Create a recurring review

Recurring reviews will automatically request a review of a file at specified time intervals.

Note: When a recurring review is setup you must specify separate reviewers than those that may be already assigned as ad hoc reviewers. If one or more users that you assign do not have access to any of the documents then you will not be able to create a recurring review. A dialog will list which users do not have access to which documents; you can either remove them from the list of reviewers, or seek to provide access for these users.

1.From the Documents menu choose Document Registry.

2.Find the document(s) that you want to create a recurring review for.

3.Select one or more documents (hold Ctrl to select multiple documents).

4.From the Manage menu choose New Recurring Review.

5.Choose the first review date, the recurrence of the review and the notification period (after which users will be reminded to review the documents), then click Next.

Reminders and escalation options

Email and SMS notifications can be sent to users to remind them about an upcoming or overdue To-do item. An escalation date can also be set which will send an email notification to users' line managers if they fail to action a particular To-do item. Default notification and escalation options are defined in the system options. If you have the privileges to do so, you can modify these settings for individual actions requests before submitting them.

6.Specify any of the following options (if available):

Enable email reminders will send reminder emails to assigned reviewers until they have signed the document(s) off.

Enable SMS reminders will send reminder SMS messages to assigned reviewers until they have signed the document(s) off.

Reminders to be sent every is the frequency of days in which email and SMS reminders are sent.

Start sending reminders x days before item is overdue is the number of days to start sending email and SMS reminders prior to the due date (set this option to '0' if you only want to remind users after the due date has passed).

Enable escalations will escalate an overdue request by notifying users' line managers by email.

Escalate after is the number of days after the due date has passed before notifying users' line managers.

7.Click Add to add the users and/or user groups who you want to review the file, then click Next.

Note: Any ad-hoc reviewers assigned to the document will be automatically added. These can be removed by selecting the user(s) and clicking Remove. You can assign the owner and author by clicking Dynamic.

8.Enter any additional notes about the recurring review, for example the reason, then click Next.

9.Choose the scope of documents to create the recurring review against, then click Next.

10.Enter your password, then click Finish.