Manage document reviews

Once document reviews have been performed, the tender administrator or review manager can assess and manage reviews.

Assess document reviews

To assess document reviews:

1. Navigate to the home page of the tender. If necessary, click the Schedule tab.

2. Click the name of the Review schedule item.

   The Review page is displayed.

3. In the Reviews section, click the drop-down arrow for the required review, and select Assess Review from the menu.

   The Assess Review page is displayed, showing a read-only view of the review.

4. Once you have assessed the review, you can return to the Review schedule item home page to escalate it if necessary, or mark it as closed (see Marking Reviews as Closed below).

Alternatively, you can view a list of all tender reviews assigned to you and which you can manage on the Reviews page. On the tender home page, click and select Tender Reviews from the menu. Filter the page by selecting Reviews or Managed Reviews from the drop-down list.

Configure escalated reviews

The escalated review feature allows tender team members (with the required permissions) to configure reviews that can be assigned sequentially. This means that when all reviewers have completed their reviews, and the review is in the Awaiting Assessment stage, the review can be assigned to other users until the point that the review schedule item has been marked as complete.

Escalated reviews allow reviews to be carried out in order of authority with a senior user having overall responsibility for the review sign-off or allow another user with specialist knowledge to be included to answer specific questions.

To configure an escalated review:

5. Navigate to the home page of the tender. If necessary, click the Schedule tab.

6. Click the name of the Review schedule item.

   The Review page is displayed.

7. In the Reviews section, click the drop-down arrow for the required review, and select Manage Review from the menu.

   The Manage Review page is displayed.

8. Click Add Reviewers.

   Note This button is available until the review has been marked as Complete.

   The Add Reviewer page is displayed.

9. Click the icon.

   The Add Reviewers window is displayed.

10. Apply the required search filters, and click Search.

    All company users that match the search criteria are displayed.

11. Select the users you want to add as reviewers.

12. Click OK.

    The selected users are displayed on the Add Reviewer page.

13. Click Save.

    A confirmation message is displayed. All reviewers that have been added are sent a notification email.

Resetting Reviewer Status

The reviewer status can be changed by a tender team member assigned to the review and the tender administrator. The status of a review can only be changed from Complete to In Progress.

To reset a reviewer's status:

14. Navigate to the home page of the tender. If necessary, click the Schedule tab.

15. Click the name of the Review schedule item.

    The Review page is displayed.

16. In the Reviews section, click the drop-down arrow for the required review, and select Manage Review from the menu.

    The Manage Review page is displayed.

17. In the Reviewers section, click the drop-down arrow for the required reviewer, and select Reset Reviewer's Status from the menu.

    A warning message is displayed.

18. Click OK.

    A confirmation message is displayed.

Clearing Review Document Reservations

Only users with the Documents - Clear File Reservations permission have the ability to clear document reservations on documents reserved by another user.

To clear a document reservation:

19. Navigate to the Review schedule item home page.

    Alternatively, click on the tender home page and select Tender Reviews from the menu. The Tender Reviews page is displayed. If necessary, Select Managed Reviews from the filter.

20. In the Reviews section, click the drop-down arrow for the required review, and select Manage Review from the menu.

    The Manage Review page is displayed.

21. Click the drop-down arrow for the document you want to work on, and select Properties from the menu.

    The File Details page is displayed.

22. Click the icon.

    A warning message is displayed.

23. Click OK.

    The File Details page is refreshed and the document reservation is cleared.

Marking Reviews as Closed

When all reviews have been completed, you can mark a review as Closed. This closes the review and prevents any more edits or review comments from being added.

To mark a review as Closed:

24. Navigate to the home page of the tender. If necessary, click the Schedule tab.

25. Click the name of the Review schedule item.

    The Review page is displayed.

26. In the Reviews section, click the drop-down arrow for the required review, and select Mark Review as Closed from the menu.

    The Review Closing Comments page is displayed.

27. Enter closing comments in the Closing Comments text box.

28. Click Close.

    A warning message is displayed.

29. Click OK.

    A confirmation message is displayed.

Deleting Reviews

Note A review cannot be deleted if it has been started.

To delete a review:

30. Navigate to the home page of the tender. If necessary, click the Schedule tab.

31. Click the name of the Review schedule item.

    The Review page is displayed.

32. Click the drop-down arrow for the review you want to delete, and select Delete Review from the menu.

    A warning message is displayed.

33. Click OK.

    A confirmation message is displayed.