Formal Review

To place the Change Order into Formal Review:

  1. Select the Formal Review checkbox.

The Formal Review stage for the Change Order is invoked.

Routing for the Formal Review is identical to the Pre-Review stage in that documents remain together during the routing process. The characteristics of a grouped routing are:

  • This stage is required and cannot be skipped.
  • Reviewers complete the parent activity after all individual documents have been reviewed.
  • The Administrator receives one Review Complete for all documents in the Change Order group.
  • Documents are approved (signed) as a group and not individually.
  • Signoff is required on the parent activity, which covers all documents in the Change Order packet.
  • Electronic signatures are applied to the individual packet documents with one signoff.
  • Documents cannot be elevated to signature until all reviewers are completed.
  • Pre-Reviewer and Formal Reviewers are pre-selected based on the review groups entered on the General tab of the Change Order.

If you click the Cancel tab, the system returns you to the workflow form.

    1. Click the Send Notification tab to create activities and send e‑mails to the individual reviewers.
    2. After clicking Send Notification, if you would like to add reviewers, go to the Workflow page and click the Add Reviewer link provided under each review stage.

Reviewers  will receive e-mails that contain direct links to the activities for checking documents in and out for required changes.

    1. Reviewers can click the View link under the Due Date column from the My Activity page to send a recipient comment or update the Reason for Change. The information in the Reason for Change will display on the Document History  tab for each individual document after the Change Order has completed its review and approval cycle.
    2. Reviewers check the Comp’d checkbox for the parent activity after they have finished review of all the individual documents.

  1. After all Reviewers have selected the appropriate Comp’d checkbox, the Administrator receives a Formal Review Complete notification. Administrators will then be able to put documents into signature stage.
  2. Click the Complete link on the Workflow page or the Comp’d checkbox on the Formal Review Complete activity. The Signature checkbox on the workflow page will be enabled.
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