Using Author-it Reviewer

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Using Author-it

Reviewer

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in writing. Author-it Software Corporation Ltd does not warrant that this document is error-free.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of Author-it Software Corporation Ltd.

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Author-it Software Corporation PO Box 300-273

Albany Auckland New Zealand Telephone +64-9-915 5070 Fax +64-9-915 5071

[email protected] (mailto:[email protected])

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Using This Guide

This section helps you get the most out of this Guide.

In This Chapter

Who This Guide Is For ... 3

What This Guide Covers ... 3

Typographical Conventions ... 3

Please consider sending us feedback! ... 4

Who This Guide Is For

This Guide is for anyone who uses Author-it Reviewer.

What This Guide Covers

This guide tells you about:



Installing Reviewer (see "Checklist: Installing and Configuring Author-it Reviewer" on page 113)



Using Author-it Reviewer (on page 18)



The Review Processes (see "Processes, Roles, and Permissions" on page 19)



Working with Review Tasks (see "Procedures" on page 28)



Screen References (on page 87)



Frequently Asked Questions (see "Reviewer FAQ" on page 111)

Typographical Conventions

Before you start using this Guide, it is important to understand the terms and typographical conventions used in the documentation.

The following kinds of formatting in the text identify special information.

Formatting convention

Type of Information

Special Bold Items you must select, such as menu options, command buttons, or items in a list.

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Formatting convention

Type of Information

Emphasis Use to emphasize the importance of a point, or for variable

expressions such as parameters.

Monospace Information that you must type, or information like folders and filenames.

CAPITALS Names of keys on the keyboard, for example, SHIFT, CTRL, or ALT.

KEY+KEY Key combinations where you must press and hold down one key and

then press another, for example, CTRL+P, or ALT+F4.

Tab > Command Group > Command

Command option paths are written in the order you access a

command button from the ribbon, for example, Edit > Insert > Insert File Object.

Please consider sending us feedback!

To help us improve what we offer you, we would really appreciate your feedback about this Guide, and about any other aspect of Author-it.

Go on, we can take it (and that includes compliments too).

Every comment contributes to improving our information. You'll find we're very responsive, and we act on your suggestions as swiftly as we can. Contact Us (on page 5)

You can also provide feedback per page by clicking Submit Feedback at top right. This pops up a pre-addressed Email for you to add comments:

Note that this Email automatically identifies the current page (Topic).

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Contact Us

Author-it Software Corporation PO Box 300-273

Albany 0752, Auckland NEW ZEALAND

Ph: +64 (9) 9155070 Fax: +64 (9) 9155071

Email: [email protected] (mailto:[email protected])

Author-it Reviewer Videos

Video: Introducing Author-it Reviewer (http://www.youtube.com/v/wAw_355-uiY)

Video: Setting up Permissions for Reviewer (http://www.youtube.com/v/FBv5gQvSM5E)

Video: Setting up release states for the Review workflow

(http://www.youtube.com/v/iF-Hnc0cbOU)

Video: Setting up History settings (http://www.youtube.com/v/nGm1gy52pmY)

Video: Changing the release state of topics to be reviewed

(http://www.youtube.com/v/JgRou-EPXUg)

Video: Starting a new Review (http://www.youtube.com/v/D9gXmphgPg4)

Video: Configure user settings in Reviewer (http://www.youtube.com/v/xrQ5A6jV6Aw)

Video: Reviewing content as a Reviewer (http://www.youtube.com/v/yauZA1pm-VM)

Video: Reviewing content as a Co-ordinator (http://www.youtube.com/v/l9B3ZwGiJz4)

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Overview of Author-it Reviewer

Author-it Reviewer is a browser-based real time content reviewing application that facilitates content review and approval by subject matter experts.

This Overview includes:



What it is.



Main features.



Requirements for using Author-it Reviewer.



Author-it Reviewer Workflow.

What is Author-it Reviewer?

A content-reviewing solution!

Author-it Reviewer is an innovative browser-based solution to the frustrations that Authors notoriously experience in their efforts to have content reviewed and approved by subject matter experts.

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This typical reviewing problem... ...is resolved with this feature in Author-it Reviewer: How to manage serial reviewing -

the passing of content from reviewer to reviewer to reviewer...

Parallel reviewing.

Reviewers can mark up content simultaneously and discuss their suggestions.

The need to submit entire documents for review because expecting to track multiple individual pages through a queue of reviewers is unrealistic.

Reviews can be created for as little as a single topic / page.

This enables an important benefit of Author-it

Reviewer: Content reviewing can take place in parallel

with content creation.

Authors do not need to complete books before having large parts of them approved. If the book component reviewing process is carefully managed, documentation release dates are brought forward to more closely match product release dates.

How to motivate indifferent or dismissive Subject Matter Experts (SMEs). How to set time limits and deadlines for review procedures, remind reviewers of their deadlines, and obtain reviewer commitment to the process.

Author-it Reviewer empowers authors and provides unprecedented leverage in managing their content reviews!

Reviews are scheduled, reviewers are automatically informed of the Review commitment by Email, and reviewers can optionally be reminded by Email of approaching deadlines.

Reviewers are aware of other participants, and of the audit trail that tracks their actions.

Managers of reviewers can be included as Optional Reviewers in order to subtly (or not so subtly) motivate reviewer participation.

Important reviewers can be specified as Mandatory Reviewers, and the Review itself can be configured to remain open until a specified number of Mandatory Reviewers have completed their Reviews.

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How to consolidate conflicting or differing reviewer suggestions.

Real-time reviewing.

