KB User's Guide - Documents Tab - Review Options / Comments: Required

Note

You must have full administrative permissions in your space to perform these steps. This means access to the OwnerDocs, GroupDocs, SitePref, and Users tabs.

Require Comments When Updating Active Documents (Change Default Setting)

After a KB Admins determines their Group's document workflow, they may decide that a better way to manage:

• multiple authors' document creation
• the management of update traffic

is to include an extra step of requiring a comment before allowing Authors to edit Active documents.

KB Admins, please follow the steps in this document to achieve this setting, KB User's Guide - SitePref Tab - Require Review Comments: Choosing Yes or No.

Review Options/ Comments (required) for Authors: What it Looks Like

Clicking on the Title of the document in the Active queue will lead to the and a number of buttons. To review the descriptions of these buttons, please see KB User's Guide - Documents Tab - Review Mode Button Descriptions.

Document Review Mode buttons seen by those with and without Publish rights when in the Active queue. The image below shows the buttons available: Mark as reviewed, Save as, See revisions, View source and Export to XML.

Using the Review Options/ Comments

Authors with Publish rights will see the following Review Options at the bottom of the Active document they would like to edit. The Author may select one of the options, enter a comment in the text field, and finally, click on the Submit button and proceed with editing.

The image below of our sample document, 1571, lists six Review Options radio buttons plus the Send comments to owner checkbox.

Authors without Publish rights will see the following Review Options at the bottom of the Active document. From here, the Author may select one of the options, enter a comment in the text field, and finally, click on the Submit button to proceed with editing.

The image below of our sample document, 56750, lists three Review Options plus the Send comments to owner checkbox.

The following are descriptions of each Review Option:

1. Leave document XXX as is and add comments only - You may enable this radio button and enter your comments in the text field below the three radio button options. The comments you make, along with your userID and a time and date stamp will appear when you look at the Show Comments and Events list. The image below shows the Show Comments and Events just under the Submit button.
   
   
2. Leave document XXX up and set to 'In Progress' - This is the default setting, as indicated by the already-enabled radio button. It indicates that, while there is an Active version of this document, you will simultaneously have a draft version with the status of In Progress. You have the option to enter comments in the text field, again, those comments will appear in the Show Comments and Events listing. After you click on the Submit button, you will receive a message: Document XXX has been successfully set to In Progress. From here you may view the document or you may Edit the document. To publish the updates you have make to this draft, please follow your KB Group's workflow.
   
   
3. Leave document XXX up and set to 'In Review' - Enabling this button indicates that, while there is an Active version of this document, you will simultaneously have a draft version with the status of In Review. You have the option to enter comments in the text field, again, those comments will appear in the Show Comments and Events listing. After you click on the Submit button, you will receive a message: Document XXX has been successfully set to In Review. From here you may view the document or you may Edit the document. To publish the updates you have make to this draft, please follow your KB Group's workflow.

The next 3 buttons are visible to those with Publish rights who may "take down" the Active document, thereby making it not accessible on the Live Site. Specifically, select one of the next 3 buttons and THEN search for that document on the Live Site, you would receive a message: Page Not Found - Sorry, page number XXX is unavailable to you at this site.

1. Take document XXX down and set to 'In Progress' - After choosing this radio button and clicking submit, a screen will appear stating, Document XXX has been successfully taken down and set to In Progress. Two buttons appear under that message: View document XXX and Edit document XXX. You have the option to enter comments in the text field, again, those comments will appear in the Show Comments and Events listing.
   
   
2. Take document XXX down and set to 'In Review' - After choosing this radio button and clicking submit, a screen will appear stating, Document XXX has been successfully taken down and set to In Progress. Two buttons appear under that message: View document XXX and Edit document XXX. You have the option to enter comments in the text field, again, those comments will appear in the Show Comments and Events listing.
   
   
3. Take document XXX down and set to 'Inactive - After choosing this radio button and clicking submit, a screen will appear stating, Document XXX has been successfully taken down and set to Inactive. Two buttons appear under that message: View document XXX and Edit document XXX. You have the option to enter comments in the text field, again, those comments will appear in the Show Comments and Events listing.

The Send comments to owner button appears to all authors, with or without publish rights.

• Send comments to owner - Enter a comment in the text field provided to send to the owner of this Active document. Check the Send comments to owner checkbox and click the Submit button. Your comments be emailed to the document owner and will also appear in the Show Comments and Events listing along.

After clicking on the Edit button in the Active Queue Table

Authors who click on the Edit button in the Active queue table will see a redirect message. 

The image below is the redirect message from the 1571 test document.

You will be led to the Review Options/ Comment (required) radio buttons. You will see three buttons or six, depending on your Publish rights.

• Note: To disable the Review Comment Required field, please see KB User's Guide - SitePref Tab - Require Review Comments: Choosing Yes or No .

See Also:

• KB User's Guide - SitePref Tab - Require Review Comments: Choosing Yes or No