Review Configuration: Setups

Configuring a Setup

To start configuring a Review, you need to select Configuration on the top of the Diligent Entities Review Manager Home Page under System Tools, as shown in the screen shot below.

Once here, you can begin to define what Setups you want to create. A Setup is what drives each Review, and what, if any, Rules that should apply to these Setups.

The Setup not only controls what is to be reviewed, it also controls all of the communication that takes place during the Review cycle, what the Reviewer sees on the screen, and custom integration between the Review and what can be configured by Diligent Entities Services. An Administrator can configure multiple types of Reviews, each with their own customised Emails and communication plans.

Select Open on the right-hand side of the screen to go to the Setups section.

You will notice there are four Default Setups already available to you. These Default Setups should be used as templates to create new Setups.

• Appointment Review Setup that is captured from a company search for appointees to attest to their appointments on each of their companies.
• Company Review Setup that is run from a company search to review the Company Record.
• Individual Review Setup that is captured from an Individual search to review the Individual Records.
• Other Entity Review Setup that is captured from Other Entity search to review the Entity Record.

To use one of the setups, it is recommended that you clone the existing setup and then create your own Setup based upon your specifications.

To create your own Setup, use the hamburger icon next to the desired setup type, and select Clone from the menu.

The following sections describe the Setup in more detail.

Initial Summary Setup

• Name Name the Setup according to its purpose. The name should be updated from the default value.
• Description Edit the Description field to describe the Review.
• Notes Free text area where notes can be entered that will only be seen by the Administrator.

Batch Settings

The following five fields are used when the Review is initiated.

• Batch Name This field determines how Batches will be named. It defaults to a variable that automatically enters today's date as the name of the Batch. The name can be changed to suit requirements. Examples of available values include %MONTH%, %YEAR%, %DAY%, and %TODAY%.
• Merge Batches on Name? Selecting the Yes option enables the merge of Batches as they are created by the name on each Batch.
• Review From Select the Review From date (i.e. the date when Reviewers should start verifying the data). The options available are pre-populated in a dropdown list. If selecting 'Manual', a date will need to be entered when initiating the Review.
• Review Due Select the Review Due date (i.e. the date by which Reviewers should complete the Review). The options available are pre-populated in a dropdown list. If selecting 'Manual', a date will need to be entered when initiating the Review.
• Show 'As Of Date'? Enables you to specify that the Reviewer needs to review the accuracy of their data as of a certain date. The previous year-end, for example.

The following three fields are shown when the Review is sent for Reviewer feedback. To suppress these fields, 'n/a' can be entered into the field while updating the Review Setup.

• Review What Enter the fields/sections of data the Reviewer is going to Review. This will assist the Reviewer in the Review process.
• Note to Reviewer Enter here any notes that you want to make the Reviewer aware of, such as what it is they should do if they find any inconsistencies.
• Queries To Enter the contact details of the person or persons the Reviewer should speak to if they have any questions relating to the Entities they are reviewing.

The following field requires that the Workflow Module be installed and additional configuration done. For more information contact your Diligent Entities CSM.

• Type By default set as Basic. The dropdown list also allows Workflow as an option, this requires custom configurations.

Assigned To – Returned To

In the next sections you can select the Users who should receive and perform the Review (Assigned To), and who should be notified when the Review is completed (Returned To). Within the default Setups, recommended values are populated, however, they can be changed when creating your own Setup.

For example, for an Appointment Review, the Assigned To will be the Appointee and the Returned To will be the Managed By. For a Company Review, the Assigned to will be the Reviewer and the Returned to will be Managed By.

• Assigned To Select to whom the Reviews will initially be assigned (the Reviewer), noting that this could also be a certain User or Appointee. For a Company Review where the Reviewer field has been configured, the Reviewer option should be selected.

• Assigned To (Default) If the Review is to be automatically scheduled for sending, this field is mandatory. If a Review Assignee is invalid for any reason, the Review will then be sent to the User selected in this field, ensuring that it is not lost.

• Returned To Select whom the Reviews will be returned to upon completion (the Managed By User). For a Company Review where the Managed By field has been configured, the Managed By options should be selected.

• Returned To (Default) If a Review Return To is invalid for any reason, the completion email will be sent to the User picked in this field.

There are several other options for choosing the Assigned To and Return To Users:

• User UDF If a different User UDF exists on the Entity (who should be the designated Assigned To or Returned To user), choose this option and then pick the UDF in the additional field.

• Selected User Will send all Reviews to one designated User. Can be used while testing and also if you want to wait to specify the User until the initiation of the Review.
• My Record Used for Individual Reviews. It requires Users those undertaking the Reviews to have their My Record linked to their Individual Record in BPOW.
• Appointee Only works for Appointment based Reviews. This is used when an Appointee is to review their own Appointments, this also requires the Users to have their My Record linked to their Individual Record in BPOW.
• Workflow If the User is set by a workflow, this option should be selected.
• Custom A formula can be used to pull in the appropriate User ID, should be placed in the Assigned To – Custom field.

