Set scheduled and mass scheduled reviews

A released document needs to be periodically reviewed to ensure that its content remains accurate, relevant, and up-to-date, reflecting any changes in regulations, procedures, or best practices.

Manager users in the Workflow Documents accessed from a review or approve list in the Folder view. Manager role can maintain a scheduled review for a document.

Note: Scheduled reviews can only be applied to individual documents. For folders or multiple documents, see Mass Scheduled Reviews.

Steps:

  1. When the folder tree is displayed, select a document.

  2. Select Details & Actions > Workflow > Scheduled review.

    The Scheduled review window displays.

  3. Choose the next step:

To... 

Then... 

Add a workflow

 

  1. Under Schedule workflow,

  2. Click Select workflow

  3. Choose a workflow and click Add workflow
Add an owner for the workflow (an author or role who can manage the workflow)

  1. Under Workflow Owner, choose Select role or Select User,

  2. Choose the Role/ User.

  3. Click Add Role/ User.

 
To copy another author regarding the review

  1. Select cc Author

  2. Choose the Role/ User.

  3. Click Add Role/ User.
Set the date when the review needs to begin

  1. Select Scheduled and choose a date from the date picker
Choose how frequenty you need the review to run

  1. SelectFrequency.

  2. Choose from the list of options

Start a scheduled review immediately

  1. Select Start Workflow.

  2. Choose Start review now

Note: If a manual workflow is active and pending, the scheduled review will not begin.

Remove a document from scheduled review 

Click  Remove workflow.

Check the scheduled review status 

Review Active workflow status field. 

  1. Click Save.

  1. Select the folder to which apply the review.

  2. Select Details & Actions > Mass actions > Mass scheduled review.

  3. Complete the following fields:

    Field 

    Instruction 

    Remove existing workflows 

    1. Toggle it to On.

    2. Click Save.

    Any existing workflows (i.e. any workflows currently assigned to any documents in the selected folder.) are removed. 

    Schedule workflow 

    1. Click Select workflow.

    2. Select a workflow.
    Add an owner for the workflow (an author or role who can manage the workflow)

    1. Under Workflow Owner, choose Select role or Select User,

    2. Choose the Role/ User.

    3. Click Add Role/ User.

     
    Set the date when the review needs to begin

    1. Select Scheduled and choose a date from the date picker
    Choose how frequenty you need the review to run

    1. SelectFrequency.

    2. Choose from the list of options

  1. Click Save.