Social media-like functions enable online discussion between the author and all reviewers. For each mark-up or comment, all participants can optionally click to Agree or Disagree, and the Author can Accept or Reject.

How to incorporate peripheral (non-organizational) Subject Matter Experts in the review process.

Reviewing is browser-based and simple.

Any SME with a web browser can participate from anywhere there is an Internet connection, and the review procedures are easy enough to learn within a few minutes.

The licensing model caters to peripheral reviewers, as licenses are held in a pool to which reviewers can be added or removed. In other words, licensing is by seat in the Review, not by person, and it is a simple matter to assign a peripheral SME to a seat.

How to hide parts of a document from particular reviewers but not from other reviewers.

Review security is applied automatically based on Library security definitions.

All content is controlled by means of security

definitions, and user permissions are tracked through user login. For example, a manager and a technician may be added to the same review, but the manager sees a book of 10 topics and the technician sees a book of 6 topics, without being aware of the 4 invisible topics.

Reviews have to be monitored, managed, and require constant author intervention, which is frustrating.

Review-automation.

Content can be managed by release state so that



When it enters a Review release state it triggers a pre-configured Review. As they create content, Authors simply change its release state to Review, and it automatically enters a Review.



A Review can be configured to end automatically, and thereby automatically change the reviewed content to an Editorial release state for editing by Authors.

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Documents that have been marked up by many reviewers are often messy and the comments are difficult to understand.

Content is highlighted in unique colors per reviewer.

Comments and suggestions are displayed in a separate discussion pane.

How to locate the places where reviewers have marked up content in large printed or electronic documents.

Digital reviews provide easy location of mark-ups.

Mark-ups and suggestions are highlighted in different colors, with a unique color per reviewer.

When editing the content, click a Forward button to jump to the next mark-up.

Listing of mark-ups in a separate panel - click a panel item to jump to the associated highlighted place on the page.

No way of tracking the history of mark-ups, comments and counter-comments.

Nobody escapes the audit trail.

Author-it Reviewer provides and audit trail of comments in a discussion pane, in a History screen and in customizable Email notifications.

No way of knowing if reviewers have diligently reviewed all of the content or simply marked up a few random pages.

Monitoring of reviewer participation.

Reviewers must click a Complete button for each topic / page. Each reviewer's progress through the review is thereby tracked on a graph, so it is easy to see if reviewers have skipped topics.

No way of tracking a "complete picture" of the review effort as documents move through a multiple-participant review.

Graphical dashboard.

A graphical dashboard display provides a snapshot of the review status and progression.

After the Review, Authors need to manually re-work all of the mark-ups.

The Accept button.

Most mark-ups can be accepted and incorporated with a simple Accept button click, significantly reducing the Author's re-work effort.

Reviewing is a tedious procedure. Reviewing can actually be fun!

Reviewing can be a highly interactive experience, and the high level of automation is a joy to Authors.

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Comparison: Document and Topic-based Review Workflows

Document-based reviews

In a document-based review workflow there are a number of steps to be completed:

Step 1: The author creates the document, and the document can then go through several revisions before it is ready for the next step in the workflow. Although some content may be ready for review, the entire document must be completed before it can be passed on.

Step 2: A decision must be made on "how" the document will be reviewed. For example, if you have five participants in the review group do you circulate a single copy of the document around the group, or do you create five copies of the document and send each participant a personal copy? Both options have disadvantages:



Option 1: One copy of the document

Disadvantage - potential bottlenecks if document is not passed between participants quickly. One copy of the document is passed around the group. This method can extend review time if each reviewer must review the entire document before it can be passed to the next participant. Furthermore, how does a reviewer discuss the comments and suggestions made by previous participants? And how are earlier participants made aware of the comments and suggestions made by later participants, and given the opportunity to discuss them?



Option 2: Multiple copies of the document

Disadvantage - multiple reviews conducted in isolation, so there is no collaboration. One copy of the document is passed to each participant in the group. Because each review is isolated, there is no collaboration between participants. Participants can potentially waste time making the same comments on the same issues. The editor has a potentially time-consuming task in collating the comments from multiple reviewed documents.

Step 3: The editor waits for all copies of the document to be returned, then collates the comments and creates the final version of the document.

Topic-based reviews

Author-it Reviewer has evolved from the traditional document-based workflow into a topic-based workflow that complements the Author-it content-creation methodology.

Avoid bottlenecks and have the document ready for release soon after completion

The author feeds each topic into the review cycle as it is completed. This avoids the bottleneck of waiting for a document to be completed before any of the content can be reviewed. Authoring and review run concurrently, so that the document is potentially ready for release soon after completion.

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Real-time collaboration improves reviews

During the review, participants can see all of the comments and suggestions that have been made about the topic, so they don't waste time repeating suggestions.

Author-it Reviewer's system of commenting and replying follows social-media conventions, enabling real-time conversations between participants. This level of collaboration improves the overall quality of the review as participants share, synthesize and add further add value to their ideas.

There are advantages to conducting the review in small tasks rather than as a monolithic project It is easier to review a topic than an entire document. The review time is short, the reviewer maintains focus, and the review effort is less disruptive to the reviewer's normal work flow.

Main Features of Author-it Reviewer

Parallel reviewing

Reviewers can mark up content simultaneously and discuss their suggestions. Reviews can be created for as little as a single topic / page.

This enables an important benefit of Author-it Reviewer: Content reviewing can take place in parallel with content creation.

Authors do not need to complete books before having large parts of them approved. If the book component reviewing process is carefully managed, documentation release dates are brought forward to more closely match product release dates.