Email Configuration (Review Start)

This email is sent out when the Review is initiated. Descriptions of the following fields are applicable to the Review email:

• Email From Enter the Email address of the User/mailbox from whom the Review Email will be sent.
• E-Mail Reply To If you do not want any responses/inquiries to be sent to the person whose Email address you have entered into the From Address field. Here, you can enter an Email address to which all responses should be sent.
• E-Mail CC Enter the Email address(es) of the person(s) who will be cc'd in the Review Email. Multiple Email addresses must be separated with a semi-colon.
• E-Mail BCC Enter the Email address(es) of the person(s) who will be bcc'd in the Review Email. Multiple Email addresses must be separated with a semi-colon.
• E-Mail Subject Enter the subject line of the Email.
• E-Mail Body Enter the text of the email. The Default Setup can be used as an example and the HTML tags can be used to customize the format of the email. There are also custom tags that can be used to pull in additional information into the body of the email. Assistance with available tags is provided in the Tag chapter It is recommended to add the link to the My Reviews tab to make it easier for Reviewers to access their Reviews.
• DocRef to Attach If you want to attach a document to your Email, the document must first be uploaded into Diligent Entities. Once the document has been uploaded, enter the reference number of the document from the Working Documents section into this field.
• Delegate Email Here you can decide whether the Delegate(s) should be cc'd on the original Email, be sent a separate Email, or not receive an Email at all.

Email Configuration (Reminder)

This email configuration is optional but recommended. This reminder email can be scheduled to be sent out once, or manually sent out multiple times if needed.

• Reminder Scheduling Select from the dropdown list when you would like the reminder Email to be sent out to the Reviewers. If selecting 'Manual', the reminder emails must be sent out manually by the Review Administrator from the Home page or the Batches section. If Automatic is selected a scheduled task has to be configured on the server.

The same email fields used for the Review email are also used here (refer to Email Configuration (Review Start), above), but are applicable to the Reminder email:

E-Mail: From	To E-Mail: Subject
E-Mail: Reply	E-Mail: Body (My Reviews tab link not required)
E-Mail: CC	DocRef to Attach
E-Mail: BCC	Delegate Email

Email Configuration (Review Complete)

This email configuration is optional, this is the email that can be sent out once a Review has been completed.

• Notification Scheduling Select from the dropdown list when you would like the Review Completion notification Email to be sent out to the Reviewers.
  • Scheduled This is the default and recommended option. This option will send out a summarized list of completed Reviews. If selected, a scheduled task has to be configured on the server.
  • Immediate Completed Review notifications are sent as soon as Reviews are finalised.
  • (None) No notifications are sent.

The following email fields are also used for the Review and Reminder emails (refer to Email Configuration (Review Start), above), but are applicable to the Review Complete notification email:

E-Mail: From	To E-Mail: Subject
E-Mail: CC	E-Mail: Body (It is recommended that a link to the Manager List tab is added to make it easier for the Managed By person to access the Reviews they are monitoring)
E-Mail: BCC	Delegate Email

Review Manager Tags Available in Emails

Listed below are some basic variables that can be used to configure the emails:

Review
%REVFROM%	Review Start Date
%REVDUE%	Review Due Date
%REVDUEDAYS%	Review Due Date Days (from Today)
%REVASOF%	Review As Of
%REVWHAT%	"Review What" from Wizard
%REVOTHER%	"Note to Reviewer" from Wizard
%CR.REVIEW.ENTITY.QR%	Reviewed Entity QR NOTE: Only for Single Review E-Mails (which means immediate completion notices)
%CR.REVIEW.ENTITY.QR%	Reviewed Entity Name NOTE: Only for Single Review E-Mails (which means immediate completion notices)
Batch
%CBNAME%	Batch Name
%BTNOTEID%	Batch ID (CR_BATCH.NOTEID)
Setup
%CRS_CODE%	Setup Code
%CRS_NAME%	Setup Name
%SUNOTEID%	Setup ID (CR_SETUP.NOTEID)
Email Recipient
%USERID%	UserId being sent to
%USERID;username%	UserName being sent to
%USERID;usernamelf%	UserName being sent to (if name is in Last, First it will swap to First Last)
%USERID;email%	User EMail being sent to
%PENDINGCOUNT%	# of Pending Reviews
Current User
%USEROPTIONS.USERID%	Current Logged in UserId
%USEROPTIONS.USERID;username%	Current Logged in UserName
%USEROPTIONS.USERID;email%	Current Logged in User E-Mail (if available)
Special (Body of Email Only)
%PENDINGLIST%	List of Entities with Pending Reviews
%PENDINGTABLE%	Table of Pending Reviews
%PENDINGTABLE2%	Table of Pending Reviews (shaded)
%COMPANYCOUNT%	Company Count (Total)
%COMPANYCOUNT-NC%	Company Count (No Changes)
%COMPANYCOUNT-WC%	Company Count (w/ Changes)
%COMPANYLIST%	Company List (Total)
%COMPANYLIST-NC%	Company List (No Changes)
%COMPANYLIST-WC%	Company List (w/ Changes)
%COMPANYTABLE%	Company Table (Total)
%COMPANYTABLE-NC%	Company Table (No Changes)
%COMPANYTABLE-WC%	Company Table (w/ Changes)
%COMPANYTABLE2%	Company Table (Shaded) (Total)
%COMPANYTABLE2-NC%	Company Table (Shaded) (No Changes)
%COMPANYTABLE2-WC%	Company Table (Shaded) (w/ Changes)
%URL%	Server URL. This should be replaced with client specific bps address. This will enable links in emails to directly route to specified site.

