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Getting Started with Editing Zones
Who is this article for?Please Review Users creating zones.
Review Owners with permissions to set up zones.
Zones in Please Review introduce an efficient approach to collaborative document assessment and review management. By dividing the review environment into distinct zones, users can seamlessly organise their review tasks, group related documents, and streamline their engagement with multiple projects simultaneously. This innovative feature enhances user control, navigation, and productivity, ensuring a structured and comprehensive review experience.
Tip: Want to know more? See How to Create Zones for more information.
Identifying Zones
- If any zones have been set up on a Word document, they will be visible in the navigation pane when navigating by zones.
- Any zone assigned for editing in Word will show the assigned Contributor(s) name:
- As a Reviewer, if you try to add comments and/or changes to sections of the document for which you only have Viewer permissions, you will see a warning message:
Note: If your permission is set to ‘Hidden’ for the any zones in the document, the option to download the document from the review toolbar will be disabled.
Working in Edit with Word Zones
Details of zones assigned for editing in Word are displayed in the navigation pane when navigating by zones. This includes the title of the zone (with any optional description), the Contributor(s) to which it is allocated and the status of the zone. If the zone is assigned to you, you will also see the zone information to the right of the document.
Downloading a Zone
- As a Contributor you can only download a zone if it is allocated to you.
Note: If multiple Contributors have been assigned to the same zone, only one Contributor can download it at a time.
- There are two options to download the zone - using the ‘Download zone’ icon or the ‘Download’ option from the action's dropdown menu:
- Downloading a zone will download the section of the document set as the zone in Microsoft Word.
- Whether you choose to open the document directly or save it to a known location, the zone will be downloaded complete with any comments and proposed changes (‘Open’ and ‘Accepted’).
- The document can then be edited in Microsoft Word using all the Word tools.
- To cancel a download, go to the zone actions drop-down menu and select ‘Reset’. This will cancel the download and return the zone to the previously published revision.
Uploading an Updated Zone
- Once all the necessary revisions have been made to the Word document, it can be uploaded back into the review.
- The zone will refresh to allow additional options, including the option to upload the zone:
- If you have the Word plugin installed, there will be a Please Review Upload option in
Microsoft Word. - Once you have edited the document you can upload it using the plugin.
Selecting one of the upload options will open a dialog box allowing you to find and select
the revised zone and upload it into the review:
When uploading an updated zone, the contributor will be presented with two options:
- Publish as read-only – This action updates the zone in Please Review so that other participants can see the updated text, but they will not be able to make comments or proposed changes on the zone. The option to ‘Publish’ will then be available to the Contributor, or they can download the zone again and make further edits.
- Publish (without using read-only flag) - This action updates the zone in Please Review so that other participants can see the updated text and make comments or proposed changes on the zone.
In both instances, the zone will be available to the contributor to download and edit the zone again.
The upload actions are only available to the Contributor who downloaded the zone.
Note: the review Owner can reset a zone, publish a zone as read-only, or publish a zone for commenting at any time.