Update review details

When a review is in a State of Reviewing or Resolving, you can update the settings such as the title, add or remove components, and add or remove reviewers. If a review is in a State of Cancelled or Completed, you can only view the settings.

Tips and tricks

While a review is in progress, you can:

  • Add and remove components
  • Add and remove reviewers

    Be aware of the following restrictions for removal:

    • If a reviewer has completed their review, you cannot remove them. The Remove action is greyed-out and not available.
    • If you remove a reviewer before they complete their review, their review assignment is cancelled and the Remove action is greyed-out and not available again.
  • Reset a reviewer's state back to Reviewing if they have already marked their review as Complete but need to make more changes.

When a review is in a State of Reviewing or Resolving, you can also refer to the following topics for steps focused specifically on one task:

If you want to review content instead of the settings, follow the steps in Open a review.

To update review details:
  1. Click Reviews.
  2. On the Reviews Management tab, in the list of reviews, select the review, right-click the row, and then select Open details.
    You can also access this option by clicking the Options menu and selecting Open details.
  3. If a review is in a State of Reviewing or Resolving, you'll see the Update Review screen.
  4. On the Create Review screen, in the details section, you can update the following:

    1. In Title, enter a descriptive name in 50 characters or less.
    2. To change the user who can update, cancel, and manage this review, select a user from the Coordinator list.
    3. To change the user who can complete the Review Approval screen, select a user from the Approver list. This user can be the same one selected as review Coordinator.

      This field is required. If you want to change the default assignment, you cannot leave it blank.

    4. To choose a date when this review is due, use the Due By calendar.
    5. To adjust the time when this review is due, after the Due By calendar, select the checkbox and then select a time.
    6. Enter any additional information in the Description text box, using 3000 characters or less.
  5. On the Create Review screen, in the Components section, you can update the following:

    1. Optionally, you can specify what content should be shown to the reviewer by applying a filter of profiling attributes.
      • Select Add Filter, and select the profiling attribute or category that you want to use to show content marked with that attribute.
      • Optionally, to remove a filter, select Clear Filter, and clear the checkbox for the profiling attribute or category that you don't want to use.

      Keep in mind:

      • Filters must already be applied in the content you're sending to review. If they aren't, then the content that the reviewer sees won't be changed in any way.
      • When a reviewer opens the review component with a filter applied, Oxygen shows or hides text according to the filter(s) selected.
      • If any content has no profiling attributes applied, it is always shown no matter what filter you add when creating a review.
    2. The component(s) you selected in the Components browser are listed in the Components section. Optionally, you can choose to do any of the following:
      • Add more components.
      • To re-order the topics, select one, drag it to a new place in the list, and then drop it. You can also re-order the list by selecting a component and using the Up and Down arrows to move it.
      • Clear the Review checkbox to specify that a topic is Context Only (for reference, maps, images, and locked components).
      • Remove a component from the review using the Options menu.
      • Open the component to make sure it's the one you want. Select the Options menu and then Go To. This option opens the Components browser (if not already opened) and selects the component.
      If you add unlocked components to a review, and the components have one or more attachments:

      • If the attachment is a binary component, it is added as one of the following:

        • If the binary is unlocked, it is added as In Review

        • If the binary is locked, it is added as Context Only

      • If the attachment is not a binary and it is unlocked, it is added as In Review.

  6. On the Create Review screen, in the Reviewers section, you can update the following::

    1. To add a reviewer, click Add Reviewer.

      Result: You see the Select Users/Roles screen.

    2. On the Select Users/Roles screen:

      Tips and tricks: If the list is large or you only want to see a certain type of role or user, you can narrow the list in the following ways:

      • To see only names that contain a word or specific letters, in Filter, enter text. For example you can find names that contain "admin", or "review". You can't search for text in any other column except Name.
      • To see all users and roles but sorted by Name, Security Type, or User Type, click the column heading and then click the grey arrow.
      • To see all roles listed first, sort the list by Security Type in ascending order. Click the Security Type column heading, click the grey arrow, and then select Sort Ascending.
      • To see all users listed first, sort the list by Security Type in descending order. Click the Security Type column heading, click the grey arrow, and then select Sort Descending.
      • To sort by Name or User Type you can also use the Sort By dropdown box.
      • By default, names with a User Type of Support are not included in the list. To see these users, select the Include support users option.

      i. To add an individual User, in the Available Users/Roles list, select the checkbox next to their name.

      ii. To add all members of a Role at once without having to select all the individual user checkboxes, select a Role.

      Tips:

      • To see the list of users you will be adding, go to the Details pane and look in Memberships.
      • If necessary, you can remove individual users after you click Select.

      iii. When you are done choosing users and roles, click Select.

      Results:

      • You are returned to the Create Review screen.
      • The selected users appear in the Reviewers list.
      • If you selected a Role, the members are listed individually in the Reviewers list.
      • To remove a user, in the user's row, select the Options menu, and then select Remove.
    3. To change reviewer permissions, do one of the following:

      An administrator can remove the ability for all reviewers to edit content and track changes.

      • If an administrator sets the ReviewCommentOnly feature to false, you can select or clear the Track Changes option.
      • If an administrator sets the ReviewCommentOnly feature to true, you can only create a review with comments in the Create Review and Update Review screens. The Track Changes option does not display.

      By default, this feature is set to false. Coordinators can select or clear the Track Changes option. Administrators can read about how to manage this feature in Limit reviews to comments only.

      • To grant editing permissions to a user, in the Reviewers list, go to user's the row and select Track Changes.

        To change editing permissions to comments only, clear the Track Changes checkbox.

      • To grant editing permissions to all users in the Reviewers list, go to the row that shows the list's heading. Select Track Changes.

        To remove editing permissions from all users at once, go to the row that shows the list's heading. Clear the Track Changes option.

    4. Reviewers won't automatically receive email notifications once their review is ready unless you select their Notifications checkbox.
    5. n the Reviewers list, to remove any users you don't want to give access to the review content click the remove icon .

      Be aware of the following restrictions for removal:

      • If a reviewer has completed their review, you cannot remove them. The Remove Reviewer action is greyed-out and not available.
      • If you remove a reviewer before they complete their review, their review assignment is cancelled and the Remove Reviewer action is greyed-out and not available again.
    6. If a reviewer has marked their assignment as Complete, but they want to make additional changes, right-click the reviewer and select Reopen reviewer state.
  7. On the Update Review screen, click Update.
    Results: Inspire notifies each reviewer that the review has been updated. If a reviewer clicks the review link in the notification, they can access:
    • The content in the review editor.
    • The Collaboration panel, which includes a Discussions pane for adding comments.
    When you complete a task that triggers a notification, such as creating a review, the Slack and email message bodies contain:
    • The notification with ten or less Issues, Errors, and Warnings.
    • A link at the bottom of the message [See Full Version].
    • You can click the [See Full Version] link to expand a section under the link with the full details.