Document Review

The Document Review page provides a two-tab interface for managing document review requests within your organisation's library. Reviewers process incoming requests, while requestors can monitor and edit their submitted requests. The page enables controlled document management through formal review workflows.

As a designated reviewer, you assess submitted document changes and decide whether to approve or reject them. This workflow ensures quality control and compliance with organisational standards.

When to review

Review document requests when:

• A requestor has submitted a document for formal review
• You are assigned as the reviewer for a specific request
• The request appears in your Pending Review tab
• You have been notified via email about the review request

Review steps

1. Locate the request: Find the request in the Pending Review tab. You can use the search box or filters to narrow down the list.
2. Open the review window: Click the Review button in the first column of the table row.
3. Read the requestor's details: Review the requestor's remarks, submitted documents, and any context provided in the request.
4. Examine the document: Click on document links to view the hard copy, editable copy, or authority submission documents. These open in a document preview window.
5. Add reviewer remarks: Enter your comments in the "Reviewer's Remarks" text area. Remarks are required if you reject the request.
6. Attach supporting documents (optional): Use the "Reviewer's Documents" section to upload additional files that support your decision.
7. Make your decision:
   • Click the green Approve button to approve the request
   • Click the red Reject button to reject the request (only enabled if you have entered remarks)

Result

When you approve or reject:

• The review request moves from Pending Review to the Closed tab
• The outcome (Approved or Rejected) is recorded with your user account and timestamp
• The requestor receives an email notification about your decision
• The document's status in the organisation library updates accordingly

As a requestor, you create review requests to formally submit document changes for approval. This workflow is used when you have prepared a document revision that needs formal sign-off before being published in the organisation library.

When to submit a request

Submit a review request when:

• You have completed edits to a document and need approval to publish
• A document requires periodic review or re-certification
• Regulatory or organisational policy requires formal sign-off
• You need another person's expertise or authority to validate the changes

Request submission steps

1. Access from Manage Library: When editing a document in the Organisation Library, you will have an option to submit for review.
2. Select a reviewer: Choose the person who will assess your document. This should be someone with authority and expertise to approve the changes.
3. Add remarks: Explain what has changed, why the review is needed, and any specific areas you want the reviewer to focus on.
4. Submit: Click "Submit for review" to create the request. An email notification is sent to the reviewer.

Result

After submission:

• A unique code is generated for the request (e.g., CDR-1224-0001)
• The request appears in the Pending Review tab on this page
• The reviewer is notified via email
• You can track the request status and edit it if needed before it is reviewed

If you are the requestor and the request has not yet been reviewed, you can edit the details or cancel it entirely.

Edit a request

1. Locate your request: Find it in the Pending Review tab.
2. Click the edit button: Click the button in the "Edit request" column (second column).
3. Update fields: Change the reviewer or modify your remarks as needed.
4. Save: Click "Submit for review" to save your changes. The reviewer is notified if the reviewer assignment changed.

Cancel a request

1. Locate your request: Find it in the Pending Review tab.
2. Click the cancel button: Click the red button in the last column.
3. Confirm cancellation: A confirmation window opens. Confirm to permanently cancel the request.

Tabs

Search and filters

Review requests table

The table displays all review requests for the selected tab. Columns adapt based on whether you're viewing Pending Review or Closed requests.

Windows

Review window (reviewer)

Opens when you click the Review button. This window allows reviewers to:

• View requestor's remarks and all request details
• Open and preview submitted documents (hard copy, editable copy, authority submission)
• Enter reviewer remarks (required for rejection)
• Upload additional documents to support the review
• Approve or reject the request

Edit request window (requestor)

Opens when you click the Edit button for your own pending request. This window allows you to:

• Change the assigned reviewer
• Update your remarks
• Save changes and notify the reviewer

Details read-only window

Opens when you click the code button. This window displays full request details in read-only mode:

• Request code
• Document name and details
• Requestor and reviewer information
• Dates (requested and reviewed)
• Requestor's remarks
• Reviewer's remarks (if reviewed)
• Outcome (if reviewed)

Document preview window

Opens when you click on document links within the review or details windows. This window:

• Displays the document in a preview viewer
• Provides print and PDF download buttons
• Allows you to close and return to the previous window

Permissions

• View this page: You must have specific reviewer permissions. Check with your administrator if you cannot access this page.
• Review a request: You must be the designated reviewer for that specific request.
• Edit a request: You must be the original requestor and the request must still be pending (not yet reviewed).
• Cancel a request: You must be the original requestor and the request must still be pending.

Review validation rules

• Reviewer assignment required: Every review request must have a designated reviewer. You cannot submit a request without selecting a reviewer.
• Remarks required for rejection: If you reject a request, you must provide remarks explaining your decision. The Reject button is disabled until you enter remarks.
• No changes after review: Once a request is approved or rejected, it becomes read-only. No further edits are possible by requestor or reviewer.
• Requestor cannot review own requests: The requestor and reviewer must be different people.

Common validation messages

Common questions

Why can't I see any review requests?

You will only see requests where you are either the requestor or the reviewer. If you expect to see requests but don't, verify that:

• You are assigned as the reviewer for the requests you expect to see
• You have the correct permissions to access the Document Review page
• The requests have not been filtered out by your search or date filters—clear all filters and try again

Why is the Review button disabled?

The Review button is only enabled if you are the designated reviewer for that request. If you see a disabled button with a "Not Authorized" icon, either:

• You are not the reviewer for this request
• Someone else was assigned as the reviewer

Contact the requestor if you believe you should be the reviewer.

Why is the Reject button disabled?

The Reject button remains disabled until you enter text in the "Reviewer's Remarks" field. Remarks are mandatory when rejecting a request to ensure the requestor understands the reason for rejection.

Can I undo an approval or rejection?

No. Once you approve or reject a review request, the decision is final and cannot be undone. If a mistake was made, the requestor must create a new review request.

How do I change the reviewer after submitting a request?

If the request is still pending review, click the Edit button in your request row. You can then select a different reviewer and save. The new reviewer will be notified via email.

Why can't I see the document preview?

If the document preview window is blank or shows an error:

• The document file may not have been uploaded correctly. Contact the requestor to re-upload the document.
• Your browser may not support the document format. Try downloading the document instead.
• Network connectivity issues may prevent loading. Refresh the page and try again.

Where do I create a new review request?

New review requests are typically created from the Organisation: Manage Library page when you edit or upload a document. This page is for viewing, reviewing, and managing existing requests, not for creating new ones.