to add a filter or the Remove icon to remove one. You can click and drag the handles to change their order.
    • Click the Search icon to look for a specific filter.
    • Click Apply to apply your choices.
      • Your choices are sticky, meaning that they will stay the same every time you access this page until you change them.
      • Users with Edit and Moderation access have the Apply To All Users option which sets the choices as the default filters for all users.
    • Click View All to see all the filters you can combine for different filter options.
      • For example, you can select a tag, and then select multiple project names to see all the Q&A pairs with that tag in those projects.
      • As you select the filter criteria, the number of results appears on the green button. Click it to see the results of your filters.
    • Each filter you use can be expanded to see all the options it has. For example, click Tags to see a list of tags.

      • You can search for a specific tag, and sort the results in ascending or descending order alphabetically or by the number of Q&A pairs in the project.
      • At the bottom of each filter is a link View All link. Click the it to see the list of options for that filter.
    • Click Expand   or Collapse to display or hide the list of filters.
    • Your filters are listed at the top of the page, where you can save and share them.

    Review Tab Cards

    The content that need to be reviewed appear as cards on the respective tabs.

    • A header appears above the cards. The left side of the header includes the Select All checkbox, which allows you to select all the listed content. The right side includes the following:

      1. View all contents by default
      2. View only your content
      3. Expand all the cards.
      4. Customize the metadata shown for the listed Q&A pairs.


        - Click the Add icon to add a filter or the Remove icon to remove one.
        - You can click and drag the handles to change their order.
        - When you are finished, click Apply or Apply To All Users.
      5. Specify the sort order for the listed Q&A pairs and files.

    On each content card, you can perform the following:

    1. Click the checkbox to select the card
    2. The review due date appears in red when a review is overdue
    3. Question/Document/Section/Catalog
    4. Click to heart icon mark the card as one of your favorites
    5. Click flag icon to flag the content
    6. Click comments icon to add or see comments
    7. Click the Edit icon to edit the content and its metadata.
      • You can change the metadata, privacy information, owner, custom field values and more.
      • When you are finished, you can click Save to save your changes back and leave the content in review, Complete Review to save your changes and remove it from review.
    8. More Options menu, including Properties, Activities and Delete
    9. Metadata for the content will be displayed 
    10. Used count will be displayed
    11. Click Linked Answers to see the Linked Answers pane, which displays any linked answers and allows you to add it
    12. Click properties icon to display the View Properties pane, which displays the file properties, comments, and linked answers
    13. Click lock icon to display the privacy settings
    14. Click edit icon to edit the content
      Note: If you do not have edit permission, you can only copy the content.
    15. Click to copy the content
    16. Tags. If you have edit permission, you can click the icon to add tags
    17. Reviewers. If no reviewers have been assigned, you can click the icon to add one or more of them. If one or more reviewers have been assigned, they cannot be changed
    18. User who last changed the content or its metadata, and the date of that change. You can click on it to see the full name of the user, and you can click the envelope icon to send them an email if you have edit permission.
    19. Mark the review as completed and accept any changes to the content. The new version will be stored in the Content Library. The date that the review is due is displayed below. If this is red, the review is overdue.

    Bulk Actions

    To perform the same actions on multiple cards, select one or more checkboxes, or click Select All.
    Note: For more information about bulk actions, see Applying Bulk Changes to Content in the Library.

    You can then:

    • Add or change the tags, privacy settings, and owners quickly by clicking the corresponding icon.
    • Use the More options menu perform actions such as update moderators (Q&A Pair, Documents), perform advanced bulk updates (for example, changing the metadata, moderators, favorites, review dates, review process, privacy settings, and response headers for the selected cards), search the cards and replace text in them, format the content, delete the selected cards, Bulk Download (Documents), and format content (Q&A Pairs).
    • Click Complete Review to complete the review for the selected cards.

    View Properties Pane

    The View Properties pane displays on the right-hand side of the page.

    The View Properties tab is displayed by default. Click > to scroll through the other tabs, which are:

    • Comments: See and add comments to the card
    • Linked Answers: See and add linked answers for the card

    Click icon to close the pane and to open it in a new window.

    All Content/My Content Toggle

    • Content on each tab can be filtered to display either content awaiting review by the user in the My Content view, or all content in the All Content view.
    • You can drill down the list to view content specific to a user by clicking All Content, then clicking the count beside the user.
    • You can use the Search to find users, and the Sorting options to sort the user list to suit your preference.
    • Click the My Content to filter the view based on the content’s due date.


      Reviews appear in the content's activities.
      Content Activities - Review.png


     

     

     

     

     

     

     

     

    Importing a Word Document to a Project

    After creating a project, follow the instructions below to import a Word file:

    1. Go to the project, and under the Sections tab, click Import Files.

      Image_27-3-2023_at_1.24_pm.jpg

    2. Select the Word document by either dragging it onto the screen or selecting it from your computer.

      Importing_and_Mapping_a_Microsoft_Word_Document_in_RFPIO_-_SECTIONS_2022-01-06_at_2.25.41_PM.jpg

    The file will then be loaded into the application and is ready to be configured.