Author-it Reviewer empowers authors and provides unprecedented leverage in managing their content reviews!

Reviews are scheduled, reviewers are automatically informed of the Review commitment by Email, and reviewers can optionally be reminded by Email of approaching deadlines.

Reviewers are aware of other participants, and of the audit trail that tracks their actions. Managers of reviewers can be included as Optional Reviewers in order to subtly (or not so subtly) motivate reviewer participation.

Important reviewers can be specified as Mandatory Reviewers, and the Review itself can be configured to remain open until a specified number of Mandatory Reviewers have completed their Reviews.

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Real-time reviewing

Social media-like functions enable online discussion between the author and all reviewers. For each mark-up or comment, all participants can optionally click to Agree or Disagree, and the Author can Accept or Reject.

Simple mark-up

Add content.

Replace | Delete | Suggest

Reviewing is browser-based and simple

Any SME with a web browser can participate from anywhere there is an Internet connection, and the review procedures are easy enough to learn within a few minutes.

The licensing model caters to peripheral reviewers, as licenses are held in a pool to which reviewers can be added or removed. In other words, licensing is by seat in the Review, not by person, and it is a simple matter to assign a peripheral SME to a seat.

Review security is applied automatically based on Library security definitions

All content is controlled by means of security definitions, and user permissions are tracked through user login. For example, a manager and a technician may be added to the same review, but the manager sees a book of 10 topics and the technician sees a book of 6 topics, without being aware of the 4 invisible topics.

Review-automation

Content can be managed by release state so that

When it enters a Review release state it triggers a pre-configured Review. As they create content, Authors simply change its release state to Review, and it automatically enters a Review.

A Review can be configured to end automatically, and thereby automatically change the reviewed content to an Editorial release state for editing by Authors.

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Content is highlighted in unique colors per reviewer. Comments and suggestions are displayed in a separate discussion pane.

Digital reviews enable easy location of mark-ups

Mark-ups and suggestions are highlighted in different colors, with a unique color per reviewer. When editing the content, click a Forward button to jump to the next mark-up.

Listing of mark-ups in a separate panel - click a panel item to jump to the associated highlighted place on the page.

Nobody escapes the audit trail

Author-it Reviewer provides and audit trail of comments in a discussion pane, in a History screen and in customizable Email notifications.

Monitoring of reviewer participation

Reviewers must click a Complete button for each topic / page. Each reviewer's progress through the review is thereby tracked on a graph, so it is easy to see if reviewers have skipped topics.

Graphical dashboard provides a snapshot of the review status and progression

The Accept button

Most mark-ups can be accepted and incorporated with a simple Accept button click, significantly reducing the Author's re-work effort.

Reviewing can actually be fun!

Reviewing can be a highly interactive experience, and the high level of automation is a joy to Authors.

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Requirements to use Author-it Reviewer as a Reviewer

To use Author-it Reviewer as a Reviewer, you will need to meet the following requirements:

Skills No special skills are required. Author-it Reviewer is designed to be quickly usable even by people with no experience of the Author-it authoring platform.

Reviewer License (assigned from a pool)

A license must be available from the pool of licenses. See here for more information:

Reviewer licensing overview (on page 50)

Monitor the License Usage function (on page 49) Browser

compatibility

The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor.

While in the review phase of a Review, Reviewers operate only in the Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers.

However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially

compatible with Internet Explorer 8 and above.

Screen resolution The recommended minimum screen resolution is 1024 x 768 pixels. The browser window must be 900px or wider to fully display the Ribbon bar.

If you need more screen "real estate", try to zoom out using the browser zoom function or key controls (normally CTRL-mousewheel).

Installation and configuration

Author-it Reviewer installation and configuration requirements are described in Checklist: Installing and Configuring Author-it Reviewer

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Reviewer Workflow

The Author-it Reviewer uses a topic-based approach for reviewing content.

The review process is split into three areas - initiating the review and adding topics; reviewing the content and making suggestions; editing and finalizing the content.

Let's look at an example where a topic moves through a single review cycle.

In Author-it reviewer, an "Initiator" initiates the review (see "Initiating a Review" on page 36) by configuring a Review Form (see "Configuring the Review Form" on page 38) with fields for release states, times, and

participants (Reviewers (see "Role of the Reviewers" on page 24) and Editors

(see "Role of the Editors" on page 25)).

Email notifications, with review details, are automatically sent to participants.

Authors continue creating content in any of the Author-it content editors, and as each topic is ready for review, they put it into the "review" release state, thereby triggering the next step in the process.

When the topic is put into the review release state, an email is automatically sent to the Reviewers, providing them with the topic details.

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Reviewers digitally mark up content (see "Procedures in the Review Stage" on page 61) with suggestions, comments, additions, substitutions or deletions. They also interact with each other by means of social media type functions.

Reviewers declare their review completed for the topic.

The notification system monitors review actions and sends reminder emails to participants if they have not completed their review.

Editors either Accept suggestions, or

Reject suggestions. (They can optionally Accept/Reject later in the Live/Web Contributor interface.)

Either the Reviewer software automatically moves (see "Automatically Completing the Review Stage" on page 74) a topic to the editorial release state when all reviews for the topic are completed, or an Editor manually moves (see "Manually completing the Review stage for all topics in review" on page 75) the topic into the editorial phase.

When the topic is put into the editorial release state, an email is automatically sent to the specified Editors with the topic details.

The editors review the topic content (see "Overview: Editing the Topics and Completing the Review" on page 77), making their own changes.

