Using Author-it Reviewer

Transcription

1 Using Author-it Reviewer Prepared 7 February, 2012

2 Copyright Author-it Software Corporation Ltd. All rights reserved Due to continued product development, this information may change without notice. The information and intellectual property contained herein is confidential between Author-it Software Corporation Ltd. and the client and remains the exclusive property of Author-it Software Corporation Ltd. If you find any problems in the documentation, report them to us in writing. Author-it Software Corporation Ltd does not warrant that this document is error-free. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of Author-it Software Corporation Ltd. Author-it, Author-it Localization Manager, Author-it Project Manager, Author-it Website Manager, Author-it Experience Engine, Author-it Integration Server, Author-it Live, Author-it Publishing Server, Author-it Xtend and Author-it Contact Manager are either registered trademarks or trademarks of Author-it Software Corporation Ltd. Microsoft Word, Microsoft Office, and Microsoft Windows are either registered trademarks or trademarks of Microsoft Corporation. LEGO is a registered trademark of the LEGO Group. Adobe, Acrobat, and FrameMaker are either registered trademarks or trademarks of Adobe Systems Incorporated. All other trademarks are the property of their respective owners. This document was created using Author-it Author-it Software Corporation PO Box Albany Auckland New Zealand Telephone Fax feedback@author-it.com (mailto:feedback@author-it.com)

3 Contents Using This Guide 3 Who This Guide Is For... 3 What This Guide Covers... 3 Typographical Conventions... 3 Please consider sending us feedback!... 4 Contact Us... 5 Author-it Reviewer Videos 5 Overview of Author-it Reviewer 6 What is Author-it Reviewer?... 6 Comparison: Document and Topic-based Review Workflows Main Features of Author-it Reviewer Requirements to use Author-it Reviewer as a Reviewer Reviewer Workflow Using Author-it Reviewer 18 Processes, Roles, and Permissions Review Roles are defined in Author-it Administrator Role of the Review Initiator Role of the Reviewers Role of the Editors Example: Moving a Topic Through Multiple Review Cycles Sub book reviews must be configured independently Single topic in multiple Reviews Procedures Language Used By Reviewer Logging In (Review and Editorial Stages) Reviewer Shortcut Keys Initiating a Review Editing a Review Deleting a Review Cancelling a Review Inspecting the current Reviews Procedures in the Review Stage Completing the Review Stage Procedures in the Editorial Stage Best practice for reviewing partially-updated topics Screen References System Notifications The Reviewer Screen

4 The Review Form (Create or Edit) The Review Summary Dashboard The News Feed Page The Reviewer User Options Form The Author-it Live Editorial Screen The Author-it Administrator Release States Reviewer FAQ Checklist: Installing and Configuring Author-it Reviewer 113 Author-it Reviewer browser compatibility Application and Web Server Roles and Role Services Install Reviewer application and Service Manager Installing the Reviewer Application Installing and Configuring Service Manager for Reviewer Configuring Settings and Permissions for Reviewer Review types and permissions Classifying Release States for Reviewer Configuring folder permissions for Reviewer Configuring the History Setting for Reviewer Configuring Settings for the Notification System Configuring the URL to the Reviewer Adding the Library to the Service Manager Enable Author-it Reviewer on a secure connection using HTTPS Test the Reviewer Installation Index

5 Chapter 1 Using This Guide This section helps you get the most out of this Guide. In This Chapter Who This Guide Is For... 3 What This Guide Covers... 3 Typographical Conventions... 3 Please consider sending us feedback!... 4 Who This Guide Is For This Guide is for anyone who uses Author-it Reviewer. What This Guide Covers This guide tells you about: Installing Reviewer (see "Checklist: Installing and Configuring Author-it Reviewer" on page 113) Using Author-it Reviewer (on page 18) The Review Processes (see "Processes, Roles, and Permissions" on page 19) Working with Review Tasks (see "Procedures" on page 28) Screen References (on page 87) Frequently Asked Questions (see "Reviewer FAQ" on page 111) Typographical Conventions Before you start using this Guide, it is important to understand the terms and typographical conventions used in the documentation. The following kinds of formatting in the text identify special information. Formatting convention Special Bold Type of Information Items you must select, such as menu options, command buttons, or items in a list

6 Formatting convention Emphasis Monospace CAPITALS KEY+KEY Tab > Command Group > Command Type of Information Use to emphasize the importance of a point, or for variable expressions such as parameters. Information that you must type, or information like folders and filenames. Names of keys on the keyboard, for example, SHIFT, CTRL, or ALT. Key combinations where you must press and hold down one key and then press another, for example, CTRL+P, or ALT+F4. Command option paths are written in the order you access a command button from the ribbon, for example, Edit > Insert > Insert File Object. Please consider sending us feedback! To help us improve what we offer you, we would really appreciate your feedback about this Guide, and about any other aspect of Author-it. Go on, we can take it (and that includes compliments too). Every comment contributes to improving our information. You'll find we're very responsive, and we act on your suggestions as swiftly as we can. Contact Us (on page 5) You can also provide feedback per page by clicking Submit Feedback at top right. This pops up a pre-addressed for you to add comments: Note that this automatically identifies the current page (Topic). Just type your comments and we will know exactly which information you are talking about! 4-149

7 Contact Us Author-it Software Corporation PO Box Albany 0752, Auckland NEW ZEALAND Ph: +64 (9) Fax: +64 (9) Author-it Reviewer Videos Video: Video: Introducing Author-it Reviewer ( Setting up Permissions for Reviewer ( Video: Setting up release states for the Review workflow ( Video: Setting up History settings ( Video: Changing the release state of topics to be reviewed ( Video: Video: Video: Video: Video: Starting a new Review ( Configure user settings in Reviewer ( Reviewing content as a Reviewer ( Reviewing content as a Co-ordinator ( Adding topics to an ongoing Review (

8 Overview of Author-it Reviewer This Overview includes: What it is. Main features. Author-it Reviewer is a browser-based real time content reviewing application that facilitates content review and approval by subject matter experts. Requirements for using Author-it Reviewer. Author-it Reviewer Workflow. What is Author-it Reviewer? A content-reviewing solution! Author-it Reviewer is an innovative browser-based solution to the frustrations that Authors notoriously experience in their efforts to have content reviewed and approved by subject matter experts

9 This typical reviewing problem... How to manage serial reviewing - the passing of content from reviewer to reviewer to reviewer... The need to submit entire documents for review because expecting to track multiple individual pages through a queue of reviewers is unrealistic....is resolved with this feature in Author-it Reviewer: Parallel reviewing. Reviewers can mark up content simultaneously and discuss their suggestions. Reviews can be created for as little as a single topic / page. This enables an important benefit of Author-it Reviewer: Content reviewing can take place in parallel with content creation. Authors do not need to complete books before having large parts of them approved. If the book component reviewing process is carefully managed, documentation release dates are brought forward to more closely match product release dates. How to motivate indifferent or dismissive Subject Matter Experts (SMEs). How to set time limits and deadlines for review procedures, remind reviewers of their deadlines, and obtain reviewer commitment to the process. Author-it Reviewer empowers authors and provides unprecedented leverage in managing their content reviews! Reviews are scheduled, reviewers are automatically informed of the Review commitment by , and reviewers can optionally be reminded by of approaching deadlines. Reviewers are aware of other participants, and of the audit trail that tracks their actions. Managers of reviewers can be included as Optional Reviewers in order to subtly (or not so subtly) motivate reviewer participation. Important reviewers can be specified as Mandatory Reviewers, and the Review itself can be configured to remain open until a specified number of Mandatory Reviewers have completed their Reviews

10 How to consolidate conflicting or differing reviewer suggestions. How to incorporate peripheral (non-organizational) Subject Matter Experts in the review process. Real-time reviewing. Social media-like functions enable online discussion between the author and all reviewers. For each mark-up or comment, all participants can optionally click to Agree or Disagree, and the Author can Accept or Reject. Reviewing is browser-based and simple. Any SME with a web browser can participate from anywhere there is an Internet connection, and the review procedures are easy enough to learn within a few minutes. The licensing model caters to peripheral reviewers, as licenses are held in a pool to which reviewers can be added or removed. In other words, licensing is by seat in the Review, not by person, and it is a simple matter to assign a peripheral SME to a seat. How to hide parts of a document from particular reviewers but not from other reviewers. Reviews have to be monitored, managed, and require constant author intervention, which is frustrating. Review security is applied automatically based on Library security definitions. All content is controlled by means of security definitions, and user permissions are tracked through user login. For example, a manager and a technician may be added to the same review, but the manager sees a book of 10 topics and the technician sees a book of 6 topics, without being aware of the 4 invisible topics. Review-automation. Content can be managed by release state so that When it enters a Review release state it triggers a pre-configured Review. As they create content, Authors simply change its release state to Review, and it automatically enters a Review. A Review can be configured to end automatically, and thereby automatically change the reviewed content to an Editorial release state for editing by Authors

