KB User's Guide - Documents Tab - Review Options / Comments: Optional
As a way to manage their document workflow, KB Admins have a choice. They may choose to allow their Authors to readily edit Active documents and still have the opportunity to communicate with authors and leave comments. Another option for KB admins with multiple authors is to require Authors make a descriptive comment, send a comment directly to the author, or leave a communique before updating a document. This document will talk about the former method of leaving comments as optional.
Default Setting: Allow Authors to readily edit a document: Comments Optional
When a KB Group is created, the default setting allows to readily edit documents. To edit: Authors navigate to a specific Document.
In the image below, an Author used the navigation: Documents tab > Active link (found in the left navigation bar). The Active Documents screen is displayed along with the Search/ display filters and checkbox filters above the list of Active documents.
From here, the Author can either:
- Click on the document Title to review the Active document content
- Click on the Edit button which leads directly to the Editing Document XXX screen.
OR
Upon clicking the document Title from this screen, Authors are presented with six buttons on the top of the Active document in view mode.
In the image below, Document XXX (Active) presents six buttons presented horizontally. To read more about these buttons please review this document, KB User's Guide - Documents Tab - Review Mode Button Descriptions
To edit this document from here, Authors click on the Edit button on the far left. This button leads to the Editing Document screen.
In the image below, we have clicked on the Edit button and the screen name has changed to "Editing Document". Proceed with your edits by following your KB Group's workflow.
Review Options/ Comments (optional) for Authors
Authors with Publish rights will see the following Review Options at the bottom of the Active document they would like to Edit. The image below lists six Review Options plus the Send comments to owner.
Authors without Publish rights will see the following Review Options at the bottom of the Active document they would like to Edit. The image below lists three Review Options plus the Send comments to owner.
The following are descriptions of each Review Option:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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 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.
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.
Comments Best Practices
- You do not need to enter comments in order to use the following buttons: Mark as reviewed, Save as..., See revisions or View Source.
- Comments may be required to edit a document (when the Submit button is clicked). Whether or not comments are required is set at the Site level in the Settings tab > Group Spaces link > click on the Edit button in line 1 of the table in the Group Spaces screen. KB Admins may see more details here, KB User's Guide - Settings Tab - Require Review Comments: Choosing Yes or No
- The Comment Field is used to log communication and is intended to save as soon as you hit the Submit button at the bottom of the document.
- Comments are not only for changes made to Active documents, but is available on documents of all status; In Review, In Progress, Inactive and Trash.
- If the intended change stated in a comment was not made, another comment can be entered saying “Document was left as-is.”