Editors either Accept suggestions (see "Accepting and Rejecting - Options and Best Practices" on page 69), or

Reject suggestions (see "Accepting and Rejecting - Options and Best Practices" on page 69).

Editors Save changes per topic (changes can only be saved in Author-it Live).

The review for the topic is finalized for this review cycle.

See also Video: Setting up release states for the Review workflow

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Note on browser compatibility:

However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above.

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Using Author-it Reviewer

Author-it Reviewer requires software release 5.5 or later.

The standard document review cycle moves content through sequential stages from authoring to publication.

With Reviewer there is no need to submit an entire document or book for review, as Reviewer enables individual topics to be processed through review cycles, from content authoring to final publication.

The process of authoring and reviewing can span multiple applications within the Author-it software suite, but reviewing is performed only in Author-it Reviewer and Author-it Live:

This guide includes the following sections:

The Review Processes, Roles, and Permissions (see "Processes, Roles, and Permissions" on page 19)

An overview of the processes and roles in Author-it Reviewer. This section includes information on the review state types and permissions for release states.

Procedures (Initiation, Review and Editorial) (see "Procedures" on page 28)

This section covers the following:

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

Creating a Review and modifying Review settings. This includes steps for editing a Review Form, adding topics to a review, inspecting progress data for a review, and finalizing a review

(completing, canceling, or deleting a review).



The Review stage - This describes how to make suggestions, reply to suggestions from other reviewers, and complete the review stage for a topic. This section also looks at alternative ways to view a topic - opening from a URL and using the History record from the Author-it Editor.



The Editorial stage - This section covers the editorial tasks that can be completed in Reviewer, and the tasks that must be completed in Author-it Live.

Screen References (on page 87)

This section describes the Author-it Reviewer screens used for reviewing content and Author-it Live screen used when editing.

Frequently Asked Questions (see "Reviewer FAQ" on page 111)

Questions based on Review Initiation, Reviewing and Editing.

In This Chapter

Processes, Roles, and Permissions ... 19

Procedures ... 28

Screen References ... 87

Reviewer FAQ ... 111

Processes, Roles, and Permissions

This section looks at roles of the review initiators, the reviewers, and the editors. It also looks at the permissions and Review and Editorial types that are required for making content available for reviewing and editing.

Review Cycles

Multiple Review Cycles may be configured for each topic. For example, the topic may be configured to pass sequentially through: Content review cycle > Technical review cycle > Legal review cycle > Release.

Each Review cycle has two phases:



In the Review phase, reviewers digitally make suggestions to the topic content in the Reviewer interface, and optionally discuss these suggestions in a discussion pane. The topic itself is in a read-only state, so its content is not updated in this phase.

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

In the Editorial phase, an editor accepts or rejects reviewer suggestions in either the Reviewer interface or in Author-it Live, and then updates the topic content by means of Author-it Live.

Note on browser compatibility:

However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above.

Review Participants

The following participants play an active role in a review:



Review Initiator - configures the Review Form to define users, dates, and the review and editorial states that will be used. By default, the Initiator is added to the review as an editor.



Authors - create the content and move the topics into the Review state, thereby setting the topic as read-only and triggering automatic Email notifications to all Reviewers.



Reviewers - inspect topics, add suggestions and set a Complete status for their review. They are defined as either Mandatory or Optional Reviewers in the Review Form.



Editors - view, accept or reject comments by means of either Reviewer or Author-it Live, and make final changes to the topic content by means of Author-it Live.

Important: there MUST BE at least one Mandatory Reviewer and one Editor selected to start a review.

Actions in a Review Cycle

The following actions occur during the review cycle:



Initiating a review (completing the Review Form)



Topics are added to the review cycle when they are assigned the review release state for the review; this triggers an Email notification



Reviewers check the topics, add suggestions, and Complete their own review



Topics are moved to the editorial phase when they are assigned the editorial release state for the review; this triggers an Email notification

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

Topics are edited and finalized for the next review cycle or for final release Now let's look at how the participants and actions come together across the process.

Step 1: Initiate the Review



Choose an existing book or create a new book for the review. Configure the Review Form by defining the reviewer groups (Mandatory and Optional), Editors, start and finish dates, and the

review and editorial states.



The review starts automatically when the topic is put into the review state.

Note: The book assigned to the Review Form does not have to be completed in order to be used in a review, and authors can continue to create or complete topics after the review has started. This is because the review process is based on reviewing individual topics rather than a book. For this reason, changing the release state of a book does not automatically change the release state of its constituent topics; each object (book, topic, image, hyperlink, etc) changes release state independently.

Step 2: Review the content



When a topic enters the review state, an Email is sent to the reviewer groups (both Optional and Mandatory groups). As the review progresses, the notification system polls the review actions on a regular basis and and If several topics are ready for review, all review notifications are added to one Email.



Members of the reviewer groups make suggestions and comments on the topic content. When Reviewers finish with a topic they each mark their review as completed.



The system continues to monitor the status of the topics in review, and if content has not been reviewed by reviewers who are part of the Mandatory group, sends them reminder Emails.

Step 3: Edit the content



After a topic has been 1) completely reviewed by the minimum required number of mandatory reviewers, or 2) manually moved to the Editorial state by an Editor, it is put into the Editorial state and a notification email is sent to the editors.



An editor accepts or rejects the reviewer comments in either Author-it Reviewer or Author-it Live and decides on the final version of the content.



The editor can only save the topic in Author-it Live. Step 4: Next step

When this review cycle has been completed the content will either be moved into the final release, or it will be moved into an additional review cycle.