11 Documents that have been marked up by many reviewers are often messy and the comments are difficult to understand. How to locate the places where reviewers have marked up content in large printed or electronic documents. Content is highlighted in unique colors per reviewer. Comments and suggestions are displayed in a separate discussion pane. Digital reviews provide easy location of mark-ups. Mark-ups and suggestions are highlighted in different colors, with a unique color per reviewer. When editing the content, click a Forward button to jump to the next mark-up. Listing of mark-ups in a separate panel - click a panel item to jump to the associated highlighted place on the page. No way of tracking the history of mark-ups, comments and counter-comments. No way of knowing if reviewers have diligently reviewed all of the content or simply marked up a few random pages. No way of tracking a "complete picture" of the review effort as documents move through a multiple-participant review. After the Review, Authors need to manually re-work all of the mark-ups. Reviewing is a tedious procedure. Nobody escapes the audit trail. Author-it Reviewer provides and audit trail of comments in a discussion pane, in a History screen and in customizable notifications. Monitoring of reviewer participation. Reviewers must click a Complete button for each topic / page. Each reviewer's progress through the review is thereby tracked on a graph, so it is easy to see if reviewers have skipped topics. Graphical dashboard. A graphical dashboard display provides a snapshot of the review status and progression. The Accept button. Most mark-ups can be accepted and incorporated with a simple Accept button click, significantly reducing the Author's re-work effort. Reviewing can actually be fun! Reviewing can be a highly interactive experience, and the high level of automation is a joy to Authors

12 Comparison: Document and Topic-based Review Workflows Document-based reviews In a document-based review workflow there are a number of steps to be completed: Step 1: The author creates the document, and the document can then go through several revisions before it is ready for the next step in the workflow. Although some content may be ready for review, the entire document must be completed before it can be passed on. Step 2: A decision must be made on "how" the document will be reviewed. For example, if you have five participants in the review group do you circulate a single copy of the document around the group, or do you create five copies of the document and send each participant a personal copy? Both options have disadvantages: Option 1: One copy of the document Disadvantage - potential bottlenecks if document is not passed between participants quickly. One copy of the document is passed around the group. This method can extend review time if each reviewer must review the entire document before it can be passed to the next participant. Furthermore, how does a reviewer discuss the comments and suggestions made by previous participants? And how are earlier participants made aware of the comments and suggestions made by later participants, and given the opportunity to discuss them? Option 2: Multiple copies of the document Disadvantage - multiple reviews conducted in isolation, so there is no collaboration. One copy of the document is passed to each participant in the group. Because each review is isolated, there is no collaboration between participants. Participants can potentially waste time making the same comments on the same issues. The editor has a potentially time-consuming task in collating the comments from multiple reviewed documents. Step 3: The editor waits for all copies of the document to be returned, then collates the comments and creates the final version of the document. Topic-based reviews Author-it Reviewer has evolved from the traditional document-based workflow into a topic-based workflow that complements the Author-it content-creation methodology. Avoid bottlenecks and have the document ready for release soon after completion The author feeds each topic into the review cycle as it is completed. This avoids the bottleneck of waiting for a document to be completed before any of the content can be reviewed. Authoring and review run concurrently, so that the document is potentially ready for release soon after completion

13 Real-time collaboration improves reviews During the review, participants can see all of the comments and suggestions that have been made about the topic, so they don't waste time repeating suggestions. Author-it Reviewer's system of commenting and replying follows social-media conventions, enabling real-time conversations between participants. This level of collaboration improves the overall quality of the review as participants share, synthesize and add further add value to their ideas. There are advantages to conducting the review in small tasks rather than as a monolithic project It is easier to review a topic than an entire document. The review time is short, the reviewer maintains focus, and the review effort is less disruptive to the reviewer's normal work flow. Main Features of Author-it Reviewer Parallel reviewing Reviewers can mark up content simultaneously and discuss their suggestions. Reviews can be created for as little as a single topic / page. This enables an important benefit of Author-it Reviewer: Content reviewing can take place in parallel with content creation. Authors do not need to complete books before having large parts of them approved. If the book component reviewing process is carefully managed, documentation release dates are brought forward to more closely match product release dates. Author-it Reviewer empowers authors and provides unprecedented leverage in managing their content reviews! Reviews are scheduled, reviewers are automatically informed of the Review commitment by , and reviewers can optionally be reminded by of approaching deadlines. Reviewers are aware of other participants, and of the audit trail that tracks their actions. Managers of reviewers can be included as Optional Reviewers in order to subtly (or not so subtly) motivate reviewer participation. Important reviewers can be specified as Mandatory Reviewers, and the Review itself can be configured to remain open until a specified number of Mandatory Reviewers have completed their Reviews

14 Real-time reviewing Social media-like functions enable online discussion between the author and all reviewers. For each mark-up or comment, all participants can optionally click to Agree or Disagree, and the Author can Accept or Reject. Simple mark-up Add content. Replace Delete Suggest Reviewing is browser-based and simple Any SME with a web browser can participate from anywhere there is an Internet connection, and the review procedures are easy enough to learn within a few minutes. The licensing model caters to peripheral reviewers, as licenses are held in a pool to which reviewers can be added or removed. In other words, licensing is by seat in the Review, not by person, and it is a simple matter to assign a peripheral SME to a seat. Review security is applied automatically based on Library security definitions All content is controlled by means of security definitions, and user permissions are tracked through user login. For example, a manager and a technician may be added to the same review, but the manager sees a book of 10 topics and the technician sees a book of 6 topics, without being aware of the 4 invisible topics. Review-automation Content can be managed by release state so that When it enters a Review release state it triggers a pre-configured Review. As they create content, Authors simply change its release state to Review, and it automatically enters a Review. A Review can be configured to end automatically, and thereby automatically change the reviewed content to an Editorial release state for editing by Authors

15 Content is highlighted in unique colors per reviewer. Comments and suggestions are displayed in a separate discussion pane. Digital reviews enable easy location of mark-ups Mark-ups and suggestions are highlighted in different colors, with a unique color per reviewer. When editing the content, click a Forward button to jump to the next mark-up. Listing of mark-ups in a separate panel - click a panel item to jump to the associated highlighted place on the page. Nobody escapes the audit trail Author-it Reviewer provides and audit trail of comments in a discussion pane, in a History screen and in customizable notifications. Monitoring of reviewer participation Reviewers must click a Complete button for each topic / page. Each reviewer's progress through the review is thereby tracked on a graph, so it is easy to see if reviewers have skipped topics. Graphical dashboard provides a snapshot of the review status and progression The Accept button Most mark-ups can be accepted and incorporated with a simple Accept button click, significantly reducing the Author's re-work effort. Reviewing can actually be fun! Reviewing can be a highly interactive experience, and the high level of automation is a joy to Authors

16 Requirements to use Author-it Reviewer as a Reviewer To use Author-it Reviewer as a Reviewer, you will need to meet the following requirements: Skills Reviewer License (assigned from a pool) Browser compatibility No special skills are required. Author-it Reviewer is designed to be quickly usable even by people with no experience of the Author-it authoring platform. A license must be available from the pool of licenses. See here for more information: Reviewer licensing overview (on page 50) Monitor the License Usage function (on page 49) The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor. While in the review phase of a Review, Reviewers operate only in the Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers. However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above. Screen resolution The recommended minimum screen resolution is 1024 x 768 pixels. The browser window must be 900px or wider to fully display the Ribbon bar. If you need more screen "real estate", try to zoom out using the browser zoom function or key controls (normally CTRL-mousewheel). Installation and configuration Author-it Reviewer installation and configuration requirements are described in Checklist: Installing and Configuring Author-it Reviewer (on page 113)

17 Reviewer Workflow The Author-it Reviewer uses a topic-based approach for reviewing content. The review process is split into three areas - initiating the review and adding topics; reviewing the content and making suggestions; editing and finalizing the content. Let's look at an example where a topic moves through a single review cycle. In Author-it reviewer, an "Initiator" initiates the review (see "Initiating a Review" on page 36) by configuring a Review Form (see "Configuring the Review Form" on page 38) with fields for release states, times, and participants (Reviewers (see "Role of the Reviewers" on page 24) and Editors (see "Role of the Editors" on page 25)). notifications, with review details, are automatically sent to participants. Authors continue creating content in any of the Author-it content editors, and as each topic is ready for review, they put it into the "review" release state, thereby triggering the next step in the process. When the topic is put into the review release state, an is automatically sent to the Reviewers, providing them with the topic details

18 Reviewers digitally mark up content (see "Procedures in the Review Stage" on page 61) with suggestions, comments, additions, substitutions or deletions. They also interact with each other by means of social media type functions. Reviewers declare their review completed for the topic. The notification system monitors review actions and sends reminder s to participants if they have not completed their review. Editors either Accept suggestions, or Reject suggestions. (They can optionally Accept/Reject later in the Live/Web Contributor interface.) Either the Reviewer software automatically moves (see "Automatically Completing the Review Stage" on page 74) a topic to the editorial release state when all reviews for the topic are completed, or an Editor manually moves (see "Manually completing the Review stage for all topics in review" on page 75) the topic into the editorial phase. When the topic is put into the editorial release state, an is automatically sent to the specified Editors with the topic details. The editors review the topic content (see "Overview: Editing the Topics and Completing the Review" on page 77), making their own changes. Editors either Accept suggestions (see "Accepting and Rejecting - Options and Best Practices" on page 69), or Reject suggestions (see "Accepting and Rejecting - Options and Best Practices" on page 69). Editors Save changes per topic (changes can only be saved in Author-it Live). The review for the topic is finalized for this review cycle. See also Video: Setting up release states for the Review workflow (

