Document Review and Authorization

The Document Review option is accessible for records if the record type is configured for review.

NOTE: Content Manager will behave in the following manner if any of the following occurs during a document review:

Checking In:

  • If the Allow reviewers to make changes to the document option is not enabled on the Record Type, if a record is being reviewed or authorized and state is editing, then only the editor is allowed to check in a new revision. Once the review process has started the record cannot be modified.

Checking Out (and also Promote Revision):

  • If the Allow reviewers to make changes to the document option is not enabled on the Record Type, if a record is being reviewed or authorized and state is editing, then only the editor is allowed to check out the document. Once the review process has started the record cannot be checked out or modified.

Start Review

This option allows you to start the review process for the document.

To start the review, perform the following steps:

  1. Click on the record to be reviewed.

  2. Click Document Review > Start Review.

    The Notify Reviewer that the document is ready for Review dialog box is displayed.

  3. Click the calendar to choose a date for Due date for the Reviewer to complete their work.

    NOTE: Make sure to specify a future date for the due date.

  4. Click Save to save the changes. Click Cancel to go back to the Records panel. Click View to preview the document.

    You can now Review Document.

The Start Authorization option is available when the document authorization function has been enabled.

Review Document

This option allows you to add the review comments for the document.

To review the document, perform the following steps:

  1. Click on the record to be reviewed. This expands and displays the additional information.

  2. Click Document Review > Review Document.

    The Add comments and set the Review status for the selected document dialog box is displayed.

  3. Enter your comments in the text box. You can add User Stamps and additional notes to your comments.

  4. Select I have completed my Review of this document checkbox if you have finished reviewing.

  5. Click Save to save the changes. Click Cancel to go back to the Records panel. Click View to preview the document.

The Authorize Document option is available when the document review has been completed.

Start Authorization

This option allows you to start the authorization process for the document.

To authorize the document, perform the following steps:

  1. Click on the record to be reviewed. This expands and displays the additional information.

  2. Click Document Review > Start Authorization.

    The Notify Authorizer that the document is ready for Authorization dialog box is displayed.

  3. Click the calendar to choose a date for Due date for the Authorizer to complete their work.

    NOTE: Make sure to specify a future date for the due date.

  4. Click Save to save the changes. Click Cancel to go back to the Records panel. Click View to preview the document.

    You can now Authorize Document.

Authorize Document

This option allows you to add the comments as authorizer for the document.

To add comments, perform the following steps:

  1. Click on the record to be reviewed. This expands and displays the additional information.

  2. Click Document Review > Authorize Document.

    The Add comments and set the Authorization status for the selected document dialog box is displayed.

  3. Enter your comments in the text box. You can add User Stamps and additional notes to your comments.

  4. Select I have authorized the content of this document checkbox if you have finished reviewing.

  5. Click Save to save the changes. Click Cancel to go back to the Records panel. Click View to preview the document.

Restart

This option allows you to restart the document review process.

To restart the process, perform the following steps:

  1. Click on the record for which you want to restart the review process.

  2. Click Document Review > Restart.

    The Restarts review processing steps dialog box is displayed.

  3. Select the Leave the drafting process as completed checkbox to restart the document review from the beginning, but retains any comments from reviewers. This can be useful if another person needs to be added to the review process.
  4. Select the Reset completion status for document reviewers checkbox to restart the document review process from the beginning.

  5. Click Save to save the changes. Click Cancel to go back to the Records panel. Click View to preview the document.

Content Manager restarts the document review based on the selected criteria.

Finalize Document

This option allows you to mark the document as Final.

To mark the document as final, perform the following steps:

  1. Click on the record which you want to mark as final.

  2. Click Document Review > Finalize Document.

    The Finalize the document review process for the selected document dialog box is displayed.

  3. Purge old revisions of this document - select this checkbox to make the record final and retain only the final document.

  4. Click Save to save the changes. Click Cancel to go back to the Records panel. Click View to preview the document.

Content Manager finalizes the document.

View Comments

This option allows you to view the comments given by editor, reviewer, and the authorizer.

To view the comments, perform the following steps:

  1. Click on the record to be reviewed. This expands and displays the additional information.

  2. Click Document Review > View Comments.

    The View Comments Provided by Reviewers and Authorizers dialog box is displayed.

  3. Click on the respective role to view the comments given. You can Add notes and User Stamp to the review comments.

  4. Click Save to save the changes. Click Cancel to go back to the Records panel. Click View to preview the document.

Add Notes

This option allows you to add notes to your review comments.

To add notes, perform the following steps:

  1. Click Add Notes in the review or authorize document dialog box.

    The Add annotation dialog box is displayed.

  2. Enter the notes in the Place the new notes text box.
  3. Select At the Start to place your notes at the beginning of the review comments.
  4. Select At the End to place your notes at the end of the review comments.
  5. Click Add To Notes to save changes and return to the review comments dialog box.