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Review Roles are defined in Author-it Administrator

Reviewer Roles are defined in the Author-it Administrator Folder Action Permissions window, with a minimum of List Object and Read Object permissions.

Only users who are assigned the Author or Reviewer role can log in to Author-it Reviewer (with the exception of the Security Administrator role, which can see all Reviews).

Author-it Reviewer maintains security integrity

If a Reviewer does not have read permission to a folder, the Reviewer is unable to review content in that folder. This is necessary so that Author-it Reviewer does not compromise an organization’s security strategy.

If a Reviewer is assigned to Review a book and that book has specific topics to which the Reviewer has no permission, those topics are not visible to the Reviewer in the Author-it Reviewer Table Of Contents.

Reviewers also require permission to any release state used in a Review, and Reviewers without appropriate permissions do not see those topics in the Author-it Reviewer Table Of Contents. See Example - the effect of permissions on viewable content (on page 136) for examples of both folder and release state permissions that affect a Review.

Note: A user in the role of Security Administrator can see all Reviews. Author Role

In the Author role a user can use Reviewer as an Editor. The Author functions as:



A Review Initiator who creates, edits, cancels and deletes Reviews in Author-it Reviewer, using the Review Form.

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

An Authorized Editor who approves or rejects Reviewer suggestions and comments, discusses these suggestions and comments with Reviewers in the discussion pane, and then edits the content in the Author-it Live interface.

Note: The Author role is not the same as the role of Editor. An Author writes content, possibly creates Reviews and possibly participates in Reviews as an Editor. Editor is a potential sub-role for an Author, but only within the context of a Review. An Author may not necessarily ever function as an Editor, but every Editor is a person who is checked as an Author within Author-it Administrator.

Reviewer Role

In the Reviewer role, users can Log in to Author-it Reviewer when assigned to a Review. After the Review is active, these users can digitally make suggestions and comment on content using the markup tools. All suggestions and comments are read-only and have no effect on the content. Reviewers can also reply to Editor comments and other Reviewer suggestions / comments in the Reviewer discussion pane.

Role of the Review Initiator

The initiator starts the review process by configuring settings on a Review Form, and may also edit the settings for an existing review. This person is likely to be an author or editor.

Possible initiator actions

The initiator starts the review process, can update the requirements for existing reviews. and monitors the Review:



Create a new review (see "Creating a New Review" on page 37) by creating, configuring and saving a Review Form, or by duplicating an existing review and then customizing it (see "Creating a Review Based on an Existing Review" on page 38)



Edit a Review by Editing the Review Form (see "Editing a Review" on page 54)



Add a participant to the review by means of the Review Form



Remove a participant from the review by Editing the Review Form (see "Editing a Review" on page 54)



Change participants in the review by Editing the Review Form (see "Editing a Review" on page 54)



Delete a review (see "Deleting a Review" on page 55) that has not yet initiated



Cancel a review (see "Canceling a Review" on page 56) that has already initiated. This requires that release states be re-defined.



Monitor the status of the Review by means of the Review Summary Dashboard (see "The Review Summary Dashboard" on page 103).

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

Monitor the News Feed page (see "The News Feed Page" on page 104) for recent participant actions, reminders and suggestions

Role of the Reviewers

The primary action of a reviewer is to inspect a read-only topic and make annotations on it that suggest ways to improve it.

Annotations include suggesting additions, suggesting deletions, suggesting replacements, adding notes, and discussing other reviewers' suggestions or notes.

Types of reviewer groups

During each review cycle, participants are assigned to one of the reviewer groups.



Mandatory reviewers - the participants for whom it is compulsory to complete the review on a topic in order for the review to be considered complete.

The review form identifies the minimum number of mandatory reviewers that must participate before the review stage can be completed. If this is a requirement of a review, the review may extend past its cutoff date until such time as all mandatory reviewers have completed their reviews.



Optional reviewers - the participants who may choose whether to complete a review on a topic. Their participation is not required in order for the review to be considered complete. If optional reviewers are slow to review a topic, the topic may advance to the next release state before they even look at it.

Possible reviewer actions

During the review phase, users participating in a topic review may perform the following actions:



Suggest an addition to the topic



Suggest replacement text (see "Reviewing a Topic: Suggesting an Insertion or Replacement" on page 65)



Suggest a deletion (see "Reviewing a Topic: Suggesting a Deletion" on page 67)



Add a comment (see "Reviewing a Topic: Adding a Comment" on page 65)



Monitor the Contents pane (see "The Reviewer Table of Contents" on page 93) for further status changes on reviewed topics (for example, a topic changes appearance from black text to orange text, indicating that someone else has commented after you have completed the topic)



Reply to, or discuss a suggestion or comment by means of the on-screen discussion pane (see "The Discussion Pane" on page 98)

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

Mark the personal review as completed (see "Reviewing a Topic: Mark a topic's review as Complete" on page 68) for the current topic

Role of the Editors

Following the completion of the review, an editor goes through all of the suggested changes and notes and decides what should be in the final version of the topic.

To finalize the topic's content, all comments from the reviewers must be either accepted or rejected. Once this has occurred the topic can be saved.

Possible editor actions

During the review phase, editors may:



Discuss reviewer comments by means of the on-screen discussion pane (see "The Discussion Pane" on page 98)



Edit the review by editing the Review Form (see "Editing a Review" on page 54)



Cancel a review (see "Canceling a Review" on page 56). This requires re-definition of release states.