    Importing a Word Document to the Answer Library

    Word documents can also be imported directly into the Answer Library. To do so, follow the instructions below:

    1. Select Answers from the navigation menu to go to the Answer Library. Then, click on the ‘+’ symbol in the top-right corner and select Upload Document.

      Upload_Document.jpeg

    The file will then be loaded into the application and is ready to be configured.

    Mapping a Word Document

    Once a Word file has been loaded into the application, it can be mapped (or configured) to import the content. To map a Word document for import, follow the instructions below:

    1. First, locate the sections within the document and highlight the text. Then, click Section from the Mark Options toolbar. Next, select Auto Identify to locate and select all sections within the document. Review the suggestions in the pop-up window, then click Apply.

      Note: Auto Identify uses the style guides within the document to identify content (e.g. sections and questions). If styles are not used in the original document, we will not be able to Auto Identify content.

      Screen_Recording_2022-01-06_at_03.55.04_PM.gif

    2. Next, similar to how the sections were mapped, do the same for the questions. Locate the questions within the document and highlight the text. Then, click Question from the Mark Options toolbar. Next, select Auto Identify to locate and select all questions within the document. Confirm the selections in the pop-up window, then click Apply.

      Screen_Recording_2022-01-06_at_04.15.28_PM.gif

    3. To identify answers, select the appropriate text, then click Answer under Mark Options.

      Best Practice: As an effective way to map a Word document, it is recommended that once all sections and questions have been marked, use Ignore to disregard anything that is not part of an answer, then use Mark Rest as Answer to mark all answers in the document.

      Screen_Recording_2022-01-06_at_04.23.17_PM.gif

    4. Double-check the document mapping by scrolling throughout the document. Click Save to save your progress. When finished, click Import.

      RFPIO_-_Import_2022-01-06_at_4.24.06_PM.jpg

    For a complete list of mapping definitions, refer to the Import Mapping Options article.

    If there are identical questions with different answers, we consolidate those questions into one question with multiple answer types upon import.

    Working with Tables in a Word Document

    RPFIO can also map table content within Word documents. To learn how to configure tables in a Word document, refer to Mapping Tables in a Microsoft Word Document.

    Working with Checkboxes in a Word Document

    We can also handle checkboxes within Word documents. To learn how to configure checkboxes in a Word document, refer to Mapping Checkboxes in Microsoft Word Documents.

  • 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 Tab Filters

    Customizable filters appear on the facet on the left side of the page. Click the Settings icon to view them.

    • Click the Add icon to add a filter or the Remove icon to remove one. You can click and drag the handles to change their order.
    • Click the Search icon to look for a specific filter.
    • Click Apply to apply your choices.
      • Your choices are sticky, meaning that they will stay the same every time you access this page until you change them.
      • Users with Edit and Moderation access have the Apply To All Users option which sets the choices as the default filters for all users.
    • Click View All to see all the filters you can combine for different filter options.
      • For example, you can select a tag, and then select multiple project names to see all the Q&A pairs with that tag in those projects.
      • As you select the filter criteria, the number of results appears on the green button. Click it to see the results of your filters.
    • Each filter you use can be expanded to see all the options it has. For example, click Tags to see a list of tags.

      • You can search for a specific tag, and sort the results in ascending or descending order alphabetically or by the number of Q&A pairs in the project.
      • At the bottom of each filter is a link View All link. Click the it to see the list of options for that filter.
    • Click Expand   or Collapse to display or hide the list of filters.
    • Your filters are listed at the top of the page, where you can save and share them.

    Review Tab Cards

    The content that need to be reviewed appear as cards on the respective tabs.

    • A header appears above the cards. The left side of the header includes the Select All checkbox, which allows you to select all the listed content. The right side includes the following:

      1. View all contents by default
      2. View only your content
      3. Expand all the cards.
      4. Customize the metadata shown for the listed Q&A pairs.


        - Click the Add icon to add a filter or the Remove icon to remove one.
        - You can click and drag the handles to change their order.
        - When you are finished, click Apply or Apply To All Users.
      5. Specify the sort order for the listed Q&A pairs and files.

    On each content card, you can perform the following:

    1. Click the checkbox to select the card
    2. The review due date appears in red when a review is overdue
    3. Question/Document/Section/Catalog
    4. Click to heart icon mark the card as one of your favorites
    5. Click flag icon to flag the content
    6. Click comments icon to add or see comments
    7. Click the Edit icon to edit the content and its metadata.
      • You can change the metadata, privacy information, owner, custom field values and more.
      • When you are finished, you can click Save to save your changes back and leave the content in review, Complete Review to save your changes and remove it from review.
    8. More Options menu, including Properties, Activities and Delete
    9. Metadata for the content will be displayed 
    10. Used count will be displayed
    11. Click Linked Answers to see the Linked Answers pane, which displays any linked answers and allows you to add it
    12. Click properties icon to display the View Properties pane, which displays the file properties, comments, and linked answers
    13. Click lock icon to display the privacy settings
    14. Click edit icon to edit the content
      Note: If you do not have edit permission, you can only copy the content.
    15. Click to copy the content
    16. Tags. If you have edit permission, you can click the icon to add tags
    17. Reviewers. If no reviewers have been assigned, you can click the icon to add one or more of them. If one or more reviewers have been assigned, they cannot be changed
    18. User who last changed the content or its metadata, and the date of that change. You can click on it to see the full name of the user, and you can click the envelope icon to send them an email if you have edit permission.
    19. Mark the review as completed and accept any changes to the content. The new version will be stored in the Content Library. The date that the review is due is displayed below. If this is red, the review is overdue.

