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Access the Review Workflow page

  1. Select the Manage → Setting → Review Workflow menu.


    Option

    Description

    Allow users to review their own Questions

    Select Yes to allow the authors to review their own Questions.

    Number of reviewers needed to advance a Question to approve it

    The number of Reviewers who must advance a Question in its current form before it is approved. Allowed values range from 0 to 15; the default is 3.

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    A Reviewer who makes a modification to a Question counts as its approver.

    Setting this to 0 causes the review process to be entirely skipped.

    Number of reviewers needed to return a Question to discard it

    The number of Reviewers who must return a Question in its current form before it is returned to the author as rejected. Allowed values range from 1 to 15; the default is 3.

    Require reviewers to classify unclassified Questions to level

    Choose Yes if Reviewers should ensure the Question is correctly classified, and then select the level to which the Question should be classified from the drop-down list.
    Lowest Level in the drop-down list indicates that in a Blueprint of varying depth, the lowest level must be selected irrespective of the depth.

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    This cannot be set to None, with the Number of people needed to accept a Question to approve it as 0.

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    When Yes is selected for Require reviewers to classify unclassified Questions to level setting on the Review Workflow page and a Question with one of the Review States having Unclassified Blueprint or Blueprint level lower than the one specified in the drop-down setting on that page is opened on the Examine Questions page, then the following error message is displayed in red text. The State of such Questions cannot be changed to anything other than one of the available Review States or to the Obsolete state.

    Require Comment on modifying Question

    Select Yes if the Reviewer should record/explain changes made on the Create/Edit Question page.

    Allow Reviewers to Edit

    Allow or disallow users with Reviewer permission to edit the following areas: Item Text (Stem and Option text), Blueprint, Metadata, and Reference.

    Each of these areas has check boxes next to them, which grant edit permissions to Reviewers if selected and deny them if not selected. All the check boxes are enabled by default, thus allowing Reviewers to edit all these areas unless manually deselected by the Manager.

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    A Manager is also bound by the permissions of a Reviewer on the pages affected by the above settings.

     

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    A Question cannot be modified by a Reviewer if all the check boxes are not selected and an error message is displayed in red text.

     

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    A Reviewer is able to partially modify a Question if check boxes against some of the above items are not selected, thus allowing modifications to only certain areas of the Question. A message in red text informs the Reviewer about areas that cannot be edited.

    If Metadata and Blueprint are set to not editable, then a disallowed icon  (red circle icon with a diagonal slash across it) is displayed just after the configuration name. Moving the mouse cursor over these icons shows the message Manager has disabled editing this content within the current review state.

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    An error message in red is displayed if you try to disallow Reviewers to edit Metadata in Review Workflow when it is set to Mandatory under Manage → Settings → Metadata. If there are multiple Review States, then at least one Review State must allow the Reviewers to edit Metadata.

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    When the check box next to Blueprint is removed in Review Workflow, meaning it cannot be edited by Reviewers, and you try to enforce a Blueprint level against Require Reviewers to classify unclassified Questions to level, then you get an error message in red.

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    When you clear the check box for Reference in Review Workflow so that Reviewers should not be able to edit Reference in Questions, you will get an error in red text if it has been set as mandatory (check box next to Questions must have references is enabled) in the  Questions tab of Manage → Settings → Configuration.

    Show 'Retain Statistics' pop-up warning for modified items 

    The popup to confirm retaining statistics while trying to save a Question with statistics after modifying for a Review State will not be shown, if this check box is not selected, and the statistics will be retained.

    This check box is selected by default, meaning the pop-up to confirm retaining statistics appears while modifying Questions with statistics.

    This check box is grayed out and the statistics are retained while saving a Question with statistics after modifying for a Review State, if the Show 'Retain Statistics' pop-up warning for modified items check box at the Project level is not selected.