Manually force the review into the editorial phase (see "Manually completing the Review stage for all topics in review" on page 75) for all topics, irrespective of whether reviewers have

completed their reviews

During the editorial phase, users finalizing the topic may perform the following actions:



Accept or reject suggested changes (see "Accepting or Rejecting suggestions in Reviewer" on page 79)



Add editorial comments



Delete editorial comments



Edit the review by editing the Review Form (see "Editing a Review" on page 54)



Cancel a review (see "Canceling a Review" on page 56). This requires re-definition of release states.

Example: Moving a Topic Through Multiple Review Cycles

Let's look at an example where topics must go through three types of review before they can be released. The reviews cover the content's style and grammar, checking for technical accuracy, and checking for legal issues. Three review cycles are created by means of the Review Form, and the book is added to each review. Each review uses a different set of review states.

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

Review Form: for a specific review cycle, this defines the release states and participants, and controls the associated notifications, such as advising the start and finish dates and when a topic is available for review or editing.



Release states: unique release states are defined for each review cycle. Because each review cycle passes through a review and an editorial phase, there must be both a review release state and an editorial release state defined per review cycle. The state assigned to a topic at any moment defines its exact location within the process.



"Next" release state: the Review Form configuration must include a Next release state that will be automatically assigned to the topic as the current review cycle is completed. In a situation of multiple review cycles, the Next release state field will effectively trigger the next review cycle.



Multiple reviews: a book can be added to multiple review cycles. For example, a content review, a technical review, and a legal review. Each review cycle has two phases, defined by "review" and "editorial" release states.

In our multiple review cycle example, we may define the sequential release states as follows: [content review > content editorial] > [technical review > technical editorial] > [legal review > legal editorial] > Released.

Note that the last state "Released" is assigned on completion of all review cycles.

Each release state change triggers the next step in the process, so a topic will only move into a subsequent review cycle when it has the appropriate release state.

Review cycle 1 (Content) triggers when the topic is assigned the "content review" state



Reviewers perform review tasks and mark as review complete



When the content review has completed, the topic is moved into the "content editorial" state



Editors then finalize the topic's content for this review cycle and save the topic - this action completes the current review cycle, and, following the "next state" option in the Review Form, the topic is automatically assigned the "technical review" state....

Review cycle 2 (Technical) triggers when the topic is assigned the "technical review" state

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

When the technical review has completed, the topic is moved into the "technical editorial" state



Editors then finalize the topic's content for this review cycle and save the topic - this action completes the current review cycle, and, following the "next state" option in the Review Form, the topic is automatically assigned the "legal review" state....

Review cycle 3 (Legal) triggers when the topic is assigned the "legal review" state



Reviewers perform review tasks and mark as review complete



When the legal review has completed, the topic is moved into the "legal editorial" state



Editors then finalize the topic's content for this review cycle and save the topic - this action completes the current review cycle, and, following the "next state" option in the Review Form, the topic is automatically assigned the "Released" state....

The topic is moved into the "released" state and is now ready for release.

Release states can be changed from within Author-it Editor

Comments/suggestions made in a Review can be easily lost if a user in Author-it Editor changes the release state of the topic back to Draft. If a topic is in a Review state and other users have

commented on the topic, in Author-it Editor, the user who is attempting to change the state to Draft will be warned by means of a pop-up notification that the comments will be lost, and is required to acknowledge to continue.

Sub book reviews must be configured independently

If a review is created for a master book, then only the topics added directly to the master book's content pane are included in the review. Any sub books that have been added to the master book are not included in the review for the master book. A separate review needs to be created for each

sub book.

Single topic in multiple Reviews

The behavior for topics that are actively in multiple Reviews is as follows:



Each topic instance is treated separately by the Reviewer, so suggestions made in one Review are not visible in the others.



When the topic is completed in one of the Reviews (through Mark Complete or Move to

Editorial), then it is moved into the Editorial state, ending the review of that topic in all Reviews.



When the topic is loaded in Author-it Live, suggestions from all Reviews for that topic are shown, and can be accepted and/or rejected in the normal way.

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Procedures

This section looks at how to complete the actions for the review, including:



Logging In (Review and Editorial Stages) (on page 28)



Initiating a Review (on page 36)



Editing a Review (on page 54)



Deleting a Review (on page 55)



Canceling a Review (on page 56)



Inspecting the current Reviews (on page 57)



Procedures in the Review Stage (on page 61)



Completing the Review Stage (on page 73)



Procedures in the Editorial Stage (on page 76)

Language Used By Reviewer

The Author-it Reviewer will use the language that your Web browser is set to.

Logging In (Review and Editorial Stages)

The following topics describe logging in to Reviewer and Author-it Live when you are working with content in the review and editorial stages.

Web Applications Login

Web Applications include Author-it Reviewer and Author-it Web Localization Manager. There are two forms of log in:



Standard log in with direct authentication (see "Logging in with Direct Authentication" on page 29)

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Logging in with Direct Authentication

Libraries can be used by a single user, or by many people simultaneously. Each user must log in to the library. This helps keep track of who does what and when. It also controls what privileges are

available to each person.

Note: This topic deals with direct authentication, but If your system has been configured for it, it is also possible that you can log in using Active Directory (see "Logging in using Integrated Active Directory" on page 30), which uses your network domain and user name as authentication, and logs you in without the need for you to type username and password.



To log in using Direct Authentication:

1) Open an Internet Explorer browser window (version currently supported by Microsoft) and navigate to the Web Application site. The Login window displays:

2) Type the required details:

 The Library name is the alias or user friendly name assigned to the library. On a first-time login you will need to know the target library, and thereafter it will be remembered by the browser.

 Your assigned Username and Password for logging in to the library. On a first-time login you will need to know your username, and thereafter it will be remembered by the browser.

