This feature allows Site Admins (and Content Admins, if the File Index view has been enabled in a site) to assign document-review tasks for one or more files. This allows Admins to track the status of all previously assigned document-review tasks and provides a visual representation of those tasks.
The document review feature must be enabled within the Files Admin page. Also, both the Files and Tasks modules must be enabled.
File status metadata must also be selected in Admin > Files:
Document review components
Document review features the following components:
Document review allocation
An administrator can assign document review tasks for each file to different site users (or indicate that a file should not be reviewed) from the Index View. Files can be allocated for review in bulk and a task will be created for and associated with each selected file.
Document review status
The status of each file is displayed in the Status column. If the status is Unallocated, the file has not been assigned a status.
The status is displayed in every view of the Files module. For example, in Column view:
This status is updated based on the status set in the Tasks module. Every site user with access to the Files module will see these status icons.
Enhanced document review reporting
When Document review is enabled, the existing Reporting section of the site's Admin module is moved into a Reporting module:
In addition, a Status report is added that allows an Administrator to track the status of all documents and document review tasks.
A user must be assigned the role of Reporting Administrator or Site Administrator to access the Reporting tab.
Index view
After files have been added to a site where document review has been enabled, the Admin must switch to the Index view of the site's Files module:
A list of files and folders is displayed. Initially, files have a status of Unallocated. Two status options are available once a file or folder has been selected:
- Allocate review
- Mark as N/A
Selecting files for review
Select the checkboxes next to files that are to be allocated to a reviewer or group of reviewers. Selecting the checkbox next to a folder will include all of the files and subfolders beneath it. Then navigate to Actions > Allocate for review:
The following is displayed:
The selected files will be checked if they have already been allocated for review, as the same file cannot be allocated twice. If a file has already been allocated for review but another has not, the following message will be displayed:
Click Continue to allocate tasks for all of the unallocated files (previously allocated files will be ignored).
If all of the files selected have already been allocated for review, the same message will appear, but without the Continue button, as there are no files that can be allocated:
Creating tasks for every selected file
The Add task screen will be displayed:
Other than some exceptions this form is identical to the standard add New Task form only a single task form will be displayed regardless of how many files were selected.
The information entered into this form will be added to a separate task created for each selected file. This assigns all selected files to the same person or group of people.
For example, if three files are selected and the New Task form is completed and assigned to Users A and B, then three tasks will be created, assigned to both Users A and B, and each task will be associated with a different file.
The task title is automatically generated. Each task will be called Review [title of files] with each title based on the name of each file. If only a single file is selected for review allocation, then the task name defaults to Review [filename].
Once the New Task form has been completed, an email will be sent to each assigned user, covering all of the tasks (and files) that assigned for review. Information about all of the files and tasks will be listed in the email.
After tasks have been assigned, the status of the selected files will be changed to the status selected in the Add Task form.
Managing document review tasks
List of tasks
After selecting multiple files for review and completing the task form, a task for each file will appear in the Tasks module:
Each task has a unique title, based on the file the task is associated with. After the tasks have been created, the details of each task can be modified, such as by changing assignees, due dates, reminders, etc.
As each file is reviewed the status of the corresponding task will be updated.
These tasks are identical to regular tasks:
In each task, the corresponding file is added as an attachment, to make it easy to locate the file to be reviewed.
The only difference compared with a regular task is that in edit mode, the title of a document-review task cannot be changed.
If a document-review task is deleted, then the corresponding file will return to having a status of Unallocated. If the file is deleted, the corresponding document-review task will also be deleted.
Updating task status
Document reviewers will review files (this may involve completing an iSheet for each file) and update the corresponding task status (to In Progress or Completed etc.)
Document review status report
Another way a Site Admin or Reporting Admin (but not for a Content Admin) can manage the document-review process is with the Status report, located via Reporting > Status Report:
This report highlights the total number of files in the site, how many have not been allocated, how many are considered not applicable, and the name of the status for those which has been assigned a status.
An administrator can delve further to see a list of the files in each category, by clicking the number associated with that category.
For example, click the number in the Allocated/Test Status column to list each file that is in progress, including who the document reviewer(s) are for each file:
Selecting files to be ignored
Some files on the site should not be reviewed, such as files that provide background information, an index, etc. Those files can be marked as Not Applicable and will be ignored. From the Index View, select the checkbox next to any file or files that should be ignored and click Actions > Mark as NA:
The following will be displayed:
The status of the selected files will change to Not Applicable.
Changing the allocation of a file
A file previously marked as Not Applicable can be allocated for review later by following the steps above for allocating a file.
A document that has been allocated for review can be set to Not Applicable by selecting the checkbox next to it and clicking Action > Mark as NA. In that case, a prompt will be shown:
Select Continue to delete the task associated with the file.
In cases where a previously allocated file is set to Not Applicable, an email will be sent out to each person who had been assigned the corresponding task.