Review Tab Setup (for Reviewer)

In this section you can define what the User sees on the screen when they open their Review.

• Reviewer Portal Controls which portal the Reviewer sees when they select a Review to open it. For more information on what portal to create, refer to Portal Configuration: Review Portal.
• Splash Title Splash Page enables clients to include instructions and details for Users. This assists them in completing any tasks assigned to them. The page can be formatted as either Text or HTML. The placement of the Splash page is done by inserting the page as a tab on the Review Portal, refer to Portal Configuration: Company Portal Review with Splash Page for instructions on how to add.
• Splash Body Enter the text that will be shown on the page. This can be formatted as text or HTML.

• Text Displayed at Top of Reviewer Profile Page Text entered here will be displayed at the top of the Reviewer's profile page, if this has been enabled.
• Profile to Show Reviewer This will show the Entity profile to the Reviewer. You can choose a Standard Profile or use one of the seven Customizable Profiles. They all give a different presentation of the information, some more, some show less. This is only applicable when doing a Company Review.

• Tab Type Should be left blank or be set to Customisable Inline HTML. The Data Library option is there for legacy support reasons.
• Text Displayed at the Top of Reviewer Feedback page The text entered here will be displayed at the top of the Reviewer's Feedback page.
• Text Displayed in the Middle of the Reviewer Feedback Page Text entered here will be displayed in the middle of the Reviewer's Feedback page.
• Text Displayed in Bottom of Reviewer Feedback Page The text entered here will be displayed at the bottom of the Reviewer's Feedback page.

Special Configuration

Some of the options within this section will only be applicable if there are additional Diligent Entities Modules installed and configured to be used in parallel with Review Manager. Contact your Diligent Entities CSM for those items not listed in this section.

• Hidden? If a Review is Hidden, it is not visible and will not appear in the Review Administrator's list. Users will need to be assigned appropriate rights in order for them to be able to see Hidden Reviews. In addition, the Administrators will not be able to initiate Hidden Reviews unless they have been given the rights to see Hidden Reviews.
• Only Send when Rules Failed? If the Yes checkbox is selected, an Entity will only be included in the Review if it failed any of the Rules applied to the Review.
• Suppress Duplicate Survey Check? Checking the Yes checkbox enables Entities to be in several Reviews concurrently. If the No checkbox is checked, an alert will notify the User that there is an outstanding Review pending.
• QR Types if left blank, the Review applies to all Entity types. Otherwise, enter C=Company, I=Individual, R=Other Entity Type, A=Appointment, A = Appointment, E= Appointee, D= Data Library

• Special Handling Allows you to define the content of your Reviews and get Reviewers to verify Appointee details instead of Company Details, while concurrently running the Reviews from the Company Search area.
• Appointment Types and Appointment Categories - The Special Handling field gives you a choice between 'Appointees' and 'Appointments' and can be used in conjunction with the Appointment Types and Appointment Categories to determine which Appointees are to be included in the Review. For instance, if "Appointees" is selected, and further coding is added in the Appointment Types or Appointment Category fields, this will create one Review per individual actively holding an Appointment meeting the criteria. Alternatively, if 'Appointments' is selected, this will create one Review per individual per Appointment meeting the criteria.

• Options - Section where options can be entered for the Review tab. They are separated by semicolon:

Options	Description
ShowRequests=Y	Turns on Requests section
ShowRequests=N	Turns off Requests section
RevNoteShowOCE=Y	Turns on Other Connected Entities of connected DL
RevNoteShowOCE=N	Turns off Other Connected Entities of connected DL
RevNoteShowOCEQR=Y	Turns on QR for Other Connected Entities
RevNoteShowOCEQR=N	Turns off QR for Other Connected Entities
RevNoteShowDocs=Y	Turns on Documents of connected DL
RevNoteShowDocs=N	Turns off Documents of connected DL
ResultShowChanges=N	Turns off "Changes?" in completed Review section

Once you have completed the Setup, select Save and then Close. You have now created your first Setup.