19 Note on browser compatibility: The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor. While in the review phase of a Review, Reviewers operate only in the Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers. However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above

20 Chapter 2 Using Author-it Reviewer Author-it Reviewer requires software release 5.5 or later. The standard document review cycle moves content through sequential stages from authoring to publication. With Reviewer there is no need to submit an entire document or book for review, as Reviewer enables individual topics to be processed through review cycles, from content authoring to final publication. The process of authoring and reviewing can span multiple applications within the Author-it software suite, but reviewing is performed only in Author-it Reviewer and Author-it Live: This guide includes the following sections: The Review Processes, Roles, and Permissions (see "Processes, Roles, and Permissions" on page 19) An overview of the processes and roles in Author-it Reviewer. This section includes information on the review state types and permissions for release states. Procedures (Initiation, Review and Editorial) (see "Procedures" on page 28) This section covers the following: Logging in to Author-it Reviewer and Author-it Live

21 Creating a Review and modifying Review settings. This includes steps for editing a Review Form, adding topics to a review, inspecting progress data for a review, and finalizing a review (completing, canceling, or deleting a review). The Review stage - This describes how to make suggestions, reply to suggestions from other reviewers, and complete the review stage for a topic. This section also looks at alternative ways to view a topic - opening from a URL and using the History record from the Author-it Editor. The Editorial stage - This section covers the editorial tasks that can be completed in Reviewer, and the tasks that must be completed in Author-it Live. Screen References (on page 87) This section describes the Author-it Reviewer screens used for reviewing content and Author-it Live screen used when editing. Frequently Asked Questions (see "Reviewer FAQ" on page 111) Questions based on Review Initiation, Reviewing and Editing. In This Chapter Processes, Roles, and Permissions Procedures Screen References Reviewer FAQ Processes, Roles, and Permissions This section looks at roles of the review initiators, the reviewers, and the editors. It also looks at the permissions and Review and Editorial types that are required for making content available for reviewing and editing. Review Cycles Multiple Review Cycles may be configured for each topic. For example, the topic may be configured to pass sequentially through: Content review cycle > Technical review cycle > Legal review cycle > Release. Each Review cycle has two phases: In the Review phase, reviewers digitally make suggestions to the topic content in the Reviewer interface, and optionally discuss these suggestions in a discussion pane. The topic itself is in a read-only state, so its content is not updated in this phase

22 In the Editorial phase, an editor accepts or rejects reviewer suggestions in either the Reviewer interface or in Author-it Live, and then updates the topic content by means of Author-it Live. Note on browser compatibility: The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor. While in the review phase of a Review, Reviewers operate only in the Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers. However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above. Review Participants The following participants play an active role in a review: Review Initiator - configures the Review Form to define users, dates, and the review and editorial states that will be used. By default, the Initiator is added to the review as an editor. Authors - create the content and move the topics into the Review state, thereby setting the topic as read-only and triggering automatic notifications to all Reviewers. Reviewers - inspect topics, add suggestions and set a Complete status for their review. They are defined as either Mandatory or Optional Reviewers in the Review Form. Editors - view, accept or reject comments by means of either Reviewer or Author-it Live, and make final changes to the topic content by means of Author-it Live. Important: there MUST BE at least one Mandatory Reviewer and one Editor selected to start a review. Actions in a Review Cycle The following actions occur during the review cycle: Initiating a review (completing the Review Form) Topics are added to the review cycle when they are assigned the review release state for the review; this triggers an notification Reviewers check the topics, add suggestions, and Complete their own review Topics are moved to the editorial phase when they are assigned the editorial release state for the review; this triggers an notification

23 Topics are edited and finalized for the next review cycle or for final release Now let's look at how the participants and actions come together across the process. Step 1: Initiate the Review Choose an existing book or create a new book for the review. Configure the Review Form by defining the reviewer groups (Mandatory and Optional), Editors, start and finish dates, and the review and editorial states. The review starts automatically when the topic is put into the review state. Note: The book assigned to the Review Form does not have to be completed in order to be used in a review, and authors can continue to create or complete topics after the review has started. This is because the review process is based on reviewing individual topics rather than a book. For this reason, changing the release state of a book does not automatically change the release state of its constituent topics; each object (book, topic, image, hyperlink, etc) changes release state independently. Step 2: Review the content When a topic enters the review state, an is sent to the reviewer groups (both Optional and Mandatory groups). As the review progresses, the notification system polls the review actions on a regular basis and and If several topics are ready for review, all review notifications are added to one . Members of the reviewer groups make suggestions and comments on the topic content. When Reviewers finish with a topic they each mark their review as completed. The system continues to monitor the status of the topics in review, and if content has not been reviewed by reviewers who are part of the Mandatory group, sends them reminder s. Step 3: Edit the content After a topic has been 1) completely reviewed by the minimum required number of mandatory reviewers, or 2) manually moved to the Editorial state by an Editor, it is put into the Editorial state and a notification is sent to the editors. An editor accepts or rejects the reviewer comments in either Author-it Reviewer or Author-it Live and decides on the final version of the content. The editor can only save the topic in Author-it Live. Step 4: Next step When this review cycle has been completed the content will either be moved into the final release, or it will be moved into an additional review cycle

24 Review Roles are defined in Author-it Administrator Reviewer Roles are defined in the Author-it Administrator Folder Action Permissions window, with a minimum of List Object and Read Object permissions. Only users who are assigned the Author or Reviewer role can log in to Author-it Reviewer (with the exception of the Security Administrator role, which can see all Reviews). Author-it Reviewer maintains security integrity If a Reviewer does not have read permission to a folder, the Reviewer is unable to review content in that folder. This is necessary so that Author-it Reviewer does not compromise an organization s security strategy. If a Reviewer is assigned to Review a book and that book has specific topics to which the Reviewer has no permission, those topics are not visible to the Reviewer in the Author-it Reviewer Table Of Contents. Reviewers also require permission to any release state used in a Review, and Reviewers without appropriate permissions do not see those topics in the Author-it Reviewer Table Of Contents. See Example - the effect of permissions on viewable content (on page 136) for examples of both folder and release state permissions that affect a Review. Note: A user in the role of Security Administrator can see all Reviews. Author Role In the Author role a user can use Reviewer as an Editor. The Author functions as: A Review Initiator who creates, edits, cancels and deletes Reviews in Author-it Reviewer, using the Review Form

25 An Authorized Editor who approves or rejects Reviewer suggestions and comments, discusses these suggestions and comments with Reviewers in the discussion pane, and then edits the content in the Author-it Live interface. Note: The Author role is not the same as the role of Editor. An Author writes content, possibly creates Reviews and possibly participates in Reviews as an Editor. Editor is a potential sub-role for an Author, but only within the context of a Review. An Author may not necessarily ever function as an Editor, but every Editor is a person who is checked as an Author within Author-it Administrator. Reviewer Role In the Reviewer role, users can Log in to Author-it Reviewer when assigned to a Review. After the Review is active, these users can digitally make suggestions and comment on content using the markup tools. All suggestions and comments are read-only and have no effect on the content. Reviewers can also reply to Editor comments and other Reviewer suggestions / comments in the Reviewer discussion pane. Role of the Review Initiator The initiator starts the review process by configuring settings on a Review Form, and may also edit the settings for an existing review. This person is likely to be an author or editor. Possible initiator actions The initiator starts the review process, can update the requirements for existing reviews. and monitors the Review: Create a new review (see "Creating a New Review" on page 37) by creating, configuring and saving a Review Form, or by duplicating an existing review and then customizing it (see "Creating a Review Based on an Existing Review" on page 38) Edit a Review by Editing the Review Form (see "Editing a Review" on page 54) Add a participant to the review by means of the Review Form Remove a participant from the review by Editing the Review Form (see "Editing a Review" on page 54) Change participants in the review by Editing the Review Form (see "Editing a Review" on page 54) Delete a review (see "Deleting a Review" on page 55) that has not yet initiated Cancel a review (see "Canceling a Review" on page 56) that has already initiated. This requires that release states be re-defined. Monitor the status of the Review by means of the Review Summary Dashboard (see "The Review Summary Dashboard" on page 103)

26 Monitor the News Feed page (see "The News Feed Page" on page 104) for recent participant actions, reminders and suggestions Role of the Reviewers The primary action of a reviewer is to inspect a read-only topic and make annotations on it that suggest ways to improve it. Annotations include suggesting additions, suggesting deletions, suggesting replacements, adding notes, and discussing other reviewers' suggestions or notes. Types of reviewer groups During each review cycle, participants are assigned to one of the reviewer groups. Mandatory reviewers - the participants for whom it is compulsory to complete the review on a topic in order for the review to be considered complete. The review form identifies the minimum number of mandatory reviewers that must participate before the review stage can be completed. If this is a requirement of a review, the review may extend past its cutoff date until such time as all mandatory reviewers have completed their reviews. Optional reviewers - the participants who may choose whether to complete a review on a topic. Their participation is not required in order for the review to be considered complete. If optional reviewers are slow to review a topic, the topic may advance to the next release state before they even look at it. Possible reviewer actions During the review phase, users participating in a topic review may perform the following actions: Suggest an addition to the topic Suggest replacement text (see "Reviewing a Topic: Suggesting an Insertion or Replacement" on page 65) Suggest a deletion (see "Reviewing a Topic: Suggesting a Deletion" on page 67) Add a comment (see "Reviewing a Topic: Adding a Comment" on page 65) Monitor the News Feed page (see "The News Feed Page" on page 104) for recent participant actions, reminders and suggestions Monitor the Contents pane (see "The Reviewer Table of Contents" on page 93) for further status changes on reviewed topics (for example, a topic changes appearance from black text to orange text, indicating that someone else has commented after you have completed the topic) Reply to, or discuss a suggestion or comment by means of the on-screen discussion pane (see "The Discussion Pane" on page 98)

