Sometimes, we may need others to review and approve our documents for publishing. To do this, we can initiate a review cycle by clicking More in the upper right corner of our document and selecting Request Review:
Type the email address of the person you wish to add to the review. Users with at least View rights to the document will show up in the available users list:
Choose the person you wish to add to the review cycle, then click Add Reviewer:
Repeat this step until you have added all reviewers needed, then click Request Review:
Note: if you don’t see the person you wish to invite on the available users list, it means they do not currently have at least View rights to that particular document. You can invite them to view, comment, or edit the document as explained in Sharing Documents for Collaboration, and then you will be able to choose them from this list and add them to the review cycle. For more information on roles and permissions, refer to the Document Management Roles and Permissions article.
The status of the document is now changed to In Review:
Note: When a document is in In Review status, changes cannot be made to the document. Comments can be made on the document when it is in In Review status.
The requested reviewers will receive an email letting them know they’ve been asked to review and approve the document. Under "More" in the upper right corner of the screen, users can Approve or Request a Change. If a reviewer requests changes to a document, it is best practice to add a comment in the area of concern, so the initiator of the review is aware of the specific concerns:
Reviewers can leave comments on the document by highlighting the text they wish to comment on:
Type the comment in the box, and click Comment:
You can also look at the review status of all the reviewers by clicking View Review Status:
Note: Once you have initiated the review process, you cannot add additional users to the review. If you need to make those changes, you’d need to click More and Return to Draft to cancel the current review and follow the steps to restart the review as noted above:
Email notifications will be sent to the person who requested the review whenever the status of the document changes. For example, if the first reviewer requests changes, the status of the document will change to Changes Requested:
If the first reviewer approves the document, the status will not change until all reviewers have approved it, and the document will automatically be updated to the Approved status.
If all reviewers have completed their review and changes are requested, you will need to use the Return to Draft option (as outlined above) to return the document to draft status and make any necessary changes. You will see a prompt warning that the review cycle will be canceled. Click Yes to continue:
Once all reviewers have approved the document, the status will change to Approved:
Click More to view any additional Workflow options needed:
You can now request a New Workflow, View Review Status, Publish, or Return to Draft.
If you need to initiate another review cycle, you will be prompted to return the document to draft status. Click Yes to proceed:
If you have completed all the review or collaboration tasks you need to, you can now Publish the document.
From the main document list, you can search for documents by status by selecting the box for the status(es) you wish to search for:
