Initiating a Review

The Review Group Administrator  (one must be defined for each review group) initiates a document review cycle, and then the system automatically notifies the document’s reviewers. Reviewers can also be notified if they are required to sign off on a document that is being revised.

NOTE: An individual does not need Read Only or Read/Write permission to a document to be part of the review group for revising the document. For example, a person in a remote location may not have rights to documents at a particular site. However, you would like their input when changing the document. This person can be part of the review group on a permanent basis or can be assigned temporarily when the document is placed in review. This individual would be able to make changes to the document, but would not be able to view the document once it is moved to current.

Before actually starting the review process, you might typically check the document out and make the appropriate updates to it.

To initiate a document review and notify reviewers:

  1. Click Document List on the Main Menu side panel.

The Document List page displays.

  1. Search for the document you want to put into review, and then click the View Document Details icon.

The Document Detail page displays. If you are the Review Group Administrator for the document (linked to the document by the review group assigned to it), the Administrator tab is included in the tab group and that tab displays.

  1. If not already displayed, click the Administrator tab.

The Administrator tab displays.

This page has links for:

  • View Native Document. Opens the original document published during the Document Add routine. Valid only for documents for which PDF conversion is set to Yes.
  • View Current Document. Displays a read-only copy of the current version of the document.
  • View Printable PDF Document. Displays if the document is set for PDF Conversion and using watermarks. This allows for printing a controlled copy of the document without the standard watermark entered in Application Option called DOC_PDFCONVERSION_WATERMARK. If you would like a watermark on the printable PDF, then place the watermark verbiage in the Application Option setting called DOC_PDFCONVERSION_PRINTABLE_PDF_WATERMARK. For Example: “Controlled Copy”.
NOTE: Documents need to be set to No Color under the Microsoft Word option Design/Page Color function to user PDF Stamping.
  • View Current Red-Line Document. Displays if using redlining (an Application Option setting).
  • Republish Document. Creates the corresponding PDF for the published native document. Valid only for documents that are set for PDF conversion. After clicking this link, a message displays directing the user to wait. The republish link will disappear until the document has completed its conversion to PDF. A message displays when the document has been converted. Closing the message box will redirect the user to the Administrator tab. Click the View Current Document link to display the PDF. If using Revision Stamping and/or Watermark, it will re-stamp the document with the current information.
  • Signature Page Report. Displays a signature page report for all electronic signatures added to the document.
  • Administrator page. Displays the native document extension, review group, and the Review Group Administrator.
    To start the review process:
  1. Select the checkbox for Step 1: Put Into Review.

The document is copied into a temporary directory on the server for the checkin/checkout process. The administrator will be able to view the revision document at any time during the review process by clicking the View Revision Document link on the Administrator tab.

NOTE: While working on new revisions to a document, users are still able to view the current version of that document.

After selecting the checkbox, the Put Document In Revision page displays.

This page allows for the following:

  • Entering the new revision level. The system checks for duplicates and illegal characters: (“ / \ * ? < > | ‘ ).
  • Updating information in the Reasons For Change box
  • Updating information in the Notes box
  • Updating the Notify Review Group Of Revision checkbox

    1. Enter a new revision level in the New Revision Level field, and then click the Continue tab.
NOTE: If you do not want to notify reviewers at this time, clear the NOTIFY REVIEW GROUP OF REVISION checkbox and click the Continue tab. The document is put into review and you will be able to notify the review group at a later time.

The Notify For Revision  page displays. This is the next step in the routing process. From this page you initiate Step 2: Notify Review Group of Revision.

Step 2: Notify Review Group of Revision allows the following settings and entries:

  • Enable Initial Review. You can assign or change an Initial Reviewer. Options are Review Group Administrator , Proactive Reviewer /Document Owner , or a specific user.
  • Enable Standard Review. You can change the standard reviewers assigned to the Review Group by adding or removing who appears in the Recipients list.
  • Enable Final Review. You can assign or change the Final Reviewer . Options are Review Group Administrator , Proactive Reviewer /Document Owner , or a specific user.
  • Change the due dates of activities.
  • Enter a Sender Comment for the reviewers.
  • Skip the step for review notification by clicking the Cancel tab. You may want to do this if, for some reason, the document does not have to be reviewed by anyone and you want to skip review and go straight to the signature stage.
NOTE: If selecting a stage and no recipients have been defined, the message “If a stage is enabled, at least one recipient must be selected” displays. If no review stage is selected, the message “At least one stage must be enabled in order to continue” displays.
NOTE: If you do not have the AUTOMATIC TRACK CHANGE option selected in Application Options, as the Review Group Administrator , it is recommended that you include yourself as part of the review group. This allows you to check out the document, change the revision level on the actual document, and turn on track changes. Turning on track changes in Microsoft Word is required only once and will remain on for all subsequent revisions until it is turned off.
NOTE: The CREATE E MAILS checkbox option for e-mail notification of activities is selected by default. This option would only be cleared in rare cases. The CREATE ACTIVITIES checkbox option would probably never be cleared.
NOTE: You could choose not to select either Create Activity or E Mail notification if you are sending the notifications using another method (for example, by phone or interoffice mail).
  1. Click the Send Notification tab.

Notification activities and e-mails are sent to reviewers to notify them that they have been assigned a review activity for a document. Activities will automatically appear on the user’s My Activities  page. Notification e‑mails will contain a link to the TMS review activity. E-mail notifications contain the following information:

  • Activity Description
  • Due Date for activity
  • Title and Number of Document
  • Reasons for Change
  • Sender Comments
  • Link to View Activity Details within TMS
  • Link to have activity Added to Outlook Calendar
NOTE: For reviewers to receive e mail notification, their user record must contain a valid e mail account and the checkbox for e-mail notifications must be checked.
NOTE: Depending on the routing stage, Step 1 to Step 3 might be grayed out if the document is attached to a change order and is already in the routing process.
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