Kentucky editor: New review

Prerequisite: All IEs included in the review must be in draft and included in the responsibility area before review process starts.

note

Only add the map to the review, not included IEs.

  1. Select IE  Edit  New review...

    or Right click New review...

  2. Enter the information. The review will only be available from the start date to the end date. Information type is decided by Kentucky superuser, it may be different for all implementations.

  3. Click Next to select a folder for the review task or click Finish.

    note

    If you click Finish without selecting a folder for the review task, the review task won't be visible in any folders.

  4. To add more IEs to the same review, select the review and then select one or more IEs. Right click Assign to selected review.

  5. Right click on the Review to view all included IEs in the review.

  6. The new review is not yet started. It is available in the Task list in the folder selected in step 1, or in the same folder as the IE sent for review.

  7. Optional, depending on implementation way of working: Add the review to the review folder by using the Structure tab.

  8. Right click on the review task and select Start.

    Before the review is started, Kentucky will check if there are included IEs in status obsolete and that all IEs have a responsibility area.

    To add a missing responsibility area:

    1. Click Find IEs in the pop-up window.

    2. Answer No to the question in the pop-up window.

    3. Select Tools  Manage Responsibility Area IEs.

    4. Drag-and-drop the IEs into the responsibility area.

    5. Save and exit the tool.

    6. Restart the review.

    When the review is started, all included IEs will set to status Review. It is still possible to create a new Draft version of the IEs, but any changes in the new Draft version will not be included in the review.

  9. The window Select users to notify gives a possibility to select review users that the review e-mail is sent to.

  10. In Kentucky, select the tab View  Reviews in browser.
    note

    The Kentucky editor must also be included in the responsibility area to be able to see the review.

  11. Send the link to those who are supposed to review (instruction for reviewers in next section): http://kentucky.aleidogroup.com/Kentucky_IMPLEMENTATION/ (Implementation=as written on the Kentucky shortcut icon).
    note

    Do not copy the browser link. If you copy the link from the browser and send that one, then the reviewers will be logged in as you.

  12. Each person who will review must be included in the responsibility area.
    hint

    It is not mandatory to send the link to all those included in the responsibility area, which makes it possible to select the reviewers. Those who already have the link can see the new review even though you excluded to send them the link this time.
    note

    The color of the date is blue when there are more than five days before the review ends. When there are five days left, the date turns yellow. When there are only two days left, the date turns red.

  13. The reviewer can select different items and add remarks. Which items (tags) that are possible to add remarks to are handled by Kentucky IT, they are implementation specific. For the moment, all IEs are shown in numbered order.

  14. In Kentucky, select the review to see all comments.

  15. Click Accept to accept the remark or Reject with an optional comment. The comment is visible for the reviewers in the review tool.

    To notify author via e-mail, check the box for Notify author and click Send notifications.

  16. If remark is accepted, the New task window is opened.

    • Edit the information of the new task, assign the task to an editor and click Finish or

    • Click Cancel to not create a task. The comment is still accepted, but no new task is created.

  17. It is possible to Reset the Accept/Reject on the comment.

  18. When review due date is passed, the review will get status done.

  19. To stop the review before due date, click End Review.

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