Send to SME

You can send content records to Subject Matter Experts (SMEs) to review and edit using the Send to SME job option. Send the records as individual files or a single composite document containing all the records. Send to SME jobs trigger emails with a URL link to the records. The SME clicks the link to display the records in the SME Edit page. After the SME edits and returns them to the Jobs page, you and other reviewers can approve or reject the updated record on the Jobs page. On approval, the records check in to the library and are available to users. When you send selected content records to SMEs, the records check out of the library. To cancel the review by the SMEs, select Edit Content > Cancel Checkout from the More Options menu on the record.

Note: The SME does not have to be a licensed Qvidian user.

Caution: The Send to SME will not display in the Actions menu if the SendToSME global setting is set to Off.

Send to SME job

  1. From the More Options More Options menu menu of a record, select Review > Send To SME. The Send to SME dialog displays.
  2. In the library, highlight and right-click on the content records you want to send, and then select Send to SME from the Actions menu.
  3. Enter the SMEs email address and the Subject of the Email.
  4. Enter the email Body text. Do not edit the <<SMEUrl>> code. The code is used to generate the content records to the URL. The default text for the email body is managed in Administration > Application Data > SME Email Body.
  5. (Optional) Click in the Reviewers field to select the users who will review and work with the returned SME jobs. Users who have the "Manage All SME Jobs" permission do not need to be added to work with the job.
  6. Select one of the following File Sending Options:
    • Individual Files: Send the files as individual documents.
    • Single Composite Document: Send the content records as a single composite document.
  7. Select the checkboxes for one or more of the following options:
    • If you chose to send as individual files:
      • Apply Template: Select the style template to apply from the drop-down list.
      • Files can be returned individually: Allows the SME to edit and return each content record one at a time; if unchecked, the SME must return all edited records together.
      • Enable Track Changes: Automatically enables Track Changes when the SME opens Microsoft Word content records. 
      • Allow Property Editing: Allows the SME to edit the properties of each content record sent.
    • If you chose to send the files as a single composite document:
      • Apply Template: Select the style template to apply from the drop-down list.
      • Page break between entries to preserve section formatting: Check the box if you want each selected content record separated by a page break.
      • Page break between metadata and content: Check the box if you want each selected content record's metadata separated by a page break from the content.
      • Under Include Properties, select the check boxes next to each property (metadata) to include with the document. Any custom metadata created displays below the standard properties. The selected property accompanies the content records. If you selected Individual files and then selected Allow Property Editing, the properties will automatically accompany the record.
  8. Click Send. The email is sent to the SME and the sent records will display on the Jobs page so you can reference and monitor the activity.

Note: If you send the email to yourself, you must ensure that Upland Qvidian is closed before clicking the URL to open the records on the Edit SME page.

Next tasks

The SME clicks the link in the email to display the SME Edit page and downloads the file to review and edit the records. The SME uploads the edited content record(s) using Upload and then returns the file(s) to the requester using Return File.

After the SME returns the content record, you can view, edit, approve, reject or resend the SME job from the Jobs page. To access the Jobs page, click the My Work My Work icon menu and then select My SME Jobs.