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Collaborating in a Review

In ConceptShare, a Review is a formal request for users to give feedback/approvals on asset(s).  

 

If you are a ConceptShare user, there are many ways to access Reviews you are a part of:

Search: Use the Global Search in the top left corner to look for the name of your review.

 

On the Work Screen: Feedback and Approval Reviews assigned to you, your team, or role appear on your work screen.

Click the name of the Review you would like to open. 

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From an email: Click the link found in your ConceptShare email notification.

Note: This is the only viable option for an External Reviewer to access their reviews.

 

From a Project: Navigate into a project or deliverable and click on the Reviews tab.  Click the checkbox beside the review, click the Open (folder) Icon, or Click the name of the review to launch the Review.

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From the Activity Feed: The activity feed tracks the activity in the account or project and will have clickable links to let you load the associated Feedback, or Approval Review.

 

From a Smart Folder: If you create a Smart Folder based on the Type Reviews you will have a listing of that sub-set of reviews.  Clicking the name of the review in the smart folder will open it.

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Mobile - From My Reviews: Click the options menu on the left to access the main menu. Navigate to My Reviews to load all Approval Reviews currently assigned to your user.  Click on a review to open it.

Note: The Mobile experience is not available for feedback reviews, or to External reviewers. 

All Reviews open in the Proofing Workspace.

 

Step 1

Click the i bubble on the right side of the Review Bar

Alternately, click the Review Section in the right hand panel, and click View Review Info.  Either approach will allow you to see the Review Instructions and Due Date.

 


Step 2

Read the existing feedback and click on a given piece of feedback to offer your replies.  Click Post to publish your reply.  This helps reduce redundancy and encourages collaboration between the reviewers.

 


Step 3

Now that you are versed in the instructions and existing comments on the asset, it is time to offer any new feedback.

Click Feedback and click the + to add your comments.  Further, you can use the Markup tools to ensure your feedback is clear and specific.  Details on the available Markup tools can be found in the Proofing Workspace Articles; you'll find the introduction in the Further Reading section at the bottom of this page.

You can then Clear your response to delete it, Save your response in a Draft mode (visible only to you), or Publish it (visible to all in the Comments section).

Continue adding feedback for this asset. 

If you want to publish comments you have saved as Drafts you can publish them all at once.

  • Click Comments, Options, Publish All Feedback

Or you can choose to publish a specific draft comment.

  • Navigate to the comment, Click on the chevron in the top right corner, choose Publish

 This will ensure your fellow reviewers are able to see your input on these assets.


Step 4

Provide your Review Response.  Until you have submitted a response your review is not considered completed.  This unsubmitted state will be indicated by a exclamation point in the review section. 

For a Feedback Review you are asked to indicate when you are done providing your feedback.

For an Approval Review you are asked to indicate whether you Approve, Reject or Defer on each asset. 

  • Click Approve if the Asset meets the criteria specified. A large green check will mark the Asset in the Thumbnails of the Asset Explorer.
  • Click Reject if the Asset does not meet the criteria specified. A large red X will mark the Asset Rejected in the Thumbnails of the Asset Explorer.
  • Click Defer if your feedback is not applicable, or you are comfortable with the group consensus. You may, be prompted to identify a Resource to defer to depending on the review settings. If you are asked to identify another resource Defer indicates that you are granting your response to the attention of someone else.  A large grey arrow will mark the Asset Deferred in the Thumbnails of the Asset Explorer.

Note: External reviewers are unable to submit a Defer response, only Approve/Reject. 

Your responses are saved in a Draft mode visible only to you, until you choose to submit them.  Draft responses can be changed.

! If there are multiple assets repeat steps two through four for each asset in this review.

 


Step 5

Submit your Responses.  When you enter your response on the last asset in a review the system will prompt you to submit your responses.  This will make them public and lock them from being changed.

Click Submit Now to complete your review, or Later to leave the responses in draft mode.

When you return to a review you can publish your draft responses from the right hand Review Panel.  Click Options and Submit Responses.

The review will then update to indicate that your contribution is complete.  Your response will appear with a date stamp in the Reviewer list below.

Upon login, the Activity Feed will appear summarizing all recent assets/comments from projects you are a part of - Click the Options button on the top-left to switch the view to your Reviews.

 

Click My Reviews. This will take you to all Reviews you are a part of. 

Click the thumbnail of the review you would like to view.


Step 1

Open the Review Info to read the instructions provided and check when this item is due.


Step 2

Review the existing comments and provide your own feedback in replies and new comments.

  • View annotations made (click a comment and if annotations are available there will be an indicator in the bottom right of that single comment.)
  • Reply to the comment if applicable (click on the curved arrow in the top right.)

  • Add a new comment (return to the list of comments and click on the plus icon in the top right, type your comment and click post)

In this way you can provide your perspective on the readiness of the asset, add your voice to the conversation, and recommend changes.


Step 3

Mark each asset with an approval, or rejection response. A rejection indicates changes need to be made, an approval is typically an indicator that this item can proceed as is.


Step 4

Repeat this on each asset in the review.

When you provide your approval, or rejection on the last asset in a review, you will be asked to submit your responses. Submitted responses are considered done and are visible to the team.  The responses are also locked in and can not be changed.

If you select later, your desired responses are saved in a draft mode, visible only to you. When you return you can change your responses, or click on the check mark icon and choose submit responses to finalize them and make them visible.

 


Congratulations!

You've completed your first Review in ConceptShare. As you continue through the Proofing Workspace Articles, you'll learn how to provide much more sophisticated feedback on an Asset, but for now, you have developed the skills set to be able to participate in and provide your Approvals and Rejections, or indicate your Completion for Reviews in ConceptShare.


 Further Reading:

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