Create an Internal Review workflow - HxGN SDx - Update 63 - Help

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SmartPlant Foundation / SDx Version
10

This functionality was modified in an update. For more information, see Create an Internal Review workflow (modified in an update).

As an engineer working on a document, you can send it to other engineers within the organization for review using the internal review workflow. There can be one or more reviewers but only one approver. Once the review process is complete, the working documents will be signed off before sending it to other organizations.

You can create an internal review action from the Internal Communication feature set or from the Actions menu of one or more working documents. Once the action is created, it gets attached to the Internal Review workflow.

Step

Description

Branch based on condition

In the New Internal Review Action window,

  • Click SAVE AS DRAFT to attach the documents later.

or

  • Click FINISH to send the documents for review.

Add content, markups, and comments

  • Click Manage related files or Manage Documents to add files or documents. For more information, see Managing documents and files.

  • Click Options to

  • Click the file hyperlink to add markups or comments.

This step is completed by the submitter of the internal review workflow.

The workflow step response date is calculated based on the due date entered. For example, if the due date is 5 days from the current date, the system adds 5 days to the current date and sets the result as the workflow step response date, excluding any non-working days. If the Due date box value is blank, then the current date is set as the workflow step response date.

Set milestone on documents

The system creates a document milestone and sets the milestone status to IN REVIEW.

Review the document

The reviewer receives the request in the To Do List. Like in the Add content, markups, and comments step, the reviewer reviews the document and gives feedback.

Approve the changes

The approver reviews the documents and other review comments. If satisfied, the approver consolidates the changes, approves this step, and completes the workflow. The system sets the milestone status to REVIEW COMPLETED.

If the approver rejects this step, a Review Rejection step is sent to the submitter. The system sets the milestone status to REVIEW REJECTED.

PDF renditions of the documents are generated, including markups. If a PDF rendition fails to generate, the system directs the workflow to the Correct failure step. For more information on PDF rendition errors, see Correct PDF rendition generation failures.

Review Rejection

If Reissue is selected, the system revises the review action. Any documents, tags, files, markups on the existing object are copied on to the new object. Based on the feedback, the submitter then updates the content as mentioned in the Add content, markups, and comments step above.

If Close is selected, the system exits the workflow.

Complete the workflow

The workflow ends and the working document is signed off. The submitter receives a completion notice (information step) in the To Do List.

Details of the internal review workflow steps:

  1. In the New Internal Review Action window:

    • Type or select the required information.

    • Navigate to the next page and search for the working documents.

      The current configuration-related documents are returned in the search results, if the Query by selected configurations only option is enabled.

    • Select one or more working documents that you want to be reviewed, and click ADD.

      You can edit the value of the issue purpose for each selected document. However, the value cannot be blank.

    • If the submitter selects SAVE AS DRAFT, the system sends an Add content, markups, and comments step to the submitter's To Do List.

    • If the submitter selects FINISH, the system sends a review step to the selected recipients.

  2. When the submitter clicks FINISH in the New Internal Review Action window or completes the Add content step:

    • The system validates that the approver is selected and that they are not the same as the reviewer.

    • The system sets the recipient to the Reviewer and Approver specified in the create dialog box.

    • The system sets the workflow step target date to the Due date specified in the create dialog box.

  3. The reviewer gets a step in the To Do List. If the reviewer updates the document, the approver sees those changes in the Approver step.

    • If there are multiple reviewers, the approver must consolidate the changes and can suppress the comments.

    • Click WAIVE to decline the document review.

    This is an optional step. Reviewer selection is not mandatory in the internal review workflow process.

  4. The approver reviews the document. The approver can see any changes made to the document by the reviewers.

    • If the approver approves the document, it is signed off and the internal review process ends.

      If the approver completes the step, the system closes any pending review steps in the reviewers' To Do List.

    • If the approver rejects the step, the system sends a Review Rejection step to the submitter.

  5. In the Review Rejection step:

    • If the submitter selects Reissue, the system sends a Revise Request step to the submitter's To Do List. The workflow continues from step 2.

    • If the submitter selects Close, the system closes the internal review workflow process.

For more information, see Internal review.

What does the internal review action status mean?

Review status

Icon

Description

RESERVED/DRAFT

Review action has been created as a draft, but it is not ready for review.

ISSUED

Review action was issued to the internal user.

REJECTED

Review action was rejected by the internal user.

COMPLETED

Review action was completed.

SUPERSEDED

Review action was revised.

See how to create an Internal Review Action

See how the Internal Review Action is reviewed and approved

See how the submitter acknowledges and completes the Internal Review Action

What happens when an approver requests additional reviewers for a document that is in review?

The Append Internal Reviewer workflow handles the request from an approver to add one or more reviewers to a document that is in review. The workflow creates a review object for the appended reviewer and adds a task in the user's To Do list.

Add an Internal Reviewer

  1. In your To Do List, select a document review task for Approve the Review step.

  2. Click Actions > Add Internal Reviewer.

  3. In the Add Recipients page, select the Role and User, and then click Finish.

How to identify step progress as a Approver?

When a Perform Internal Review step is completed, it reflects in the step progress column as a percentage. The percentage of the progress depends on the number of reviewers to the internal review action. For example, If an internal review action has two reviewers assigned:

Reviewer action

Step progress

Review is started but not completed by any of the reviewers

The review progress is 0.

One of the reviewers completes or waives off the review

The review progress is 50%.

You add a new reviewer

The review progress is 33.33%. (Now the number of reviewers are three and only one of them has completed the review)

You reassign a reviewer who has already completed the reviews

The review progress is calculated accordingly.

All the reviewers complete the review task

The review progress is completed and is shown as 100%.