    Bulk Actions

    To perform the same actions on multiple cards, select one or more checkboxes, or click Select All.
    Note: For more information about bulk actions, see Applying Bulk Changes to Content in the Library.

    You can then:

    • Add or change the tags, privacy settings, and owners quickly by clicking the corresponding icon.
    • Use the More options menu perform actions such as update moderators (Q&A Pair, Documents), perform advanced bulk updates (for example, changing the metadata, moderators, favorites, review dates, review process, privacy settings, and response headers for the selected cards), search the cards and replace text in them, format the content, delete the selected cards, Bulk Download (Documents), and format content (Q&A Pairs).
    • Click Complete Review to complete the review for the selected cards.

    View Properties Pane

    The View Properties pane displays on the right-hand side of the page.

    The View Properties tab is displayed by default. Click > to scroll through the other tabs, which are:

    • Comments: See and add comments to the card
    • Linked Answers: See and add linked answers for the card

    Click icon to close the pane and to open it in a new window.

    All Content/My Content Toggle

    • Content on each tab can be filtered to display either content awaiting review by the user in the My Content view, or all content in the All Content view.
    • You can drill down the list to view content specific to a user by clicking All Content, then clicking the count beside the user.
    • You can use the Search to find users, and the Sorting options to sort the user list to suit your preference.
    • Click the My Content to filter the view based on the content’s due date.


      Reviews appear in the content's activities.
      Content Activities - Review.png


     

     

     

     

     

     

     

     

    Importing a Word Document to a Project

    After creating a project, follow the instructions below to import a Word file:

    1. Go to the project, and under the Sections tab, click Import Files.

      Image_27-3-2023_at_1.24_pm.jpg

    2. Select the Word document by either dragging it onto the screen or selecting it from your computer.

      Importing_and_Mapping_a_Microsoft_Word_Document_in_RFPIO_-_SECTIONS_2022-01-06_at_2.25.41_PM.jpg

    The file will then be loaded into the application and is ready to be configured.

    Importing a Word Document to the Answer Library

    Word documents can also be imported directly into the Answer Library. To do so, follow the instructions below:

    1. Select Answers from the navigation menu to go to the Answer Library. Then, click on the ‘+’ symbol in the top-right corner and select Upload Document.

      Upload_Document.jpeg

    The file will then be loaded into the application and is ready to be configured.

    Mapping a Word Document

    Once a Word file has been loaded into the application, it can be mapped (or configured) to import the content. To map a Word document for import, follow the instructions below:

    1. First, locate the sections within the document and highlight the text. Then, click Section from the Mark Options toolbar. Next, select Auto Identify to locate and select all sections within the document. Review the suggestions in the pop-up window, then click Apply.

      Note: Auto Identify uses the style guides within the document to identify content (e.g. sections and questions). If styles are not used in the original document, we will not be able to Auto Identify content.

      Screen_Recording_2022-01-06_at_03.55.04_PM.gif

    2. Next, similar to how the sections were mapped, do the same for the questions. Locate the questions within the document and highlight the text. Then, click Question from the Mark Options toolbar. Next, select Auto Identify to locate and select all questions within the document. Confirm the selections in the pop-up window, then click Apply.

      Screen_Recording_2022-01-06_at_04.15.28_PM.gif

    3. To identify answers, select the appropriate text, then click Answer under Mark Options.

      Best Practice: As an effective way to map a Word document, it is recommended that once all sections and questions have been marked, use Ignore to disregard anything that is not part of an answer, then use Mark Rest as Answer to mark all answers in the document.

      Screen_Recording_2022-01-06_at_04.23.17_PM.gif

    4. Double-check the document mapping by scrolling throughout the document. Click Save to save your progress. When finished, click Import.

      RFPIO_-_Import_2022-01-06_at_4.24.06_PM.jpg

    For a complete list of mapping definitions, refer to the Import Mapping Options article.

    If there are identical questions with different answers, we consolidate those questions into one question with multiple answer types upon import.

    Working with Tables in a Word Document

    RPFIO can also map table content within Word documents. To learn how to configure tables in a Word document, refer to Mapping Tables in a Microsoft Word Document.

    Working with Checkboxes in a Word Document

    We can also handle checkboxes within Word documents. To learn how to configure checkboxes in a Word document, refer to Mapping Checkboxes in Microsoft Word Documents.

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