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Assigning authors to sections

Authors are responsible for responding to questions that they have been assigned. They can be assigned individual questions as well as entire sections.

See Assigning Authors to Questions Within Sections and the Tools for Assigning Authors and Reviewers Academy course for more information.

Permissions

You must have access to Organization Settings to set up the Auto Recommend Author and Reviewer feature.

Select the applicable tab for your edition of Responsive.

  • Assigning authors to sections

    There are multiple ways to assign authors to sections.

    Assigning authors from the Author column

    You can use this process to assign an author to sections if there are no existing authors.

    1. Click the Add icon Add_team_member_icon.PNG in the Authors column for that section.
    2. Select the due date and time, then add the author(s).
      Note: When you enter an author, the Queue and Notify Later toggle turns on automatically. Turn off the toggle if you want to immediately notify owners.
    3. Begin typing the author's name, or enter %, to see a list of possible authors.
      Note: You can click the More Options link to open the Manage Users pane to see more options.
    4. Click Add.

    Assigning authors from the Manage Users pane

    You can use this process to assign additional authors to sections.
    1. Click the More Options menu next to the section to open the Manage Users pane.
    2. Begin entering the name of the first author. The system will suggest a list of users that meet your criteria. You can also enter "%" to see a list of possible authors. An author can be a person or a team.
    3. You can click the Help me choose authors link to search and add users/teams. You can see the available authors, their role, how many projects they are associated with, and how many sections and questions they have been assigned.
      Add_5.PNG
    4. You can search for an author, or use the filter options to narrow down your search for the most appropriate authors. Select the checkboxes for each author you want to add to the section, and then click Select.
      Add_7.PNG

    5. You can search for users from the Search Users text box. To add users, select the checkbox associated with them.

      Click Submit to add the authors.


    6. When you enter an author, advanced options are displayed. Enter a message for the authors, specify if it should be delivered immediately or queued, and indicate if the message should be tracked as a comment.
    7. Optionally you can send a message to the author(s) by entering it in the Message Authors box. Switch the Track as Section Comments toggle on to track this message in section comments.
      You can click Queue & Notify Later if you will be making multiple assignments for the same people. They will receive one email with all their notifications. Click Save to assign the author(s) and send an instant notification.
    8. Specify the due date and time.
    9. Click Save.

      Click the dots in the video below for details.




    Assigning authors to sections in bulk

    You can assign one or more authors to multiple sections at once by selecting the sections to which you'd like to assign the authors. Select Manage Users.

    Bulk_1.PNG

    The Manage Users box lets you change the assignments for Authors, Reviewers and Guests.

    Bulk_2.PNG

    Specify a radio button for the action you want to perform:

    • Assign Authors: Assign authors if no authors are currently assigned to the sections
    • Reassign Authors: Remove the existing authors and assign different ones
    • Remove Authors: Remove the existing authors without assigning different ones

    Begin typing the name of the author you want, enter % to see a list of available authors, or click Help me choose authors as described previously.

    You can add a Due Date and time if necessary.

    When you are finished, click Save.

    Removing authors from sections

    When an author is assigned, they are added to the section without replacing the existing authors; you must remove authors manually.

    1. Click the More Options menu for the section and select Manage Users.
    2. Click the Remove icon next to the author to remove them, then click Save.
      remove_authors.png

    Using the Auto Recommend Author and Reviewer feature

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

    The Auto Recommend Author and Reviewer feature is an additional feature that lets you assign SMEs as authors or reviewers to sections and questions in a project.

    You can also define keywords and associate them with SMEs, so those SMEs will be recommended as authors and reviewers for questions containing the defined keywords.

    See Using the Auto Recommend Authors and Reviewer Feature for more information.

  • Essentials features are subscription-based and may not be available for all users. Contact the Customer Success Team, or customersuccess@responsive.io, for more details.

    Assigning authors to sections

    There are multiple ways to assign authors to sections.

    Assigning authors from the Author column

    You can use this process to assign an author to sections if there are no existing authors.

    1. Click the Add icon Add_team_member_icon.PNG in the Authors column for that section.
    2. Enter the author, select the due date and time, then click Add.
      Note: When you enter an author, the Queue and Notify Later toggle turns on automatically. Turn off the toggle if you want to immediately notify owners.

    Assigning authors from the Manage Users pane

    You can use this process to assign additional authors to sections.

    1. Click the More Options menu next to the section to open the Manage Users pane.
    2. Specify the authors. You can click the Help me choose authors link to search and add users/teams.
    3. When you enter an author, advanced options are displayed. Enter a message for the authors, specify if it should be delivered immediately or queued, and indicate if the message should be tracked as a comment.
    4. Specify the due date and time.
    5. Click Save.

      Click the dots in the video below for details.





    Assigning authors to sections in bulk

    You can assign one or more authors to multiple sections at once by selecting the sections to which you'd like to assign the authors. Select Manage Users.

    Bulk_1.PNG

    The Manage Users box lets you change the assignments for Authors, Reviewers and Guests.

    Bulk_2.PNG

    Specify a radio button for the action you want to perform:

    • Assign Authors: Assign authors if no authors are currently assigned to the sections
    • Reassign Authors: Remove the existing authors and assign different ones
    • Remove Authors: Remove the existing authors without assigning different ones

    Begin typing the name of the author you want, enter % to see a list of available authors, or click Help me choose authors as described previously.

    You can add a Due Date and time if necessary.

    When you are finished, click Save.

    Removing authors from sections

    When an author is assigned, they are added to the section without replacing the existing authors; you must remove authors manually.

    1. Click the More Options menu for the section and select Manage Users.
    2. Click the Remove icon next to the author to remove them, then click Save.
      remove_authors.png

    Using the Auto Recommend Author and Reviewer feature

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

    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.

    You can also define keywords and associate them with SMEs, so those SMEs will be recommended as authors and reviewers for questions containing the defined keywords.

    See Using the Auto Recommend Authors and Reviewer Feature for more information.

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