27 Mark the personal review as completed (see "Reviewing a Topic: Mark a topic's review as Complete" on page 68) for the current topic Role of the Editors Following the completion of the review, an editor goes through all of the suggested changes and notes and decides what should be in the final version of the topic. To finalize the topic's content, all comments from the reviewers must be either accepted or rejected. Once this has occurred the topic can be saved. Possible editor actions During the review phase, editors may: Monitor the News Feed page (see "The News Feed Page" on page 104) for recent participant actions, reminders and suggestions Discuss reviewer comments by means of the on-screen discussion pane (see "The Discussion Pane" on page 98) Edit the review by editing the Review Form (see "Editing a Review" on page 54) Cancel a review (see "Canceling a Review" on page 56). This requires re-definition of release states. Manually force the review into the editorial phase (see "Manually completing the Review stage for all topics in review" on page 75) for all topics, irrespective of whether reviewers have completed their reviews During the editorial phase, users finalizing the topic may perform the following actions: Accept or reject suggested changes (see "Accepting or Rejecting suggestions in Reviewer" on page 79) Add editorial comments Delete editorial comments Edit the review by editing the Review Form (see "Editing a Review" on page 54) Cancel a review (see "Canceling a Review" on page 56). This requires re-definition of release states. Example: Moving a Topic Through Multiple Review Cycles Let's look at an example where topics must go through three types of review before they can be released. The reviews cover the content's style and grammar, checking for technical accuracy, and checking for legal issues. Three review cycles are created by means of the Review Form, and the book is added to each review. Each review uses a different set of review states

28 Review Form: for a specific review cycle, this defines the release states and participants, and controls the associated notifications, such as advising the start and finish dates and when a topic is available for review or editing. Release states: unique release states are defined for each review cycle. Because each review cycle passes through a review and an editorial phase, there must be both a review release state and an editorial release state defined per review cycle. The state assigned to a topic at any moment defines its exact location within the process. "Next" release state: the Review Form configuration must include a Next release state that will be automatically assigned to the topic as the current review cycle is completed. In a situation of multiple review cycles, the Next release state field will effectively trigger the next review cycle. Multiple reviews: a book can be added to multiple review cycles. For example, a content review, a technical review, and a legal review. Each review cycle has two phases, defined by "review" and "editorial" release states. In our multiple review cycle example, we may define the sequential release states as follows: [content review > content editorial] > [technical review > technical editorial] > [legal review > legal editorial] > Released. Note that the last state "Released" is assigned on completion of all review cycles. Each release state change triggers the next step in the process, so a topic will only move into a subsequent review cycle when it has the appropriate release state. Review cycle 1 (Content) triggers when the topic is assigned the "content review" state Reviewers perform review tasks and mark as review complete When the content review has completed, the topic is moved into the "content editorial" state Editors then finalize the topic's content for this review cycle and save the topic - this action completes the current review cycle, and, following the "next state" option in the Review Form, the topic is automatically assigned the "technical review" state... Review cycle 2 (Technical) triggers when the topic is assigned the "technical review" state Reviewers perform review tasks and mark as review complete

29 When the technical review has completed, the topic is moved into the "technical editorial" state Editors then finalize the topic's content for this review cycle and save the topic - this action completes the current review cycle, and, following the "next state" option in the Review Form, the topic is automatically assigned the "legal review" state... Review cycle 3 (Legal) triggers when the topic is assigned the "legal review" state Reviewers perform review tasks and mark as review complete When the legal review has completed, the topic is moved into the "legal editorial" state Editors then finalize the topic's content for this review cycle and save the topic - this action completes the current review cycle, and, following the "next state" option in the Review Form, the topic is automatically assigned the "Released" state... The topic is moved into the "released" state and is now ready for release. Release states can be changed from within Author-it Editor Comments/suggestions made in a Review can be easily lost if a user in Author-it Editor changes the release state of the topic back to Draft. If a topic is in a Review state and other users have commented on the topic, in Author-it Editor, the user who is attempting to change the state to Draft will be warned by means of a pop-up notification that the comments will be lost, and is required to acknowledge to continue. Sub book reviews must be configured independently If a review is created for a master book, then only the topics added directly to the master book's content pane are included in the review. Any sub books that have been added to the master book are not included in the review for the master book. A separate review needs to be created for each sub book. Single topic in multiple Reviews The behavior for topics that are actively in multiple Reviews is as follows: Each topic instance is treated separately by the Reviewer, so suggestions made in one Review are not visible in the others. When the topic is completed in one of the Reviews (through Mark Complete or Move to Editorial), then it is moved into the Editorial state, ending the review of that topic in all Reviews. When the topic is loaded in Author-it Live, suggestions from all Reviews for that topic are shown, and can be accepted and/or rejected in the normal way

30 Procedures This section looks at how to complete the actions for the review, including: Logging In (Review and Editorial Stages) (on page 28) Initiating a Review (on page 36) Editing a Review (on page 54) Deleting a Review (on page 55) Canceling a Review (on page 56) Inspecting the current Reviews (on page 57) Procedures in the Review Stage (on page 61) Completing the Review Stage (on page 73) Procedures in the Editorial Stage (on page 76) Language Used By Reviewer The Author-it Reviewer will use the language that your Web browser is set to. Logging In (Review and Editorial Stages) The following topics describe logging in to Reviewer and Author-it Live when you are working with content in the review and editorial stages. Web Applications Login Web Applications include Author-it Reviewer and Author-it Web Localization Manager. There are two forms of log in: Standard log in with direct authentication (see "Logging in with Direct Authentication" on page 29) Log in using Active Directory (see "Logging in using Integrated Active Directory" on page 30)

31 Logging in with Direct Authentication Libraries can be used by a single user, or by many people simultaneously. Each user must log in to the library. This helps keep track of who does what and when. It also controls what privileges are available to each person. Note: This topic deals with direct authentication, but If your system has been configured for it, it is also possible that you can log in using Active Directory (see "Logging in using Integrated Active Directory" on page 30), which uses your network domain and user name as authentication, and logs you in without the need for you to type username and password. To log in using Direct Authentication: 1) Open an Internet Explorer browser window (version currently supported by Microsoft) and navigate to the Web Application site. The Login window displays: 2) Type the required details: The Library name is the alias or user friendly name assigned to the library. On a first-time login you will need to know the target library, and thereafter it will be remembered by the browser. Your assigned Username and Password for logging in to the library. On a first-time login you will need to know your username, and thereafter it will be remembered by the browser. The following are optional: Change the language or theme from the default settings. Select Keep me logged in to remain logged in to the library even when you close the browser or the tab; then the next time you open Author-it Web Applications from the same computer, the software will automatically consider you logged in. The setting remains active for 30 days so long as you only exit by closing browser or tab. If you log out, the setting will no longer apply. 3) Choose Login

32 Logging in using Integrated Active Directory When you log in using Integrated Active Directory, Author-it uses your network domain and user name as authentication and logs you in to the Library. To log in using Integrated Active Directory: 1) Open an Internet Explorer browser window (version currently supported by Microsoft) and navigate to the Author-it Web Application site. The Login window opens. Look for the Active Directory check-box. This is only shown if stipulated in the configuration, and is invisible by default. If you leave this box un-checked, you will need to use a direct authentication log in procedure (see "Logging in with Direct Authentication" on page 29). 2) Select the Active Directory check box. 3) Type a Library Name. Your user name will automatically populate the Username field in the format domain\username, based on your domain credentials. The Username field will be read-only. The Password field will be blank and read-only. 4) Optionally choose a Language and Theme, then select Login to log in to the Author-it Live browser interface

33 Web Applications Login Errors Login Error: Folder Permissions The error message (sample): There is a problem with your license and/or user account permission. Please contact your System Administrator. The problem: Either You are not Licensed as a Localizer You have not been assigned the role of Localizer You have not been given permission to view or edit the folders in which this content is located. What to do: Your System Administrator needs to ensure that all of the above requirements are met. This is done from the Author-it Administrator or from My Cloud Administrator in Saas Mode. Login Error: Folder paths not yet defined The error message: Folder paths have yet to be defined for this library. Please contact your system administrator. The problem: Author-it does not know where to find the folders for this Library. What to do: Your System Administrator will define the path to these folders. Login error: Library not licensed for Author-it Server The error message: Library not licensed for Author-it Server. Please contact your System Administrator. The problem: As stated. Note that if the license changes while the user is still logged in, there is no way to know this until the user logs out or the application pool of Author-it Web Localization Manager in IIS is recycled. What to do: Contact your System Administrator, who will probably resolve the issue by arranging appropriate licensing. Author-it Web Localization Manager login error: Generic error message - Jet database The error message (sample): (Generic login failure message). Why a generic message? Because the software does not get so far as to log in to the database - so it does not know the reason for the failure. The problem: Author-it Web Localization Manager does not function with Jet databases. It requires a SQL database