 The following are optional:

 Change the language or theme from the default settings.

 Select Keep me logged in to remain logged in to the library even when you close the browser or the tab; then the next time you open Author-it Web Applications from the same computer, the software will automatically consider you logged in. The setting remains active for 30 days so long as you only exit by closing browser or tab. If you log out, the setting will no longer apply. 3) Choose Login.

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Logging in using Integrated Active Directory

When you log in using Integrated Active Directory, Author-it uses your network domain and user name as authentication and logs you in to the Library.



To log in using Integrated Active Directory:

1) Open an Internet Explorer browser window (version currently supported by Microsoft) and navigate to the Author-it Web Application site. The Login window opens.

Look for the Active Directory check-box. This is only shown if stipulated in the configuration, and is invisible by default. If you leave this box un-checked, you will need to use a direct

authentication log in procedure (see "Logging in with Direct Authentication" on page 29). 2) Select the Active Directory check box.

3) Type a Library Name.

Your user name will automatically populate the Username field in the format domain\username, based on your domain credentials. The Username field will be read-only.

The Password field will be blank and read-only.

4) Optionally choose a Language and Theme, then select Login to log in to the Author-it Live browser interface.

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Web Applications Login Errors

Login Error: Folder Permissions The error message (sample):

There is a problem with your license and/or user account permission. Please contact your System Administrator.

The problem: Either



You are not Licensed as a Localizer



You have not been assigned the role of Localizer



You have not been given permission to view or edit the folders in which this content is located. What to do: Your System Administrator needs to ensure that all of the above requirements are met. This is done from the Author-it Administrator or from My Cloud Administrator in Saas Mode.

Login Error: Folder paths not yet defined

The error message: Folder paths have yet to be defined for this library. Please contact your system administrator.

The problem: Author-it does not know where to find the folders for this Library. What to do: Your System Administrator will define the path to these folders. Login error: Library not licensed for Author-it Server

The error message: Library not licensed for Author-it Server. Please contact your System Administrator.

The problem: As stated.

Note that if the license changes while the user is still logged in, there is no way to know this until the user logs out or the application pool of Author-it Web Localization Manager in IIS is recycled.

What to do: Contact your System Administrator, who will probably resolve the issue by arranging appropriate licensing.

Author-it Web Localization Manager login error: Generic error message - Jet database The error message (sample): (Generic login failure message).

Why a generic message? Because the software does not get so far as to log in to the database - so it does not know the reason for the failure.

The problem: Author-it Web Localization Manager does not function with Jet databases. It requires a SQL database.

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What to do: Your System Administrator needs to set up a SQL database. It is possible to export Jet to SQL, but be aware that Jet databases have a size limit of 2GB, and Author-it will also not support them after release 6.

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Reviewer Login flow chart

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Setting Your User Options

After logging in to Reviewer you should set your user options. These include your contact details for receiving emails and your time zone.

Note for Author-it Cloud users: Do not change your Email address here in Author-it Reviewer, but via Author-it Cloud.

Video: Setting up User settings in Reviewer



To Update Your User Options:

1) Choose Options from the main menu to open the Reviewer Options (see "The Reviewer User Options Form" on page 106) form.

2) The settings in the left pane are used control the display applied to insertions, deletions, and comments in the discussions pane. You can modify these settings or use the default options. 3) Update your contact details in the right pane. Add your email address and select your time zone

from the drop-down list. You can also add a picture which will be used in the News Feed page and in the discussions pane when you make or reply to review suggestions and comments. Note for Author-it Cloud users: Do not change your Email address here in Author-it Reviewer, but via Author-it Cloud.

4) Save your changes.

Logging in to Author-it Live to perform Editorial tasks

When navigating to Author-it Live, if you have not previously been authenticated in this browser session, you are prompted to login.

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

To Login to the Author-it Live:

1) Open a browser window and type the URL for Author-it Live.

2) Provide the library name and your Author-it user credentials, then choose Login.

Login options

Active Directory: determines if Active Directory authentication should be used instead of the Author-it default authentication. If checked, the username field is populated from the user's domain credentials and uses the format domain\username. Note: This login option can be used if your library is already set up to work with Active Directory.

Keep me logged in: if checked, Author-it Reviewer attempts to login automatically next time a sessions is started, using the credentials supplied for the same user and computer. This should be remembered for 30 days.

Reviewer Shortcut Keys

The following keyboard shortcuts can be used in Reviewer. The options available depend on whether you are working with suggestions inside the topic pane or moving between topics in the contents pane.

Reviewer: Topic pane

Shortcut keys for working with suggestions in a topic

Esc closes suggestion toolbar (when the toolbar has the focus) -or-

closes the suggestion window (when the window has the focus)

Enter saves the suggestion against the topic

i key, or Insert key

opens the the insertion window after clicking in topic -or-

opens the replacement window after selecting text

d key, or Delete key

opens the delete window after selecting text

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Reviewer: Table of Contents pane

Shortcut keys for working with topic navigation

Up arrow, Down arrow

moves the focus in the contents pane to the next or previous "visible" node

Left arrow when an expanded parent node has the focus, collapses the node, and hides child nodes

Right arrow when a collapsed parent node has the focus, expands the node, and displays child nodes

Initiating a Review

This section looks at creating the review and adding topics to the review cycle. Tasks are performed in either Author-it Editor, Author-it Live or Author-it Reviewer as follows:

