Assigning Reviewers to a Document

You can assign one or more reviewers to check the document for accuracy and completeness.

Note: Assigning reviewers is an optional Properties Wizard step unless the template includes one or more required reviewers.

Assign Reviewers to a Document

  1. From an open document, click the Properties Wizard tab, and then click Reviewers.

  2. First check to see if the template included reviewer assignments. In the example below, the template automatically added two reviewers. The reviewer assignment marked with is required, meaning that you cannot remove it. The other reviewer assignment is optional and can be treated as a suggestion. To remove an optional reviewer assignment, click it, and then click .
  3. For Select From, assign reviewers by individual user, by group, by department, or by job titles.
    1. Do one of the following:
      • If Reviewers or Groups are listed, select one or more of the listed items.

      • If Departments, Department Groups, or Job Titles are listed, click one, select one or more users, and then click OK.

        Important: As you use any of the user selection methods above, the total number of currently selected individual users is displayed above the selections in the pane on the right, as shown below.

        Click the user count to view a list of the selected users.

        While viewing currently selected users, do either of the following:

        • Use Search to find a specific user in a large list.
        • Click Export to Excel and follow the prompts to export an Excel file containing the names and other identifying information of all selected users.

  4. For Sites, do one of the following:

    • Leave the default site selection to select reviewers from the current site.
    • Select a different site, and then click OK.

    • Select Allow multiple selections, select two or more sites, and then click OK.

      Important: If you will be assigning reviewers from other sites, see About Task Assignments and Site Access before doing so.

  5. (Optional) By default, all assigned reviewers must complete their tasks before the document/assessment moves on in the workflow. Alternatively, you can set several users required and have the document/assessment moved on in the workflow as soon as that number of approvers complete their tasks. In the right pane, click , select Number of users required from those assigned, and type a number, and then click OK.

    Note: If a group is included and is both inherited from the template and designated as required, users within the group are counted individually toward the Require number. For example, suppose that, on a particular reviewer level, there is one individually assigned reviewer and a required group inherited from the template containing three reviewers. If you set the Require number at 2, either of the following would complete the level: the individually assigned reviewer and one user from the required group accepts the document; two users from the required group accept the document.

  6. (Optional) Set a due date for when reviewers should be finished. See Setting Due Dates for Writing, Review, Approval, and Assignee Tasks.
  7. (Optional)  As you assign reviewers, they all receive tasks when you submit the document for review. If you want the document to go to reviewers in a specific order, create additional review levels. See Assigning Review Levels for details.
  8. (Optional) Click Advanced Settings, and then click Add Note to include instructions or other information for the assigned reviewers. See Adding Notes for Writers, Reviewers, Approvers, and Assignees for details.
  9. Do one of the following:
    • To continue with assigning properties, click Next Step, and then go to Assigning Approvers to a Document.
    • To stop assigning properties and finish later, click More, and then click Save and Close. (When you are ready to continue with assigning properties, go to Editing a Draft Document.)