34 What to do: Your System Administrator needs to set up a SQL database. It is possible to export Jet to SQL, but be aware that Jet databases have a size limit of 2GB, and Author-it will also not support them after release

35 Reviewer Login flow chart When a user logs in to the Reviewer, the software follows this procedure:

36 Setting Your User Options After logging in to Reviewer you should set your user options. These include your contact details for receiving s and your time zone. Note for Author-it Cloud users: Do not change your address here in Author-it Reviewer, but via Author-it Cloud. Video: Setting up User settings in Reviewer To Update Your User Options: 1) Choose Options from the main menu to open the Reviewer Options (see "The Reviewer User Options Form" on page 106) form. 2) The settings in the left pane are used control the display applied to insertions, deletions, and comments in the discussions pane. You can modify these settings or use the default options. 3) Update your contact details in the right pane. Add your address and select your time zone from the drop-down list. You can also add a picture which will be used in the News Feed page and in the discussions pane when you make or reply to review suggestions and comments. Note for Author-it Cloud users: Do not change your address here in Author-it Reviewer, but via Author-it Cloud. 4) Save your changes. Logging in to Author-it Live to perform Editorial tasks When navigating to Author-it Live, if you have not previously been authenticated in this browser session, you are prompted to login

37 To Login to the Author-it Live: 1) Open a browser window and type the URL for Author-it Live. 2) Provide the library name and your Author-it user credentials, then choose Login. Login options Active Directory: determines if Active Directory authentication should be used instead of the Author-it default authentication. If checked, the username field is populated from the user's domain credentials and uses the format domain\username. Note: This login option can be used if your library is already set up to work with Active Directory. Keep me logged in: if checked, Author-it Reviewer attempts to login automatically next time a sessions is started, using the credentials supplied for the same user and computer. This should be remembered for 30 days. Reviewer Shortcut Keys The following keyboard shortcuts can be used in Reviewer. The options available depend on whether you are working with suggestions inside the topic pane or moving between topics in the contents pane. Reviewer: Topic pane Shortcut keys for working with suggestions in a topic Esc closes suggestion toolbar (when the toolbar has the focus) -or- closes the suggestion window (when the window has the focus) Enter i key, or Insert key saves the suggestion against the topic opens the the insertion window after clicking in topic -or- opens the replacement window after selecting text d key, or Delete key c key opens the delete window after selecting text opens the Comment window after selecting text

38 Reviewer: Table of Contents pane Shortcut keys for working with topic navigation Up arrow, Down arrow Left arrow Right arrow moves the focus in the contents pane to the next or previous "visible" node when an expanded parent node has the focus, collapses the node, and hides child nodes when a collapsed parent node has the focus, expands the node, and displays child nodes Initiating a Review This section looks at creating the review and adding topics to the review cycle. Tasks are performed in either Author-it Editor, Author-it Live or Author-it Reviewer as follows: Task Editor Live Reviewer Create a new review (see "Configuring the Review Form" on page 38) no no yes Edit the review settings (see "Editing a Review" on page 54) no no yes Making topics available for a review (on page 54) yes yes no Manually complete a book review (see "Manually completing the Review stage for all topics in review" on page 75) no no yes Cancel a review (see "Canceling a Review" on page 56) no no yes Delete a review (see "Deleting a Review" on page 55) no no yes Display statistics for a review (see "The Review Summary Dashboard" on page 103) no no yes

39 Requirements for creating a Review Reviews can only be created by users who are assigned the role of Author in Author-it Administrator. Authors require at least the Folder Action Permissions and Release State Permissions that apply for each Review. Authors use a Base User License for the duration of each of their Reviewer sessions. Reviews are created, edited, deleted and canceled in the Review Form: The Authors who start and create Reviews are by default assigned as Authorized Editors in the Review Form. Authorized Editors can markup the content, discuss Reviewer suggestions and comments in the discussion pane, approve or reject suggestions and comments, and ultimately, edit the content in the Author-it Live interface. Each Review must have at least one Mandatory Reviewer (using a Reviewer License for the duration of the Review) and an Authorized Editor (using a Base User License only for the duration of each of that person's Reviewer sessions). Only users who are assigned the Reviewer role in Author-it Administrator can be added and saved as Reviewers in the Review Form. A Review cannot be created with just an Authorized Editor. Creating a New Review The parameters for a Review need to be specified on a "Review Form (see "Configuring the Review Form" on page 38)". There are two options for creating a new Review (creating a new Review Form): Create a new Review from scratch. This topic looks at this method

40 Create a new review by copying an existing review and altering some of the settings. To Create a New Review: 1) Log in to the Reviewer and choose Review > New to create a new Review by means of the Review Form. 2) Configure the Review Form (see "Configuring the Review Form" on page 38) 3) Save the Review. Creating a Review Based on an Existing Review You can create a new review by copying an existing review. This method saves time if you are creating multiple reviews using similar settings. When you use this method, a new review form is created with the following fields pre-populated (however, any of these options can be modified): Release states Options for reminders and moving topics to editorial Reviewers and editors The remaining options, book, variant assignments, and dates must be specified in the form. Refer to Configuring the Review Form (on page 38) for detailed information on the settings in this form. To Create a New Review Based on an Existing Review: 1) Log in to the Reviewer, then right-click an existing review and choose New review based on [review name]. 2) Configure the Review Form (see "Configuring the Review Form" on page 38) by customizing the fields. 3) Save your changes. Configuring the Review Form The parameters for a Review are specified on a "Review Form". Video: Starting a new Review (

41 To access the Review Form The Review Form can be accessed in multiple ways: Create a New Review (see "Configuring the Review Form" on page 38) by logging into the Reviewer and choosing Review > New. Edit an existing review (see "Editing a Review" on page 54) by selecting the review from the contents pane and choosing Review > Edit. Create a new Review based on the settings of an Existing Review by right-clicking an existing review and choosing New review based on [review name]. Note: The loading time for several fields in the form can vary depending on the size of the library. To configure the Review Form 1) Select a book (see "Select a Book for the Review" on page 40) by means of the predictive selector, the alphabetical list, or the Book Selector dialog. 2) Select the release states to define the Review work flow (see "Select the release states for a Review" on page 44). 3) Select the Start and End dates for the Review (see "Select Start and End dates for the Review" on page 45)

42 4) Select Optional settings for the Review (on page 46): Remind reviewers and Move topic to editorial 5) Select Participants (see "Select Participants for the Review" on page 47), including Mandatory Reviewers, Optional Reviewers and Authorized Editors (Note that at least one Mandatory Editor and one Authorized editor must participate in the review). 6) Monitor the License Usage function (on page 49) to confirm sufficient licenses for the Review. 7) Save the Review Form. Select a Book for the Review From the Review Form (see "Configuring the Review Form" on page 38), you need to specify a book for the Review. Note: You must have a minimum of List Objects permission under the folder permissions to view a book in this list. When the review starts, this field becomes read-only. If a book is in review and a third party changes its release state back to Draft, the review comments will be lost. As an insurance measure to inhibit such change, Author-it will warn a user attempting to change a book's release state back to Draft, and the user will need to acknowledge the warning before the state will change. You have a choice of two selection mechanisms: Adding a book using the Book Selector (on page 41) - select from a drop down menu or predictive text selector Adding a book using the Book Search (on page 43) - select by means of a text string search, where the string can include wildcards

43 To add a variant book object to the Review 1) To add a variant book to the review (that is, the book object is a variant object), select the primary book object as the book to review. Note that you cannot view the variant books in the book list, only the ordinary and primary book objects. 2) After selecting the primary book, select the variant criteria value assigned to the variant book object. Any variants or variables used by the selected book or its content are displayed in the variant assignment pane under the book name field. 3) Click the Assignment field to open the drop-down list, then choose the variant criteria value. Once the review has been created the variant book object is displayed in the Reviewer's contents pane - at this point all reviewer participants will view and work from the variant book object. The variant book will also be referenced in the notifications to participants. Adding a book using the Book Selector Use the Book Selector and / or the Book Search to add books: If you have long filenames that extend beyond the right edge of the dropdown selector... If you have long filenames that cannot be read properly because they extend beyond the right edge of the drop down selector, you have these alternatives: Drag the entire window wider, to widen the drop down (the dimensions of the resized window will be remembered the next time you open the window). Hold your cursor over a filename to see the full name in the popup tooltip. Opt to use the Book Search (see "Adding a book using the Book Search" on page 43), which opens a separate window

44 Features of the Book Selector This is a tool to search for and select books. It has these features: Predictive Search: Start typing in the field and a drop down lists suggested matches. Click the search icon to display a Book Search (see "Adding a book using the Book Search" on page 43) screen to browse for particular books. To select a book by means of the predictive book selector 1) Start typing the name of the book in the Select book field (at least the first 3 letters), to activate the predictive book selector. This displays just the first page of predictive suggestions that match your typing. 2) Use the controls to navigate to further pages, or to refresh the selection, and then click to select the appropriate book. To select a variant book object Variants are also listed in the selection list. These objects have been localized. They are always listed beneath the primary object, and identified with a label. See also: Recognizing Localized Variants in the Source Library. To select a book from the predictive book selector based on the Object ID (by numeric sub-string) Type the number or at least the first 3 numerals of the number representing the Book Object ID, without using any alphabetical letters. As you type, books that meet the numerical criteria will display in the predictive search. Note that if you mix numbers and letters, the search will return no Object IDs. Explanation: Whenever a numeric is entered into Search, the search reverts to an Object ID search. Whenever any alphabetical letters are entered, the search reverts to a book Name search. The search cannot produce Object ID results for a mix of letters and numbers. This behavior is both by design and constrained by the underlying Author-it search

