Create a DITA review from Reviews Management

When you create a review for DITA topics, you're assigned to be the coordinator, but you can change this or add other coordinators. To create a review you're only required to provide a title and add at least one unlocked component and one reviewer. Then you can finish creating the review by adding optional details such as start and due dates, and a review description. After you create the review you can change any of the details except for the list of components included in the review.

To create a review from Reviews Management:
  1. Click Reviews .
  2. On the Reviews Management tab, click Create.
  3. On the Create Review screen, in the details section:

    1. In Title, enter a descriptive name in 50 characters or less.
    2. By default, you are assigned to be the review Coordinator. If you want to change this, select a user from the Coordinator list.
    3. By default, you are assigned to be the review Approver. If you want to change this, select a user from the Approver list.

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

    4. Optionally, to choose a date when this review begins, select the Start By calendar.
    5. Optionally, to adjust the time when this review begins, after the Start By calendar, select the checkbox and then select a time.
    6. Optionally, to choose a date when this review is due, use the Due By calendar.
    7. Optionally, to adjust the time when this review is due, after the Due By calendar, select the checkbox and then select a time.
    8. Optionally, enter any additional information in the Description text box, using 3000 characters or less.
  4. On the Create Review screen, in the Components section:

    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. To select the components want to include in the review, do any of the following:
      • Add more components.
      • 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.
      Tips for adding components

      Maps. You can send a DITA map to review to get feedback on the topics that are included and the topic sequence.

      • Maps can be reviewed like any other DITA component.
      • The map opens in the Oxygen editor.
      • Reviewers can comment or edit it.

      For specific details on map reviews, read Send a map to review.

      Binary components. You can add binary components (images, PDFs, WORD docs) to a review.

      • Binary components open in a viewer regardless if the state is In Review or Context Only.

      • After a binary component is added to a review and coordinator creates the review, all components in the review are locked in the Components browser, including binary components.

      • When a component opens in a read-only viewer, you can use the review's Discussion pane to add comments

      Attachments: 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 Context Only.

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

  5. On the Create Review screen, in the Reviewers section:

    1. 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. By default, all reviewers have Comment Only permission. To change reviewer permissions to Comment and Track Changes, 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 grant editing permissions to all users in the Reviewers list, go to the row that shows the list's heading. Select Track Changes.

    4. By default, the Notifications checkbox is not selected for all users. Reviewers won't automatically receive email notifications once their review is ready unless you select their Notifications checkbox.
  6. To create and start the review, click Create.
    Results: Inspire notifies each reviewer that they can participate in this review. 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.

    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.