Task Editor Live Reviewer

Create a new review (see "Configuring the Review Form" on page 38)

no no yes

Edit the review settings (see "Editing a Review" on page 54) no no yes

Making topics available for a review (on page 54) yes yes no

Manually complete a book review (see "Manually completing the Review stage for all topics in review" on page 75)

no no yes

Cancel a review (see "Canceling a Review" on page 56) no no yes

Delete a review (see "Deleting a Review" on page 55) no no yes

Display statistics for a review (see "The Review Summary Dashboard" on page 103)

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Requirements for creating a Review

Reviews can only be created by users who are assigned the role of Author in Author-it Administrator. Authors require at least the Folder Action Permissions and Release State Permissions that apply for each Review. Authors use a Base User License for the duration of each of their Reviewer sessions. Reviews are created, edited, deleted and canceled in the Review Form:

The Authors who start and create Reviews are by default assigned as Authorized Editors in the Review Form. Authorized Editors can markup the content, discuss Reviewer suggestions and

comments in the discussion pane, approve or reject suggestions and comments, and ultimately, edit the content in the Author-it Live interface.

Each Review must have at least one Mandatory Reviewer (using a Reviewer License for the duration of the Review) and an Authorized Editor (using a Base User License only for the duration of each of that person's Reviewer sessions).

Only users who are assigned the Reviewer role in Author-it Administrator can be added and saved as Reviewers in the Review Form.

A Review cannot be created with just an Authorized Editor.

Creating a New Review

The parameters for a Review need to be specified on a "Review Form (see "Configuring the Review Form" on page 38)".

There are two options for creating a new Review (creating a new Review Form):

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

Create a new review by copying an existing review and altering some of the settings.



To Create a New Review:

1) Log in to the Reviewer and choose Review > New to create a new Review by means of the Review Form.

2) Configure the Review Form (see "Configuring the Review Form" on page 38) 3) Save the Review.

Creating a Review Based on an Existing Review

You can create a new review by copying an existing review. This method saves time if you are creating multiple reviews using similar settings. When you use this method, a new review form is created with the following fields pre-populated (however, any of these options can be modified):



Release states



Options for reminders and moving topics to editorial



Reviewers and editors

The remaining options, book, variant assignments, and dates must be specified in the form. Refer to

Configuring the Review Form (on page 38) for detailed information on the settings in this form.



To Create a New Review Based on an Existing Review:

1) Log in to the Reviewer, then right-click an existing review and choose New review based on [review name].

2) Configure the Review Form (see "Configuring the Review Form" on page 38) by customizing the fields.

3) Save your changes.

Configuring the Review Form

The parameters for a Review are specified on a "Review Form".

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

To access the Review Form

The Review Form can be accessed in multiple ways:



Create a New Review (see "Configuring the Review Form" on page 38) by logging into the Reviewer and choosing Review > New.



Edit an existing review (see "Editing a Review" on page 54) by selecting the review from the contents pane and choosing Review > Edit.



Create a new Review based on the settings of an Existing Review by right-clicking an existing review and choosing New review based on [review name].

Note: The loading time for several fields in the form can vary depending on the size of the library.



To configure the Review Form

1) Select a book (see "Select a Book for the Review" on page 40) by means of the predictive selector, the alphabetical list, or the Book Selector dialog.

2) Select the release states to define the Review work flow (see "Select the release states for a Review" on page 44).

3) Select the Start and End dates for the Review (see "Select Start and End dates for the Review" on page 45).

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4) Select Optional settings for the Review (on page 46): Remind reviewers and Move topic to editorial

5) Select Participants (see "Select Participants for the Review" on page 47), including Mandatory Reviewers, Optional Reviewers and Authorized Editors (Note that at least one Mandatory Editor and one Authorized editor must participate in the review).

6) Monitor the License Usage function (on page 49) to confirm sufficient licenses for the Review. 7) Save the Review Form.

Select a Book for the Review

From the Review Form (see "Configuring the Review Form" on page 38), you need to specify a book for the Review.

Note:



You must have a minimum of List Objects permission under the folder permissions to view a book in this list.



When the review starts, this field becomes read-only.



If a book is in review and a third party changes its release state back to Draft, the review

comments will be lost. As an insurance measure to inhibit such change, Author-it will warn a user attempting to change a book's release state back to Draft, and the user will need to acknowledge the warning before the state will change.

You have a choice of two selection mechanisms:

Adding a book using the Book Selector (on page 41) - select from a drop down menu or predictive text selector

Adding a book using the Book Search (on page 43) - select by means of a text string search, where the string can include wildcards

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

To add a variant book object to the Review

1) To add a variant book to the review (that is, the book object is a variant object), select the primary book object as the book to review. Note that you cannot view the variant books in the book list, only the ordinary and primary book objects.

2) After selecting the primary book, select the variant criteria value assigned to the variant book object.

Any variants or variables used by the selected book or its content are displayed in the variant assignment pane under the book name field.

3) Click the Assignment field to open the drop-down list, then choose the variant criteria value. Once the review has been created the variant book object is displayed in the Reviewer's contents pane - at this point all reviewer participants will view and work from the variant book object. The variant book will also be referenced in the notifications to participants.

Adding a book using the Book Selector

Use the Book Selector and / or the Book Search to add books:

If you have long filenames that extend beyond the right edge of the dropdown selector...

If you have long filenames that cannot be read properly because they extend beyond the right edge of the drop down selector, you have these alternatives:



Drag the entire window wider, to widen the drop down (the dimensions of the resized window will be remembered the next time you open the window).



Hold your cursor over a filename to see the full name in the popup tooltip.



Opt to use the Book Search (see "Adding a book using the Book Search" on page 43), which opens a separate window.