PleaseReview 6.2. Customer Release Notes

Transcription

1 PleaseReview 6.2 Customer Release Notes

2 Overview Introduction This document provides an overview of the functional enhancements in the PleaseReview 6.2 release. It is for existing PleaseReview users, and those familiar with previous versions of PleaseReview, specifically v6.1. The document is aimed at business users, while the PleaseReview 6.2 upgrade guide is for technical users. Full details of the new functionality covered in this document can be found in the PleaseReview 6.2 user manual. Note that when upgrading to PleaseReview 6.2 all new functionality is automatically available. Background PleaseReview 6.2 provides the following new features and enhancements: 1. OpenSpace reviews enable a co-authoring session in Microsoft SharePoint. This is particularly useful in the pre-review stage, where a small team of participants may need to develop the document content and wish to work in an uncontrolled environment with full Microsoft Word capabilities prior to the document moving into a controlled review cycle. allow users to mention other review participants when commenting in a review. By doing so, this notifies the participant and allows the participant to navigate to any comment where they have been mentioned. This allows the review owner and any other participants to direct another participant s attention to specific parts of a review in a simple and effective way, allowing those reviewers who may not want/need to review the whole document be directed to those sections that are relevant. 3. Improved handling of Word documents. This includes: Full round tripping of Word documents that include VBA and/or macros within the document; Enhanced handling of Word content controls. These enhancements include the ability to edit both plain and rich text content controls within PleaseReview where the content control properties permit (i.e. if the content control cannot be edited in Word this behavior persists in PleaseReview); Enhanced handling of Transcelerate templates. 4. Enhancements to review set up when uploading documents. This includes: The ability to upload Feedback documents is now configurable; An advanced option to easily upload multiple Reference documents at once. 5. The review interface for both Microsoft Word and PDF documents now includes the ability to attach a file when making comments and proposed changes. 6. Change in behaviour when setting up a review: Review types are now used for all reviews. By default, Standard and Multi-phase review types are available (and OpenSpace if configured), this means a slight change to the review set up at step 1. Additional review types can also be added. Most of these enhancements have been introduced as a direct result of customer feedback. Several will be developed further in future releases. 1

3 PleaseReview OpenSpace OpenSpace reviews enable a co-authoring session in Microsoft SharePoint. This is particularly useful in the pre- review stage, where a small team of participants need to develop the document content and wish to work in an uncontrolled environment with full Microsoft Word capabilities prior to the document moving into a controlled review cycle. Review set up Setting up an OpenSpace review is enabled by selecting the OpenSpace review type option at step 1 of the new review wizard: Select OpenSpace At step 2 of the new review set up, documents are uploaded to the review in the usual way. At step 3, participants are added to the review in the usual way. Note, however, that all participants must be added to the review as an Author. At step 4, the review options can be set. Note that by default, most review options are not available: At step 5, the final step in the new review set up, the details of the review are verified and confirmed. 2

4 Review environment Participants of an OpenSpace review can enter the review in the usual way, by selecting the Enter link from the PleaseReview home screen or the Review Control Panel. Either method will open the SharePoint environment in a second tab in the browser. Note that you must ensure your browser popup blocker allows access to the SharePoint site. Click on the link in the SharePoint environment to open and edit the document: Once complete, save and close the document. Upon leaving the OpenSpace session, the usual Update Status screen in PleaseReview will display. Review closeout An OpenSpace review can be closed out in the usual way via the Review Control Panel. Once completed, the review Owner has the ability to download three different versions of the document(s): the original; the latest version; and a comparison of the changes. 3

5 @Mentions PleaseReview to be used in comments and discussion threads. This provides the ability to mention participants in the review in a comment or discussion thread and PleaseReview will notify the participant about the comment/discussion via . To while entering a comment or discussion thread, simply type symbol followed by the user name to be mentioned. PleaseReview will automatically provide a list of suggested participants in the review matching the text typed: Suggested participants appear matching text entered Add by clicking the suggestion or pressing the Enter key. Once the comment or discussion thread has been applied, an notification is sent to the participant and their name appears in colored text in the comment information box to the right of the document: When a review participants can navigate by mentions via the dropdown navigation list: are recorded in the reconciliation report and the document download. 4

6 Improved handling of Word documents Uploading documents which contain VBA or Macros PleaseReview now supports full round tripping of Word documents that include VBA and/or macros within the document. Uploading documents with Content Controls In a standard review of a Microsoft Word document containing content controls, the display and behavior of the content controls in PleaseReview will depend on the type of content control used and its properties/restrictions. In general, all content controls are restricted in that they cannot be deleted in PleaseReview and any content controls marked as read-only cannot be edited. In PleaseReview a warning message notifies the user that the paragraph is read-only: Content controls which are not marked as read-only can be edited in PleaseReview. This is based on the properties of the content control in Microsoft Word (i.e. using the control cannot be edited setting). In the inline editor, controls marked as read-only in Microsoft Word display with gray shading: Editable controls display with blue shading: Specific details of the behaviors in PleaseReview are documented in the user manual. Uploading Transcelerate templates The technology enabled templates available from Transcelerate use a number of content controls to manage the content of the document. These content controls are covered above with the addition that a content control within a Transcelerate technology enabled template may appear several times within the document. When a content control appears multiple times within the document, the content control will be readonly, regardless of the content control properties. In PleaseReview a warning message notifies the user that comments and changes cannot be made as the control is repeated in the document: 5

7 Enhancements to document upload Uploading multiple reference documents To upload multiple reference documents quickly and easily in a review, the Upload as reference documents check box can be used. The Upload as reference documents check box enables multiple files to be uploaded as reference documents and removes the need to change the file type for each individual document. This option is located within the Advanced Options link at the bottom of the screen. Feedback documents upload is now configurable There is now a configuration setting which determines whether or not there is the option to upload feedback documents into a review. The configuration setting can be found in the Admin user interface, under Review advanced, Enable feedback documents. Information on using feedback documents can be found in the PleaseReview user manual. 6

8 Attaching a file The review interface for both Microsoft Word and PDF documents now includes the ability to attach a file. Attaching a file in a Word review A file can be attached to a comment or proposed change of a Word document. To attach a file, select Attach a file from the icon in the inline editor: The browse option opens allowing a file to be selected. Once applied the attached file is displayed in the comment box to the right of the document: Attaching a file in a PDF review A file can be attached to a comment, proposed change or redaction of a PDF. To attach a file, select the paperclip icon ) in the comment box when applying a comment/change/redaction: The browse option opens allowing a file to be selected. Once applied the attached file is displayed in the comment box to the right of the document: 7

9 Review types Review types are now used for all reviews which means a slight change to the new review set process. The purpose of the review type functionality is to provide standard review templates. This means that review Owners use default settings when creating a new review, associated with the chosen review type. In PleaseReview 6.2, the review type field is mandatory. By default, there are three review types available: Review Type Standard (default) Multi-phase OpenSpace (if available) Description Will create a standard, single phase, review using default settings. Will create a multi-phase review. If enabled by system configuration, will create an OpenSpace review whereby the review is linked to Microsoft SharePoint. Additional review types may be created by the System or Workgroup Administrator. They can specify all the review parameters, including review participants which can be based on distribution list membership. Step 1 of the review set up now appears like this: Select review type For more information, please contact your account manager or info@ideagen.com 8