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Setting up Review Activites in the Document Management System
Use the review activity when you are looking to solicit feedback on a given document version. As the participants in the activity (the reviewers) complete their task the initiator will be able to collect comments and feedback documents on the file being reviewed.
Below are considerations required to configure a document review activity when initiating a workflow or editing a workflow template for the documents management system.
Properties of a Review Activity
Highlights the different properties of review activity as shown when a) initiating a workflow or b) setting up a workflow template.
| Activity Type | Allows the user to define if this is a review or approval activity. The properties that are definable are dependent on which activity type is chosen. |
| Reviewers | Participants of a given review activity. Each participant will be assigned the task of reviewing the document. The list of possible reviewers is limited to users that are able to access the document. |
| Due By | Date for the assigned task to be completed by the reviewers. The due date is in 2 possible formats - absolute if the activity is the first activity in the workflow or relative if the activity proceeds an existing activity in the workflow. Use the calendar select to specify the absolute date for the first activity. For a relative date the user will enter a number of days after the previous activity is marked as complete for the next activity to be completed. |
| Task Instructions | Instructions that will be provided to the participants for completing their task of reviewing the document. |
Adding Reviewers to the Workflow
Users are added as Reviewers in an Review activity by clicking on the blue box next to the Reviewers field in the template. Users and groups are selected and added just as with a document schema.
Entire groups may be added as a reviewer. When this is done the members of that group are added individually to the workflow. If desired the initiator can then remove individual members of the group from the workflow.
- Select groups and/or users
- Click Add User(s)
Users may be removed from the workflow by selecting the user(s) from the "Current Participants" and clicking "Remove Participants".
Configuring and Initiating A Review Activity
When creating a workflow template the library administrator determines which properties the initiator of the workflow can configure at time of initiation. In some cases all properties may be pre-defined not allowing the initiator to customize any of the settings. Conversely, the library administrator may allow the initiator to define all of the properties of the activity. Learn more about Workflow Templates.
After the workflow containing the review activity has been configured, the owner of a file that has its schema associated with the workflow review activity can initiate the process by Right clicking on the file > Workflow > Initiate.
Note: All workflows must contain at least one activity whether it is a approval or review.