Who is this article for?

Review Authors downloading zones.

Please Review Owners can set up to assign different reviewer permissions.

Downloading a zone in Please Review permits users to retrieve a selected portion of a document for offline reviewing, empowering collaborators to provide feedback on specific sections while maintaining the integrity of the overall review process. This feature enhances flexibility and productivity by enabling focused contributions even without a continuous internet connection.

1. Working with a Downloaded Zone
2. Headers, Footers, and Section Breaks
3. Bulleted and Numbered Lists
4. Citations Bibliographies
5. Further Reading

Working with a Downloaded Zone

Once a Contributor has downloaded a zone, the document can be edited in Microsoft Word using all the Word tools. There are, however, some rules and limitations which must be noted:

• You will not be able to include links or insert cross references to parts of the document that are not in your zone.
• If your Word document has an OLE Embedded Object (such as a spreadsheet), the object will be available in the downloaded zone. However, any changes to the embedded object will not be saved back when the edited Word document is uploaded to update the zone.
• It is possible to insert Word Heading levels. However, if you add a new heading level which is equal to or higher than the highest level in your zone, there will be an impact on the master document.
• Depending on various factors, your Word document may or may not include headers and footers. If you edit headers and footers, this may affect them in other parts of the document.
• There are certain limitations with bulleted listings and numbering.
• There are certain limitations with bibliographies when a review contains zones.

Headers, Footers, and Section Breaks

The result of the way Word handles headers, footers and section breaks means that a Contributor may or may not see headers and footers in the downloaded zone, depending on how the master Word document is constructed.

Bulleted and Numbered Lists

Bulleted and numbered lists have several limitations due to the way in which Word handles them:

• If a Contributor adds a new list item to an existing list, it will display correctly in both the revised zone in the review, and in the downloaded master document.
• If a Contributor changes a list from one form to another, it will display correctly in the revised zone in the review, but in the downloaded master document it will have reverted to its original state.
• If a Contributor adds a new list, then the behaviour will be as follows:
  • If there is a previous bullet list before it, it will show as a bullet list in both the revised zone in the review and in the downloaded master document.
  • If there is no list before it, it may be turned into a numbered list in the downloaded document.
• If a Contributor adds a new numbered list (i.e. not attached to an existing list), it may be turned into a bullet list, reflect the settings of a previous numbered list, or have the number continued from a previous numbered list.

Citations and Bibliographies

If zones are applied to a Word document containing citations and bibliographies, a Contributor can download the zone and edit the document in Word in the usual way. This includes any Word plugins/add-ins installed on the Contributors Microsoft Word application to add new citations and references. There are, however, certain limitations which Contributors should be aware of:

• If new citations are added in the downloaded zone, the citation software may insert an automatic bibliography.
• If new citations are added in the downloaded zone, they will appear as citations in the master document, it will retain any existing and newly inserted citations.
• If the new citations are added in the downloaded zone without a bibliography, and the master document contains a bibliography, the bibliography will not be updated.
• If the new citations are added in the downloaded zone with a bibliography, the new bibliography will appear at the end of the zone. Furthermore, if the master document contains a bibliography, it will not be updated. The implication of this is that the final document download will contain more than one bibliography – the original at the end of the document, and the newly inserted bibliographies which will appear at the end of each zone. In this case, the newly inserted bibliographies will need to be manually merged with the original bibliography.

If the downloaded zone includes the original bibliography, the bibliography will convert to ‘normal’ text – it will lose its field properties and will not display as a field (with grey shading). When the zone is uploaded back into Please Review, the bibliography entries will behave as normal text, and the final document download will retain any existing and newly inserted citations, but the original bibliography will be lost and replaced with the entries displaying in normal text.

Further Reading

• How to Use Zones
• How to Create Zones