45 To select a book by means of the alphabetical list 1) Click the drop down arrow to display page 1 of an alphabetical list, in the same navigable form as the predictive book selector. 2) Use the controls to navigate to further pages, or to refresh the selection. 3) Click to select the appropriate book. To select a book by means of the Book Search Click the Search icon to display a Book Search window (see "Adding a book using the Book Search" on page 43), from where you can locate and select a book. Adding a book using the Book Search Use the Book Selector ansee "Adding a book using the Book Selector" on page 41d/or the Book Search to add books: The Book Search provides search options for locating a book in the library. Your user permissions and access to content control the results that you will see. Folder selection pane Type the search text string here. If you do not know the exact name of the book you can type a portion of the book name. You can also add wildcards;? for a single character, or * for multiple characters

46 Search results list and Page Navigation Close the Book Selector or select book/s To Search for a Book and assign it: 1) Open the Book Selector window. 2) Use one of the following options to search for a book: Search for all books in the library: Select All folders but do not type a search string - all of the books you have permissions to view are shown in the list. Search for all books in a specific folder: Expand the folder list and select a folder - any books in that folder that you have permissions to view are shown in the list. Note, selecting a parent folder does not include its sub folders in the search. Search for a specific book: Select the folder option, type the book name in the search field, and then press the Enter key. If you do not know the exact name of the book you can type a portion of the book name. You can also add wildcards;? for a single character, or * for multiple characters. Note: To clear a book name, or previous search, put the cursor in the search field, delete the text string, and then press the Enter key. Important: if you do not press Enter the selector remembers the search string even though you have deleted it from the search field. Select the book from the search results list and choose the Select button to close the window and add the book name. Select the release states for a Review From the Review Form (see "Configuring the Review Form" on page 38), select the Review, Editorial, and Next states for the content from the drop-down lists

47 Review state: Topics must be in this state to be added to the review. Editorial state: Topics are moved into this state after being reviewed. They must be in this state to enter the Editorial process. Next state: Topics are moved to a new state when they have completed the Editorial process. This might move the topics to a new review process or put them into a state identifying them as ready for release. Select Start and End dates for the Review From the Review Form (see "Configuring the Review Form" on page 38), select the Start and End dates and times for the review. You can also type the time, so long as you use the required format, and use a setting that falls between the 30 minute options shown in the drop-down list. Tip: To ensure that the date format is correct, select an option from the drop-down list and then modify the entry. For example, choose 10:30 AM and then modify it to 10:14 AM

48 Select optional settings for the Review From the Review Form (see "Configuring the Review Form" on page 38), optionally configure these additional fields: Remind reviewers: Select the check box for automatically notifying reviewers who are still to participate, when time is short and a review is soon to end. Select a reminder time from the drop-down list (for example, notify the reviewer 1 day before the review deadline. If this Remind Viewers option is un-checked, the reviewers will not be reminded. Move topic to editorial: Select the check box for automatically moving a topic to the Editorial Stage once the minimum number of mandatory reviewers have completed their review (choose a minimum number value from the Minimum field under the list of Mandatory Reviewers). This will cause the topic to be moved to the Editorial state and the authorized editors to be notified. If this option is un-checked, topics can only be manually moved to the editorial state by means of the Move to Editorial button. See also: Automatically completing the Review Stage (on page 74)

49 Select Participants for the Review From the Review Form (see "Configuring the Review Form" on page 38), select Reviewer and Editorial participants for the Review. Requirements to select Review Participants: You must have sufficient licenses to add participants. Monitor the License Usage function (on page 49) at the bottom of the Review Form. This will update dynamically with feedback as you add or remove participants. Participants cannot be both mandatory and optional reviewer, but they can be one type of reviewer and an editor. If you have selected the End review check box, there is a minimum mandatory reviewer requirement to be met - you can customize the minimum number of mandatory reviewers by means of the Minimum field, and this minimum number must participate and Mark Complete for each topic review to be considered complete. At least one Mandatory Editor and one Authorized editor must participate in the review. Authorized editors can edit a topic and accept and reject changes. By default, the review initiator is added to the review as an authorized editor (so if you create this Review, your name will automatically appear under Authorized Editors). Reviewers must have the Reviewer permission ticked in the Administration Setup (see "Review Roles are defined in Author-it Administrator" on page 22) to be able to log in to a Review. To select participants, you can either browse the folder list, search by means of the predictive search box, or select an entire folder of participants

50 To perform a predictive search for a participant 1) Start typing a name. The search is predictive, so it will anticipate and display options. 2) Click an arrow button to move the selected participant to either the Mandatory Reviewer or the Optional Reviewer list (not both). Optional reviewers can review a topic, but their participation does not affect the topic's ability to move to the Editorial phase. To select all participants within a folder Move the entire folder to the participant list: To move participants out of the list Select from your chosen participants, and then click the back arrow

51 Monitor the License Usage function To facilitate the licensing strategy, Review Initiators monitor license consumption directly from the Review Form (see "Configuring the Review Form" on page 38); the primary configuration screen from which they add or remove participants for each Review: The license usage details update dynamically as you change participants. Reviewer Licenses are consumed from an available pool. Each participant added to a Review consumes one license, and a participant in multiple reviews still consumes just one license. See also: Reviewer licensing overview (on page 50) Roles and License usage (on page 50) A Reviewer License is freed for further use in the pool for each user in a terminating Review who is not in another active Review. Review termination occurs when: The Review is completed (see "Moving a Topic to the Editorial Phase" on page 70) automatically by means of release state change The Review is completed (see "Moving a Topic to the Editorial Phase" on page 70) manually when an Editor clicks the Review Complete button The Review is Deleted (see "Deleting a Review" on page 55) The Review is Canceled (see "Canceling a Review" on page 56) See also: Example - options for freeing licenses (see "Example - options for freeing Reviewer user Licenses" on page 53)

52 Reviewer licensing overview Author-it Reviewer is an innovative product that makes it possible for multiple Reviewers to digitally markup document content for Editors to approve and modify online. Reviewers are often temporary participants in the documentation effort, and may be subject matter experts with little expertise in Author-it software. However, with a few minutes of training any Subject Matter Expert can become an effective Reviewer, operating from anywhere an Internet connection is possible. Author-it Reviewer caters to these circumstances with a pool of Reviewer Licenses (RLs) per Library. Reviewing users are flexibly added to and removed from this pool and the available RLs within each Library can be creatively optimized to engage large numbers of Reviewers. Roles and License usage License use for a user with both Author and Reviewer Roles When a user is defined as having both roles (both roles are checked in Author-it Administrator), he/she may be added to any Review as either an Editor or a Reviewer. As a Reviewer this person uses a Reviewer License (RL) for the duration of the Review. As an Author this person uses a Base User License (BUL) for the duration of each session in Reviewer

53 License use for the Author Role Authors use a Base User License (BUL) for the duration of each of their sessions in Reviewer. License use for the Reviewer Role A Reviewer uses a Reviewer License (RL) from the point of being assigned to a Review until the Review ends, regardless of Login, whether actively using the Reviewer, or whether the Review has actually started. Note: It is necessary to commit licenses from the moment of Review creation in the Review Form because the software needs to provide feedback to the Review initiator at the point where he/she assigns users. Without this strategy, Review initiators would be able to create future Reviews based on unrealistic license availability. A Reviewer participating in multiple simultaneous Reviews still only uses one Reviewer License, and can be freely added to further Reviews. A Reviewer can be added to a Review at any point, and will then use a Reviewer License if he/she is not already assigned to any other Review

54 License allocation: Author-it Administrator > Security > Allocate Licenses dialog includes a row for the Reviewer license token: How are Reviewer Licenses freed for use? A Reviewer License is freed for further use when the Review ends, so long as that Reviewer is not assigned to another Review. A Review ends when: The Review is completed automatically by means of release state change The Review is completed manually when an Editor clicks the Review Complete button The Review is Deleted The Review is Canceled A Reviewer License is also freed for use when a user is removed from the Review and is not already assigned to any other Reviews. This may be changed in the future so that it will not be possible to remove a Reviewer from a Review if he/she has made comments in that Review. See also: Example - options for freeing licenses (see "Example - options for freeing Reviewer user Licenses" on page 53) Reviewer-only Role limitations (these people have Reviewer role but not Author role) A Reviewer-only role can participate in a Review as a Mandatory or an Optional Reviewer but not as an Editor (which requires the Author role). A Reviewer who is assigned to a Review and using a Reviewer License can Log in but will not see the Review or be able to participate in it until it becomes active. It is possible that in the future Reviewers will only be able to Log in to a Review when that Review becomes active. It is possible that in the future a Reviewer who has made suggestions or comments in a Review will not be able to be removed from the Review until it is completed

