Review Document

Reviewing Documents

Project on Demand has the ability to Review Documents. Reviewing a Document is performed in order to obtain feedback from relevant Project Stakeholders with respect to the draft Document. The Review process is performed prior to the Document Approval process.

When a Document has been sent out for Review it is locked to standard editing, Edit Mode will be disabled and only View Mode will be accessible from the Phase Progression.

Once all the Document Review requests have been completed the Document will be set to a Status of Reviewed and Edit Mode will be available again.

Edit Mode will now contain the comments submitted by the Reviewers and a feature at the top right of the Document will enable the user to scroll through comments from different Reviewers by clicking the and buttons.

Review Management

Review Management is where the Review procedure for a Document can be managed, it can be accessed by interacting with the associated Goal on the Phase Progression or in the Project Management Processes Tool.

Clicking the associated Goal will display a context menu with the Open Review Management option, selecting it will display the Review Management child window.

Send for Review

Clicking on the Review button will flip the child window to display the Review Setup.

The Review Setup will display a list of possible recipients of the Review request. The list is populated with Stakeholders who possess the Reviewer Permission and who have not yet been sent an Review request for the associated Document. Recipients can be selected by checking the corresponding checkbox in the Send column, alternatively all displayed recipients can be selected by clicking the Check All button at the bottom of the child window.

A "Requested Review Completion Date" can be selected from the calendar, this value will set the Review Date and Due Date properties of the "Internal Action" that is generated by the application for the Document Review.

Once the recipients have been selected and a requested date set the Document can be sent out for Review to the selected Users by clicking the Send button. Upon successful completion the child window will close, an "Internal Action" will be created for the selected recipients and a success message will display at the bottom of the application. An email will be sent to all recipients notifying them they have an outstanding Document Review Action to complete.

If the Cancel button is clicked the child window will flip back around to display Review Management.

Note: Further requests can be sent out even after the initial Review request(s) has been created.

Send Review Reminder

Clicking on the Remind button will flip the child window to display the Review Reminder Setup.

The Review Reminder Setup will display a list of possible recipients of the Review Reminder. The list is populated with Stakeholders who possess the Reviewer Permission who have already been sent an Review request for this Document but have not yet submitted a response. Recipients can be selected by checking the corresponding checkbox in the Send column, alternatively all displayed recipients can be selected by clicking the Check All button at the bottom of the child window.

A "Requested Review Completion Date" can be selected from the calendar, this value will modify the Review Date and Due Date properties of the existing "Internal Actions" that were generated by the application for the Document Review.

Once the recipients have been selected and a requested date set the Document Review Reminder can be sent to the selected Users by clicking the Send button. Upon successful completion the child window will close, any associated "Internal Actions" will be modified for the selected recipients and a success message will display at the bottom of the application. An email will be sent to all recipients reminding them they have an outstanding Document Review Action to complete.

If the Cancel button is clicked the child window will flip back around to display Review Management.

Removing Review Responses

Once a Document has been sent out for Review, the responses of the Reviewers it was sent to are displayed in a list within the Review Management child window.

Individual responses can be removed, thus canceling the Review request for that User. Clicking on the button will display a removal confirmation window. If Cancel is clicked the confirmation window will close and the Document Review response will not be removed. If Yes is clicked the selected Document Review response will be removed and a successful removal message will be displayed at the bottom of the child window.

If all Review responses are removed the Document's Status will be set back to In Progress as it will be no longer Awaiting Review Response's.

Review Mode

Reviewers that have been sent a Document Review request will be able to access Review Mode via the "Internal Action" generated by the application displayed in the Users Pending Actions on their Project Dashboard. The Pending Action can be Executed by selecting the Action and clicking the Execute button or double clicking the Action itself in the DataGrid.

In Review Mode all standard Document editing features are disabled like in View Mode, however next to each property there will be a text field in order to record any review comments relating to that property.

Any changes made to text fields can be saved manually by clicking the Save button at the bottom of the Document. Navigating to different tabs or opening child windows will also trigger a save for any changes made.

Clicking Cancel button will reverse any changes made.

Once all necessary comments have been made the Submit button can be clicked to complete the Review.