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This topic covers the notebook review process. Authors submit to reviewers, who approve or reject/request further work from the authors. Iteration of review and comment cycles will continue until the reviewer(s) are satisfied with the contents of the notebook.
Submit for Review (Authors)
As a
notebook author, when you decide your notebook is ready for review, click
Submit for Review.
You'll review your entries, references, and attachments to confirm you have included everything necessary, then click
Go to Signature Page.
Click
Submit Signed Notebook.
Recall Submission (Authors)
After a notebook has been submitted, an author has the option to reopen it and click
Recall Submission.
A reason for the recall can be entered if desired
or required.
Review Notebook (Reviewers)
When you are assigned as a reviewer for a notebook, you will receive a notification and see an alert in the
For You section, i.e.
# Awaiting your review. Click the link to see the notebook(s) awaiting your review.
Click a notebook name to open it. You'll see the notebook contents, including details, entries, references, and a timeline of both
review and edit history. When ready to begin, click
Start Review.
In review mode, you can check the contents of the notebook, adding
Comments to specific entries if you like, viewing attachments, checking the linked references, etc. Hover over a color coded reference lozenge to
see details, open the reference page, or step through multiple instances of the same reference in one notebookOnce you have reviewed the contents of the notebook, there are three actions available:
- Close and go home: Conclude this session of review without making any decision. This notebook will remain the same status awaiting your review.
- Suggest changes and return: Click to "reject" this notebook, returning it to the submitters with suggestions of changes.
- Go to signature: Click to "approve" this notebook and proceed to the signature page.
Manage Reviewers (Authors and Reviewers)
Any user or group assigned the Editor role or above can be assigned as the reviewer of a notebook when an
author originally submits it for review. When a group is assigned as a reviewer, all group members will be notified and see the task on their dashboard. Any member of that group has the ability to complete the review.
As the reviewer of a notebook, you also have the ability to add other reviewers, or remove yourself from the reviewer list (as long as at least one reviewer remains assigned). Open the notebook (but do not enter 'review' mode) and click the
icon next to the reviewer username(s).
Add reviewers by selecting them from the dropdown. Remove a reviewer by clicking the 'X' (at least one reviewer is required). Click
Update Reviewers when finished.
Suggest Changes and Return/Reject this Version (Reviewers)
While in review mode, if you are not ready to approve the notebook, click
Suggest changes and return. Provide comments and requests for changes in the popup, then click
Yes, return notebook.
The authors will be notified of your request for changes. Your review comments will be shown in a new
Review Status panel at the top of the notebook.
This phase of your review is now complete. The notebook will be in a "returned for changes" state, and co-authors will be expected to address your comments before resubmitting for review.
Respond to Feedback (Authors)
When a notebook is returned for changes, the author(s) will see the
Review Status and be able to
Unlock and update the notebook to address them.
After updating the notebook, the author(s) can again click
Submit for Review and
follow the same procedure as when they originally submitted the notebook.
Approve Notebook
As a reviewer in "review mode", when you are ready to approve the notebook, click
Go to signature.
The signature page offers a space for any comments, and a
Signature panel. Verify your identity by entering your email address and password, then check the box to agree with the
Notebook Approval Text that can be customized by an administrator. Click
Sign and approve.
The authors will be notified of the approval, and be able to view or export the signed notebook.
The notebook will now be in the
Approved state.
Approved notebooks may be used to generate
templates for new notebooks.
Once a notebook has been approved, if an error is noticed or some new information is learned that should be included, an author could create a new notebook referencing the original work, or amend the existing notebook. Learn about amending a notebook in this topic:
Customize Submission and Approval Text (Administrator)
The default text displayed when a user either submits a notebook for review, or approves one as a reviewer is "I certify that the data contained in this notebook & all attachments are accurate." If your organization has different legal requirements or would otherwise like to customize this "signing text" phrase, you can do so. The text used when the document is signed will be included in exported PDFs.
You must be an administrator to customize signing text. Select
> Application Settings. Under
Notebook Settings, provide the new desired text.
- Notebook Submission Text: Text that appears next to the checkbox users select when submitting a Notebook.
- Notebook Approval Text: Text that appears next to the checkbox users select when approving a Notebook
Click
Save.
Review History
At the bottom of the expanded details panel, you'll see the
Review History showing actions like submission for review, return for comments, and eventual approval. On a second tab, you can access the
Edit History for the notebook.
Review history events will include submission for review, return for comments, resubmission, and approval. When a notebook is
amended, you'll also see events related to that update cycle.
Click any "Approved" review history event to see the notebook as it appeared at that point. A banner will indicate that you are not viewing the current version with more details about the status.
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