55 Example - options for freeing Reviewer user Licenses Tex Ryta wants to allocate five Reviewers to an urgent technical document Review. He uses the Review Form to allocate the Reviewers, but by monitoring the License Usage function, he realizes that he is short one Reviewer License (RL). What are his options, given the urgency of the document? He can buy another RL. He can manually complete another Review where one of the Reviewers is only assigned to that one Review, thereby freeing up that one RL. He can Cancel a Review to potentially free a RL from that Review, if at least one of the reviewers is assigned only to that one Review. He can Delete a Review that has not yet started, potentially freeing a RL if one of those Reviewers is assigned only to that one Review. He can ask Reviewers to quickly complete an active Review to possibly free up their RLs. Tex realizes that one of the translation Reviews is very close to completion, so he quickly phones the last outstanding Reviewer, Manny, and asks him to complete his translation Review within the next five minutes. Six minutes later, that translation Review enters the Editorial state, as Manny completes his Review. Tex approves the changes for the translation Review, then in Author-it Live he edits the content and closes the Review. By doing so, he frees the RL that Manny was using in his only assigned Review. With this available free RL, Tex is able to add a fifth Reviewer to his urgent technical document Review

56 Making Topics Available for a Review A review can be configured well in advance of the book/topic becoming available for review. A topic is added to the review cycle when it is both: 1) In the book defined in the review -and- 2) In the review release state defined for the review. When both of these requirements are met, s are automatically sent to the reviewers advising them that the topic is now available to be reviewed. Note: Comments/suggestions made in a Review can be easily lost if a user in Author-it Editor changes release state of the topic back to Draft. If a topic is in a Review state and other users have commented on the topic, then in Author-it the user who is attempting to change the state to Draft will be warned by means of a pop-up notification that the comments will be lost, and is required to confirm to continue. Editing a Review The review initiator or an authorized editor can modify some of the Review Form options assigned to a review after the original review has been saved. Refer to Configuring the Review Form (on page 38) for information on the settings in this form. Video: Adding topics to an ongoing Review ( Who can open or edit a Review Form? The initiator or an authorized editor can see the review in the table of contents and open the Review Form. What options can be changed, and at which stage of the process? Options that can be changed before reaching the start date and time: All options in the Review Form Options that can be changed after the review has started: Add or remove participants in review Change the review end date Options that cannot be changed after the review has started: Book Variant and Variable assignments Review, Editorial, and Next states Review start date

57 To Edit a Review: 1) Log in to the Reviewer. 2) Select the book in review from the table of contents, then select Review > Edit to open the Review Form for that book. Note: Loading time can vary depending on the number of books to be displayed in the list. 3) Modify the Review Form options and save your changes. Deleting a Review If a review is no longer needed it can be deleted prior to reaching the start time. Note: Once the review has reached the start time, the Delete option is no longer available; and you will need to use the Cancel option to eliminate the topic. What is the difference between Delete and Cancel? Because Delete is carried out before the Review initiates, there are no software implications so the Review can, in most cases, simply be trashed. Cancel includes further configuration before the Review is removed; the affected topics need to be put into a different release state, and a History is recorded. What happens when a review is Deleted? When the review is deleted, the listing in the initiator's contents pane is removed. Any notifications that were created for this review are removed from the news feed page. Important: If any topics were in the review state when the review was deleted, they must be manually moved to a different release state. Who can delete a review? Only the review initiator can delete the reviews that he or she created. To Delete a Review: 1) Log in to the Reviewer. 2) Select the book in review from the table of contents, and then select Review > Delete. 3) Choose Yes in the confirmation message. When this action is completed the review no longer displays in the contents pane

58 Cancelling a Review You can cancel a Review that is in progress and is no longer required, but there are configuration requirements to be met. What requirements must be met to Cancel a review? When a review is in progress, the topics will be in one of several review stages. In canceling a review, you must assign a new release state to topics that are currently in these statuses: In the Review status, but no suggestions have been made (content that hasn't yet been reviewed) In the Review status, with suggestions (content is currently being reviewed but has not been forwarded for editing) In the Editorial status (content has been reviewed, passed on for editing, and is waiting to be completed by the editor) The objects can either be assigned release states that make them available in the library again, or they can be moved to another review. Note: You must have sufficient permissions to change release states to complete this action. If you cannot complete the cancel review action, contact your library administrator to ensure you have permissions to move objects into the chosen release states. A notification is added to the news feed page to advise all participants that the review has been canceled. Who can Cancel a review? The review initiator can cancel the reviews that he or she created. What is the difference between Delete and Cancel? Cancel includes further configuration before the Review is removed: the affected topics need to be put into a different release state, and a History is recorded. Because Delete is carried out before the Review initiates, there are no software implications; the Review can, in most cases, simply be trashed. To Cancel a review: 1) Log in to the Reviewer. 2) Select the book in review from the table of contents

59 3) Select Review > Cancel. 4) Select the release state for each review option in the Cancel Review window. 5) Choose Cancel Review to continue. 6) Choose Yes in the confirmation message. When the action is completed the topics in the book are moved into the selected release states. There are several behaviors for the display: the topics are no longer available to review for participants currently logged in to Reviewer, the review no longer displays in the contents pane for the review initiator and any participants who refresh the Reviewer or log in after the review has been canceled. Inspecting the current Reviews Reviews can be inspected and managed in multiple ways: Display the Review summary (see "Displaying the Review Summary Statistics in the Dashboard" on page 59): Participants can see an active review in the contents pane, and display its review summary. Display and edit a review form (see "Editing a Review" on page 54): Initiators can see a pending review (a review that hasn't yet started) in the contents pane, and edit or view the review form settings. Authorized editors can also edit a review form after the review has started. Monitor the News Feed page (see "The News Feed Page" on page 104) for recent participant actions, reminders and suggestions

60 Monitor the Contents pane (see "The Reviewer Table of Contents" on page 93) for further status changes on reviewed topics (for example, a topic changes appearance from black text to orange text, indicating that someone else has commented after you have completed the topic) Who can see a review in the table of contents pane? Any of the following can see a review, so long as they have sufficient permissions to the content and the release states: Any participants added as mandatory or optional reviewers or editors (other than the initiator) - once the review has started. The review initiator - as soon as the review is created. The initiator can edit the review settings, but cannot view any topics added to the review before the start date (the book is displayed without an icon for expanding the contents). The initiator can also delete a review so long as the start date has not been reached. (Note: If members of the Author-it Admin security group logs in they have the same view as the initiator, provided they have the appropriate release state and folder permissions.) The X1000 User Guide and X2001 User Guide are currently in review. These reviews can be expanded to display the book's contents, and are visible to the reviewers and editors added to these reviews. The X2001 User Guide has 25 topics requiring comments. The Zippedy Inc review has been created but has not started yet. It is displayed in gray text, and it is not possible to expand its contents. Only the initiator of this review can see this book in the contents pane. Why is the Review I created still active, although past its end date/time? This is likely because there is at least one Mandatory Reviewer who has not yet completed the Review. You can manually Complete the Review (see "Manually completing the Review stage for all topics in review" on page 75) to force all topics to the Editorial stage, or you can request that person to complete the Review

61 Displaying the Review Summary Statistics in the Dashboard When a review is in progress any participant can display progress statistics. To Display the Review Summary: 1) Log in to the Reviewer. 2) Select the book in review from the table of contents pane. The following details are shown for the review: The book assigned to the review The "review" release state The start date and time The end date and time Charts and graphs displaying statistical data The Review Summary provides a dashboard with charts and graphs to provide the summary information for the user for a selected review. The summary header panel displays the book in review, the review state assigned to the review, and the start and finish times. The chart section provides data on the content's progress through the review. Move the mouse over any of the charts or graphs to view a tool tip with statistics. Four charts are available in the summary screen: Progress by Reviewer This bar chart shows the number of completed topics in the review for individual participants. The chart compares the total number of topics in review and the number of topics each reviewer has completed. Progress by Date This trend line chart shows how the review completion has progressed over time. The chart compares the number of topics in the review that have been competed to those that have not been completed

62 Overall Review Progress This pie chart shows the overall progress of topics in the review. The chart displays a wedge for topics not yet started (those with no suggestions or indication of completion), those that are in progress (those that have suggestions and are still in review), and those that have been completed (the topics that are ready for the editorial phase in Author-it Live). Topic Release States This pie chart shows the overall status of topics in this book based on their release state. The chart shows a wedge for all release states that have been applied to topics in this book (that is, the three release states applicable to the review and any other release states applied to topics in that book). Working with the charts You can work with the charts in the summary screen in the following ways: Select a chart in the drop-down list to add it to the screen. Charts are only available in the drop-down list if they are not displayed on the summary screen. Use the close button (top right corner of the chart) to remove a chart from the summary screen. When the chart is removed from the summary screen it is added to the drop-down list. Use the Show / Hide button (top right corner of the chart) to display or hide the content of a chart. When the chart is hidden the chart header bar is still displayed. Change the layout of the charts by dragging them to a different position in the summary screen. Move the cursor over the header bar then drag the chart to the area indicated by the dotted outline

