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Viewing and Completing a Review Activity

Reviewers must regularly check their TMS activities to see if they have received new review notifications. You can also open TMS from an e-mail notification for a review activity.

To check for and respond to a review activity:

  1. When initially logging into TMS, the My TMS page is the default. If you are already logged in and, on another page, click the My Activities link.

The My TMS page displays.

NOTE: When logging into the system from an e-mail notification link, the activity detail is displayed and not the My TMS page.
 
  1. To review and make changes to the document, click the Check-Out  icon in the Document/Form column.

The Received checkbox is automatically selected, and a copy of the document is downloaded to the checkout directory designated in the user record.

The common reasons for checkout failure are:

  • The document is already open and the system cannot overwrite it
  • The document download path does not exist
  • The user does not have Read/Write permission for the download directory
  • The correct version of Java is not installed
  • The document type is not recognized by IIS, which is registered on the server and not the local workstation. (See your IT department to add a registered file type.)

A message similar to the one below displays if the document fails to checkout.

NOTE: If necessary, the Review Group Administrator  should be able to tell you what the download path is. The default is set to c:\temp, which can be changed on a per user basis. However, make sure that whatever directory is set for your login exists on the network or local drive. You must have Read/Write permission to the checkout directory.
  1. Click the Edit Revision Document icon in the Document/Form column.

The common reasons for the document not opening after clicking the Edit icon are:

    • If running Internet Explorer on Windows XP SP2 or later, a registry setting must be changed to allow the browser access to the local zone. (Refer to client setup in the TMS technical notes for additional information.)
    • You may also need to add your website as a trusted site. (Refer to the TMS technical notes for additional information.)
NOTE: This icon appears only when a document has been checked-out, and disappears once it has been checked-in.

The document is downloaded to your workstation and opened in its native application (you need to have the native application installed on your workstation to make changes to the document).

NOTE: If the document opens within the browser instead of using the native application, refer to technical notes for launching the application outside of the browser.
    1. When you are done reviewing and making changes to the document, save and close it.
NOTE: You may want to update the Reasons for Change field on the Activity Detail Form. This box is available to all reviewers during the revision process for summarizing changes to the document. This review information is included in the e-mail when notifications are sent for signing or for reviewing the final changes during awareness training.
  1. Click the Check‑In icon.

The document is copied back to the Revision directory on the TMS server.

  • If the auto-complete under Application Options is set to Yes, the activity will be considered complete when checked in, and is automatically removed from the open activities.
  • If the auto-complete under Application Option is set to No (recommended), you must check the Complete checkbox for the activity to be considered complete and removed from the open activities.

If you need to review your completed activities, you can search your My Activities page by expanding the Filter Search, selecting Yes for the completed option on the search screen, and clicking the Do Search button.

NOTE: Having the AUTO-COMPLETE option set to No prevents the document from being prematurely elevated to the next stage.
  1. If the document has attachments, you will be able to link directly to the attachments by clicking the Attachment icon on either the My Activities page or the Activity Detail page.

This icon will also display on the Document List  page and any training activities that are issued.

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