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Planview Customer Success Center

Document Reviews

Video: Send a Document for Review

Use Document Reviews to gather feedback on documents in a structured way. You can invite anyone to review a document, even if the reviewer is not a Projectplace user. However, only Projectplace users are able to edit documents. 

You cannot send documents in the Public documents folder for review.

You can access the review section of the document detail pane. In the Send for review section, you can initiate a review. While creating a new review, you can create a Review or a Review workflow.

Create a Review

You can create a review and add participants to the review. Participant can be members or external users. 

To start a Review

Start a Review Image 1.png

  1. Navigate to the Documents Tool.
  2. Click the checkbox of the document you want to send for review to open the document's detail pane.
  3. Click Send for review (or click Send for review in the Reviews section).

    Start a Review Image 2a.png

  4. A new window appears. Click the Review tab if it's not already selected.
  5. Add participants. You can add individual project members or groups.
    • Click the Add participants box to select from an available list of members and groups.
    • Or, start typing a member's name to filter the available list.
    • You can also type email addresses of external stakeholders to send a document review to people who are not members of the associated Projectplace workspace or project.

      Start a Review Image 3.png

  6. Select a Due Date when you want the review to be completed.

    Start a Review Image 4.png

  7. Give the review a name by typing the name in the Name box. This name will be displayed in the review detail pane and in the list of completed reviews.
  8. Type a message in the Message box. The message is included in the review request email that is sent to review participants.
  9. If you don’t want review participants to edit the document, select Lock while in review. Note: The document will always be locked for other reviewers so that editing is not possible during the review currently in progress.
  10. Click Start review. All review participants will receive an email as well as a Projectplace notification. The review will also be included in the My work section of the My overview page.

Create and Edit a Review Workflow

In addition to performing a Document review, you can also create a Review workflow allowing you to add multiple steps in the review process. You can establish required steps and add participants to each step. Once initiated, the review moves from one step to the next when all participants have completed the review. The initiator can choose if the review moves forward automatically when a step is completed, or the initiator can select a manual review process. All participants included in each step are notified when that particular step is in progress. 

To start a Review Workflow

  1. Navigate to the Documents Tool.
  2. Open the document's detail pane by clicking the checkbox of the document you want to send for review.
  3. Click Send for review (or click Send for review in the Reviews section).

    Workflow Review Image 1.png

  4. A new window appears. Click the Review workflow tab if it's not already selected.
  5. Type a Name for the Workflow review. This name will be displayed in the review pane and in the list of finished reviews.
  6. Type a Message that appears in the email sent to review participants.
  7. If you don’t want review participants to edit the document, select Lock while in review. Note: The document will always be locked for other reviewers so that editing is not possible during the review currently in progress.
  8. If you want the review to move to the next step automatically when the previous step is complete, click the Automatically radio button. If you want to move the review to the next step manually, click the Manually radio button.

    Workflow Review Image 2.png

  9. Type a Step title to name the step. Participants named in this step will see the step name in the review section of the document detail pane.
  10. Add participants assigned to complete this step. You can add individual project members or groups.
    • Click the Add participants box to select from an available list of members and groups.
    • Or, start typing a member's name to filter the available list.
    • You can also type email addresses of external stakeholders to send a document review to people who are not members of the associated Projectplace workspace or project.
  11. Select a Due Date when you want the step to be completed.
  12. Add multiple steps to design a Review workflow that suits your needs. Repeat steps 9, 10, and 11 listed above for each additional step. A second step is available in the Send for Review window. If you want to add additional steps, click the Add step Add Step Icon 2.png icon near the bottom of the window.
  13. Click Start review. All participants of the first step will receive an email with the review request as well as a Projectplace notification. The review will also be included in the My work section of the My overview page. Note: As the workflow review moves to subsequent steps, participants in those respective steps will be notified once the review of the preceding step is completed.

For an ongoing review workflow, the initiator and the administrator of the workspace has edits rights. While editing a review workflow, the following changes can be made:

  • Add or remove steps is only possible for steps that are not yet completed and new steps can only be added to the end to the review workflow.
  • Add or remove step participants is also possible only for the steps that are not yet completed. Note:  You can only remove participants who haven't yet completed their reviews.
  • Edit step title is also only possible for the steps that have not yet been completed.
  • Edit step due date is possible as long as the date you are changing does not precede the current or present date.

Review a Document

You can access a Document review through a variety of methods:

My Overview Image.png

  1. Click a document review in the My work panel from the My overview page.

Email Image.png                                Projectplace Notification image.png

  1. Click a link in a review invitation email, Projectplace notification, or reminder email.

Detail Pane Image.png

  1. Open a document's detail pane and click Reviews.

From the Document review detail pane, you can see comments that other reviewers added during the review process. You can also add comments as you review the document.

To review a document:

  1. In the document detail pane, open the Reviews section by clicking the right arrow icon right arrow icon.png.
  2. Make the appropriate changes to the opened document.
  3. When editing is complete, close the document. The document will automatically save the changes when the document is closed. To finish the review, click Finish my review.
  4. Add an optional comment in the document detail pane to describe the details of your edits for the initiator or the others involved in the review then click Finish.

    Document Review Image 1.png

  5. If it is a Review workflow, you have the option to Reject or Approve the review. Add a comment to explain your rationale and click Approve or Reject to complete the Review workflow. 

View and Manage Ongoing Reviews and Review Workflows

From the Document tool, documents currently under review are marked with an Review icon . You can also see a list of ongoing reviews in the Filter pane on the left side of the window. Click the Filter icon Filter Icon.png in the toolbar and click the checkbox for Under review from the Review section.

The image below includes reviews due in one week, two weeks, and ongoing reviews. You can also see those reviews that are due within the next two weeks.

View and Manage Reviews Image.png

Review initiators and participants can use the Review section of the document detail pane to:

  • See all participants that have finished a document review and those that have document reviews pending.
  • Send a reminder to participants that have not yet completed a review.
  • See all comments that have been added during the review process by reviewers.
  • Add more participants to the review. Note: This feature is currently only available for Document Reviews
  • Terminate the review.
  • Skip to the next step (only for Review workflows).
  • Restart a step (only for Review workflows).

The images below include the review status and the participant comments for both a Document Review and a Review workflow. These detail panes include:

  • Comments from all reviewers are contained in one location.
  • The ability to keep track of review participants who have responded and those that have not yet responded. For those that haven't responded, the review initiator can send a reminder email or notice.
  • The ability to see a list of participants included in each individual step from the progress bar in the Review workflow detail pane. Click a step from the progress bar to see the individual reviewers for the selected step.

Review View.png                         Workflow View.png

Document Review Detail Pane                                                                                   Review Workflow Detail Pane

If a participant is currently reviewing a document, the document cannot be changed by a user not participating in the review. You can, however, choose if reviewers are permitted to edit the document during a review, or if the document is locked for all users.

See Completed Document Reviews

To see details for completed document reviews, go to the Reviews section of a document detail pane. Review results are located at the bottom of the detail pane. Click a review name from the available list to see review comments, who initiated the review, and who participated in the review.

 

Download our document app to make working with Documents even easier. The Document App will open the selected document in the native program (such as Microsoft Word) and when you’re done, your changes are automatically synced to Projectplace. With the Document App installed, there's no need to save the edited document locally and no risk of creating and managing multiple document versions.

 

 

 

 


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