Managing review queues

A Policy Manager review queue is one or a group of users to assigned to handle the review, approval, or other actions. Every person in the review queue will receive a review notification but only one person takes ownership.

A user cannot be assigned to a task. A review queue with at least one user is assigned to a task and a member of the review queue must take ownership of a task to complete the task. The owner of the task may release ownership for another user in the queue to assume ownership.

You must set up a review queue before the queue can be added to a review task.

Available review cycle actions

Review cycle actions vary by workflow phase and support either collaborative editing or ownership-based task management. Review queues ensure that the right work is routed to the appropriate reviewers at each stage of the review process.

• DRAFTING and REVISING phases support collaborative editing, allowing assigned review queue members to work on the document without taking ownership.

• APPROVING, PUBLISHING, and CLOSURE phases follow an ownership-based model, where task ownership and assignment controls remain in effect.

The scope and completeness of a documentation review depend on the review layers or review queues configured for the document. When a review queue is created, you can do the following:

• Complete a Final Review: Assign a person or owning group to complete the final review.

• Edit collaboratively: In the DRAFTING and REVISING phases, authorized review queue members can collaboratively edit the document without taking ownership.

• Take Ownership: In the APPROVING, PUBLISHING, and CLOSURE phases, assign the task to yourself to work on it.

• Release Ownership: In ownership-based phases, release the task so another eligible user in the review queue can work on it.

• Mark Complete: Mark the document review or task as complete. If multiple users are still editing the document, Mark Complete can be unavailable until editing is finished.

• Add: Select the menu icon to add additional subsections or workflow steps to the document. The additional options include:
  • Add Section: Add new section to your document to complete the document review.
  • Add Step: Add new steps to the existing section in the document.
  • Add Edit: Add additional edit component to your document.
  • Add Approve: Add additional approval level before completing the document review cycle.
  • Add Revise: Add additional layer to revise the document before marking as complete.
  • Add Close: Add additional layer to close before marking the document as complete.
• Insert Snippet: Adds reusable snippets for your documentation.
• Remove: Removes the layers you added for your documentation.
• Restore: Restores the previous version of the document, if you have accidentally deleted a section or layer while performing document review.
• Manage Predecessor: You can assign predecessor task before completing a document review cycle.

Add a review queue

1. From the left navigation menu, select Administration > Reviews.

2. In the Review queues tab, select the +Add new review queues .

3. Complete the information for the queue

   • Enter a Name for the queue and add a Description.

   • Select the Type to identify document ownership and task assignment functions for the queue. For example, Compliance may own a document but various review queues, including a compliance review queue, may accept tasks for review.

     • For Document Ownership Only: Individuals can own a document but will not be involved in reviewing tasks in a review cycle. Use this selection to assign ownership to a stakeholder or group that isn't an active user of Policy Manager. For example, this may be a Board or Committee of the Board that is the owner and primary stakeholder of a document but will never use Policy Manager and, instead, will have another group of users be responsible for document life cycle management.

     • For Task Assignment Only: Individuals will only be assigned tasks and can take ownership of a task. Individuals in the queue do not own the document.

     • Available for Both: The queue owns the document and can be involved in task actions.

   • Select Active for the queue to be made available immediately. If a queue is active, it cannot be deactivated if it is used in one or more flows.

4. Select a Flow Definition (a Review Flow). For more information, see Managing review flows and tasks.

5. Select Next.

6. Add or remove uses from the queue, as needed:

   • To add users to the queue, search for the user in All Other Users. Select the Action button for the user. The user moves to Current Users.

   • To remove users to the queue, search for the user in Current Users. Select the Action button for the user. The user moves to All Other Users.

7. Select Save to create a new review queue.

Manage a review queue

1. From the left navigation menu, select Administration > Reviews.

2. Select any of the following from the Actions column:

   • Edit review queue to update the information.

     • To add users to the queue, search for the user in All Other Users. Select the Action button for the user. The user moves to Current Users.

     • To remove users to the queue, search for the user in Current Users. Select the Action button for the user. The user moves to All Other Users.

     • If Active is selected, the review queue is available for task assignment. You can deselect Active. The system will not allow you to inactivate a review queue that is currently in active use.

   • Clone to create a duplicate or clone the review queue. You can edit the cloned review queue to make a new review queue.

   • Delete to permanently remove the review queue. The system will not allow you to inactivate a review queue that is currently in active use.