New article
Recently updated
Configuring review options
Who is this article for?Authors creating reviews.
Review Creation is available only to those with author permissions.
This article explains how to configure review options in Please Review. This includes email options, subteams and reporting configuration. This article does not explain review roles or permissions, please see Further Reading for more information on this topic.
1. Configuring review options
The following screenshot details the different configuration settings when you select 'Review Options':
The Review Options tab allows the Owner to configure the following:
| Review option | Description |
|---|---|
| Download copy of document | This provides Reviewers with the option to download a copy of the original document. This copy of the document is not designed for offline review but is a way of providing a 'clean' copy of the document from the system. |
| Review documents offline | This defines whether Reviewers can review offline. If selected, the offline review options are enabled, and the documents are available to the offline review client (OLC) application. |
| Independent review | Creates an independent review. Reviewers cannot see each other's comments and proposed changes (and are not aware that other Reviewers exist). The Owner's experience remains unchanged, and they can see all comments and changes. |
| Allow proposed changes | If deselected, this option disables the proposed change functionality within the review and so the review participants can only make comments and will not be able to mark-up the document. |
| Do not auto-delete | Prevents the review being automatically deleted or moved to the recycle bin (if available) after a system defined interval following the last activity. The review must be completed to be auto deleted. Note that this does not affect whether the review can be manually deleted. |
| Comparison and linking | See Document Comparison and Review Linking. |
| Delegation | Allows participants to delegate their role in the review to another member of the Workgroup. |
| Mandatory categorization | Forces participants to select a category when entering a comment or proposed change. |
2. Email options
The Email Options tab allows the Owner to configure various email options:
| Email option | Description |
|---|---|
| Send invitation emails to participants | Unchecking 'Send invitation emails to participants' stops automatic system-generated review invitation emails from being sent to review participants. The Owner can send personal emails with review URLs available from the Review Control Panel (see Review Control Panel) or communicate this information to participants in another manner. |
| Send me an email when all participants indicate they have completed the review | Unchecking this option prevents the Owner receiving an automatic system email when all Reviewers have set their status to 'Completed'. |
| This document is currently a template. Inform Reviewers that there may initially be no content to review but that they will be notified when content becomes available | This option includes text in the invitation email to the effect that the document is a template and that there may be no content to review until they receive a further email. |
| Notify contributors if new zones are allocated while the review is in progress | Contributors are notified by email if new zones are allocated to them while the review is in progress. |
| Notify all Reviewers when a zone is published for review | Generates a new email to all Reviewers whenever a zone is published for review by a Contributor. |
| Notify me whenever a zone is published as read-only | Notifies the review Owner whenever a zone is published as read-only. |
| Email reminders | Up to three reminder emails can be sent. The reminders can be set by number of days or hours before the end of the review. Only participants who have not completed their review will receive reminders. |
Note: Some options may not be available if disabled by system configuration settings.
3. Subteams
The Subteams tab allows the Owner to set up Subteams within the review.
4. Metrics
The Metrics tab is a system-configurable setting. If not enabled, it will not appear. If enabled, it allows the review Owner to enter values against fields which enable the review to be categorized for reporting purposes:
Note: All fields and field types, even the name of the tab, is configurable at system level. Therefore, the number and type of fields will be different from installation to installation. Fields may be validated at entry time.