    OutcomesThe Outcomes list what happens when you advance or return a question. There can be multiple advance and return states. As of the 1811 release, you are not able to specify if Comments are required, or specify whether Statistics are required. In a future release the Statistics and Comments may be modified.
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    Only Managers can access this page to modify these settings.
  2. After selecting all information, click Update to save changes or Cancel to discard changes.

Add Review States to a Project

Once Review States have been added to the Item Bank, you can add them to a Project. See 6.4 Review State for details on adding a review state to an Item Bank.

  1. Click the Select review states button. The page with a list of Available Review states in the current Item Bank and the Current Order of the Review States is displayed.

  2. Select the check boxes for the Review States you wish to include in your project workflow.
  3. To save changes click Save, or to discard the changes click Cancel.
  4. When you add or move review states, a message notifies you how the review states have changed as a result of saving the changes. In this example, previously Review One had two possible outcomes: Return, which sent the Question back to the Original Author, and Advance, which sent the Question to the Validate state. After adding Review Two and Review Three there are still two possible outcomes: Return, which sends the Question back to the Original Author, and Advance, which now sends the Question on to Review Two. See Add Review Outcomes below for details on how to add more review outcomes.

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    If only one review state is configured, by default the Advance outcome moves the Question to the Validate state, and the Return outcome moves the Question back to the original author. If three review states are configured, by default each of the review states are configured as follows:

    • Review One: Advance moves the Question to Review Two, and Return moves the Question to the Original Author
    • Review Two: Advance moves the Question to Review Three, and there are two possible Return outcomes - the Question can be returned to Review One, or to the Original Author
    • Review Three: Advance moves the Question to the Validate state, and there are three possible Return outcomes - the Question can be returned to Review Two, Review One, or to the Original Author

    Outcomes can be added or deleted from each review state.

Add Review Outcomes

Prior to 1811, there was only a single linear path to forward a question. When reviewers Accepted or Advanced a Question, it went to the next review state. The final reviewer could determine who to reject or return the question to.

As of 1811 Project Managers can add multiple outcomes for users to forward or return questions. Only the final reviewer is given the option to forward or return the question and select the next review state or select who to return the question to. Each review state may have multiple Advance outcomes and multiple Return outcomes.

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If there is only one Advance outcome for the final reviewer, the Question automatically advances to the next review state when they click Advance.

If there are multiple Advance outcomes for the final reviewer, they must select who to advance the Question to from the Outcome drop-down list on the Review or Modify Question page.

If there are no outcomes where the next state is a Return state, the Return button is hidden on the Review or Modify Question page.

 

  1. Click the Add new outcome button for the desired review state.
  2. Click the Choose state drop-down list and select the desired outcome from the list.

    The new Outcome is added to the list.
  3. Click Update. The Outcomes are updated for the review state. You are not able to change the existing outcome, but you may delete it.

Delete Review Outcomes

  1. Click the Delete  icon for the outcome you wish to remove from the review state. The outcome is removed from the review state.
  2. Click Update to save the changes.

Re-sequence Review States

You may have a need to rearrange the order of the review states. If Questions have already gone through review states, the historical information on the question is retained.

  1. Click the Select review states button. The page with a list of Available Review states in the current Item Bank and the Current Order of the Review States is displayed.
  2. You can change the order by clicking the Move Up and Move Down arrows.
  3. To save changes click Save, or to discard the changes click Cancel.

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    If you add, remove, or re-sequence review states, all outcomes for a review state are recalculated and any manual outcomes added to the review state are lost and must be recreated.

Disable Review States

  1. Select Select review states. The page with the list of Available Review states and the Current Order for that Review State is displayed.
  2. Deselect the  check box beside the Review State you would like to disable for the current Project and click Save. The Review State is disabled for the current Project and is no longer visible on the Review Workflow page.
  3. Then click Update to configure the changes.
    If the Review State you want to delete has any assignments, it shows an error message: Please delete the assignments for the states to delete.

 

 

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