Document review cycle

The document review cycle includes the following phases and phase-related tasks: DRAFTING, REVISING, APPROVING, PUBLISHING, and CLOSURE. The document review cycle helps you manage how a document moves from drafting through approval, publishing, and closure. Depending on the phase, work can be collaborative or ownership-based. In DRAFTING and REVISING, authorized users can work together on the document through collaborative editing. In APPROVING, PUBLISHING, and CLOSURE, ownership-based workflow controls continue to apply.

Best practice for managing review cycles

Assign Review Queues based on the work required in each phase. The way users access and complete work depends on whether the phase supports collaborative editing or uses ownership-based task handling.

Important

Drafting and Revising:

  • If a Review Queue is assigned, its members can collaboratively edit the document without taking ownership.

  • If no Review Queue is assigned, only the document owner or an administrator can edit the document.

  • Up to 5 users can collaboratively edit a document at the same time.

  • New Drafting and Revising work currently appears under Unassigned for all Review Queue members rather than as an ownership-based edit task.

  • Existing documents that already had ownership assigned continue to follow legacy task behavior during the current review cycle. The current owner can see the task under My Tasks.

Approving, Publishing, and Closure:

  • These phases continue to use ownership-based task handling.

  • Use ownership settings, such as Take Ownership Within and auto-assignment, when the phase requires a single owner to complete the task.

可用的审阅周期操作

审阅周期操作因工作流阶段而异，支持协作编辑或基于所有权的任务管理。审阅队列确保在审阅流程的各阶段将相应的工作转派给适任的审阅者。

  • 起草和修订阶段支持协作编辑，允许指定审阅队列成员编辑该文档，而无需承接所有权。

  • 核准、发布和结束阶段遵循基于所有权的模型，其中任务所有权和指派控制机制持续有效。

文档审阅的范围和完整性取决于针对该文档所配置的审阅层级或审阅队列。创建审核队列后，您可以执行以下操作：

  • 完成最终审阅：指派专人或责任群组以完成最终审阅。

  • 协作编辑：在起草和修订阶段，获得授权的审阅队列成员可以协作编辑文档，而无需承接所有权。

  • 承接所有权：在核准、发布和结束阶段，将任务指派给自己进行处理。

  • 释放所有权：在基于所有权的阶段中，释放任务，以便审阅队列中的其他合格用户可以处理该任务。

  • 标记完成：将文档审阅或任务标记为完成。如果多位用户仍在编辑文档，则在编辑完成之前，标记为完成选项可能不可用。

  • 添加：选择菜单图标以向文档中添加其他小节或工作流步骤。其他选项包括：
    • 添加章节：向文档添加新章节以完成文档审核。
    • 添加步骤：向文档中的现有章节添加新步骤。
    • 添加编辑：向文档添加额外的编辑组件。
    • 添加审批：在完成文档审核周期之前添加额外的审批层级。
    • 添加修订：在标记为完成之前，添加额外的层级来修订文档。
    • 添加关闭：在将文档标记为完成之前，添加额外的层级进行关闭。
  • 插入片段：为您的文档添加可复用的片段。
  • 移除：移除您为文档添加的审阅层。
  • 恢复：若在审核文档时意外删除了章节或层级，则恢复文档的历史版本。
  • 管理前序任务：您可以在完成文档审核周期前分配前序任务。

说明

在起草和修订阶段，如果指派了审阅队列，审阅队列成员便可以协作编辑文档。如果未指派审阅队列，则仅文档所有者或管理员可以编辑该文档。最多 5 位用户可以同时协作编辑同一文档。

It is recommended that Administrators select Enable Auto-assign to each phase of a review cycle to ensure someone has ownership.

Always close out a review cycle. If you do not, the cycle will appear to be open indefinitely. If you have a centralized policy team that manages policies, it is a best practice for that team to start (DRAFTING phase) and close out (CLOSURE phase) a review cycle. If you have a decentralized team, ensure that someone is responsible to close the review cycle.

Tasks in review cycle phases

In each phase, you can have any number and types of tasks. Certain types of tasks can only be added under certain phases, for example, approval task must under APPROVING phase.

The components of tasks in a review cycle includes the following:

  • Checkmarks: Select the checkmark to complete phases and tasks.
  • Clock: Select the clock icon to see the date and time for each completed phase.
  • Info: Select the Info icon to see the review flow assigned.

Drafting

In the DRAFTING phase, a document may be written for the first time, or reviewed at the start of a review cycle. To speed drafting, reusable content such as components and widgets can be used. After the DRAFTING phase is complete, the document moves to the next phase and does not return to the DRAFTING phase. For more information, see Creating a document.

Revising

In the REVISING phase, the document is iteratively reviewed and revised. Reviewers in a review queue add comments and may have rights to enter edits in the document. Multiple people are typically involved in a review and several iterations of the review are often required. If a change is made after earlier reviewers have approved the document, the system detects the change, resets the review cycle at the appropriate point, and notifies involved reviewers to view and approve the change.
The REVISING phase is complete when all reviewers have approved the same, final document. For more information, see Revising a document.

Approving

In the APPROVING phase, people in assigned queues examine the document and either approve or do not approve the document and comment on any issues. If the document is not approved, the system reopens the revising phase and notifies appropriate reviewers.
The system manages as many revising/approving cycles as necessary. The APPROVING phase is complete once all approvals are given. For more information, see Approving a document.

Publishing

In the PUBLISHING phase, the document cannot return to an earlier phase. Publishing a document can trigger dependent document review cycles. For more information, see Publishing a document.

Closure

In the CLOSURE phase, any business tasks related to ending the review cycle are executed and the review cycle is complete. The system will initiate a subsequent review based on the review frequency. For more information, see Publishing a document.

Off-cycle reviews

If a document needs to be updated before the next review date, you can start an off-cycle review. For more information, see Starting an off-cycle review.

Due dates and To Dos

At any point, you can select the Review Cycle tab then a task to view the Due by date and who the document will be routed to next in the right pane.

In To Do, select Add to add a reminder for the task and a due date, such as consult a colleague. You can also add notes. If you have active or pending To Do items, you cannot select the Done with Task to close the task.