63 Procedures in the Review Stage Video: Reviewing content as a Reviewer ( Video: Reviewing content as a Co-ordinator ( Reviewers can complete the following tasks in the Reviewer interface when reviewing a topic: Task Add a comment (see "Reviewing a Topic: Adding a Comment" on page 65) Suggest an insertion or replacement (see "Reviewing a Topic: Suggesting an Insertion or Replacement" on page 65) Suggest a deletion (see "Reviewing a Topic: Suggesting a Deletion" on page 67) Agree with, disagree with, or reply to a comment (see "Reviewing a Topic: Replying to a Comment" on page 67) Mark your topic review as completed (see "Reviewing a Topic: Mark a topic's review as Complete" on page 68) Mandatory reviewer yes yes yes yes yes Optional reviewer yes yes yes yes no Overview: Selecting Content for Suggestions In this topic we compare the selection points for content, and look at a situation that should be avoided - making a selection within another selection. Example: selection for insert When you create a suggestion for inserted text, the selection point will usually be added directly after a word or directly before a word. Based on the location of the selection point, consider if a space, or punctuation, should also be included with the suggested insertion text

64 Example: selection including a space When you select text for replacement or deletion, be aware of the start and end points of the selection. When making the selection, consider when spacing, and punctuation, needs to be included in the suggestion. Best practice: apply the start and end points to the text unless you also need to replace or delete a space, or punctuation, directly before or after text. Example: avoid adding a selection within another selection If you want to make a suggestion next to an existing selection be careful where the insertion point is added. In this example the second selection point has been added within the start and end points of the first suggestion. As a result, actions applied to the first selection can also affect the second selection. Best practice: do not add a selection within an existing selection. Add the second selection either before or after the first selection. Accepting or rejecting suggestions within other suggestions Making a suggestion within the start and end points of another suggestion affects how the content is treated when using the accept or reject actions. Let's look at an example where two suggestions have been made (rather than the correct approach of using a single "replacement" suggestion). One reviewer has suggested that the text "quite a few" is deleted. Another suggestion has been made (within the first selection) to insert the word "some". The result is a suggestion within a suggestion, as seen in Reviewer

65 When the topic is opened in Live for editing, the two suggestions may look like this: When the first suggestion is selected, you'll notice the highlighting (orange) is applied around both suggestions. As a result, this affects the actions applied to the content by the editor. If the editor chooses to delete the text for the first suggestion (that is, the first suggestion is accepted) the second suggestion (used to insert the word "some") is also deleted. If the editor decides leave the text in the topic (by rejecting the first suggestion) the strikethrough text is removed and the second suggestion can now be accepted or rejected. To avoid this behavior, ensure suggestions are not made within the start and end points of an existing suggestion. Overview: Reviewing Images, Hyperlinks, and Embedded Topics Topics in review will often contain images, hyperlinks, and embedded content. which require further considerations for reviewing. Images You can add a comment for an image. Important: When selecting an image you need to select a point before or after the image, then drag the cursor over the image. You cannot click on an image to select it. Best practice for images: Comments are the appropriate type of suggestion for an image. This is because changes to the image will be made to the File object, to the image file (using an image editor), or to the topic layout

66 Hyperlinks Suggestions can be made for hyperlinks, however the safest option is to use a comment. Important: When selecting a hyperlink, you need to select a point before or after the anchor text, then drag the cursor over the anchor text. You cannot click on anchor text to select it. Best practice for hyperlinks: Comments are the best type of suggestion for a hyperlink. This is because the suggested changes will often involve manual changes to the hyperlink object settings or to the anchor text. Be careful if you plan to use insertion, deletion, or replacement suggestions with selected anchor text. These suggestion types are used to modify text; any anchor text that is selected will be changed if these suggestions are accepted during the editorial phase. Embedded topics Suggestions can be made for embedded content but you must open and work in the embedded topic itself - not in the host topic. Embedded content is displayed in Reviewer with a highlighted background behind the topic text. To make the embedded topic available for review, it must be put into the appropriate Review release state. When this is done, the embedded topic is shown (in the contents pane) under its host topic with the Pin icon. Open the embedded topic to add your suggestions to the content. In this example the host topic is History Of The Company and the embedded topic is Our Story:

67 Reviewing a Topic: Adding a Comment Use the Comment option when you want to leave a comment about some part of the topic, rather than suggesting an insertion or deletion. To add a comment for specific text: select the text you want to comment on. Select Comment on the pop-up toolbar. To Add a Comment to a Topic: 1) Select the topic text you want to add a comment about. Note: Comments cannot be made in the topic heading. 2) Select the Comment button from the pop-up toolbar. 3) Then type a comment in the message box. 4) Choose Comment to save the comment to the topic, or Cancel to close the message box. Reviewing a Topic: Suggesting an Insertion or Replacement Use the Insert option when you want to suggest additional text for the topic, or when you want to suggest replacement text for the topic. Replacement To suggest replacement text: select the text you want to suggest for replacement. Select Replace on the pop-up toolbar. Insertion To suggest additional text: click in the topic at the location where you want to suggest additional text or content. Select Insert on the pop-up toolbar

68 Where insertions can be added Insertions can be made at any point within a paragraph or before the first character. Insertions cannot be made after the last character in a paragraph; they must be added at least once character before the end of the paragraph. To Suggest a Replacement in a Topic: 1) Select the text in topic at the point you want to suggest replacement content. Note: Replacements cannot be made in the topic heading. 2) Select the Add insertion button from the pop-up toolbar. 3) Type the suggested replacement text, then add a supporting comment for the suggestion. 4) Choose Replace to save the suggestion, or Cancel to close the message box. To Suggest an Insertion in a Topic: 1) Click in the topic at the point you want to suggest additional content. Note: Insertions cannot be made in the topic heading. 2) Select the Add insertion button from the pop-up toolbar. 3) Type the suggested new text, then add a supporting comment for the suggestion. 4) Choose Insert to save the suggestion, or Cancel to close the message box

69 Reviewing a Topic: Suggesting a Deletion Use the Delete option when you want to mark selected text for deletion, and optionally add a suggestion for replacement text. To suggest text for deletion: select the text you want to delete, then select the Delete icon from the pop-up toolbar. To Suggest a Deletion to a Topic: 1) Select the text or element you want to suggest for deletion. Note: Deletions cannot be made in the topic heading. 2) Select the Delete selection button from the pop-up toolbar. 3) Type a comment describing why the selection should be deleted. 4) Choose Delete to save the suggestion, or Cancel to close the message box. Reviewing a Topic: Replying to a Comment To Agree or Disagree with a Comment: 1) Open the topic in the Reviewer. 2) Click on the reviewer's Comment/Suggestion text to select the suggestion in the Discussion pane, or go straight to the Discussion pane and click on the suggestion. 3) Click Agree or Disagree under the comment. Add a Text Reply to a Comment: 1) Open the topic in the Reviewer

70 2) Click on the suggestion text to select the suggestion in the Discussion pane, or go straight to the Discussion pane and click on the suggestion. 3) Click Reply to open a text box under the reviewer's comment you want to reply to. Type your text, then choose Reply to add your message, or choose Cancel to delete your message and close the text box. Reviewing a Topic: Mark a topic's review as Complete As a reviewer, you need to mark a topic with a "review complete" status when you are satisfied with the content or the suggestions. You are finished with that topic when you use the Mark Complete button to finalize your review. This option is available in the ribbon when you select a topic which is still in the review phase. Automatically moving a topic to editorial The initiator can configure a Review to end when the minimum number of mandatory reviewers completed their actions. By marking a topic as complete, your details are added to the database and used by this option. When the minimum number of mandatory reviewers have marked their review on a topic as complete, the topic is automatically moved to the editorial phase. Note that a topic can also be manually moved to the Editorial phase (see "Moving a Topic to the Editorial Phase" on page 70). To Mark a topic's review as Completed: 1) Ensure the topic is selected in the Reviewer. 2) Choose Topic > Mark Complete from the toolbar ribbon

71 Accepting and Rejecting - Options and Best Practices An Editor monitoring the Author-it Reviewer interface has two options for Accepting / Rejecting suggested changes: Accept / Reject within the Author-it Reviewer interface. Move the topic to Editorial state, and Accept / Reject in the Author-it Live interface. Accept / Reject within Author-it Reviewer is a decisive, consequential action Suggested changes that you Accept / Reject in Author-it Reviewer are finalized in Author-it Reviewer. For example: Reviewers have made four suggested changes for a topic, and you Accept three of them in Author-it Reviewer. When you move to Editorial state in Author-it Live, Any content change that you Accepted will already be so-changed. You will only see the remaining (one) suggested change. Primary advantage of Accepting / Rejecting in Author-it Reviewer The advantage of Accepting / Rejecting in Author-it Reviewer is that you can deal with suggestions immediately, thereby clearing them out of the way and reducing commentary clutter before moving the topic to Editorial and to the Author-it Live interface. For example, a Reviewer suggests that you replace "teh" with "the". You can immediately Accept in the Author-it Reviewer interface and the suggestion is completely resolved. There is no point in delaying the Acceptance for later. When you later open this topic in Author-it Live the text will be changed and you will no longer need to deal with the Reviewer's suggestion. Disadvantages of Accepting / Rejecting in Author-it Reviewer The primary disadvantage is that in Author-it Reviewer you cannot edit the topic content in relation to a particular suggested change. For example, a Reviewer has made this comment: "Please check this... you've stated 2011, but I think we released this software in 2010." If you agree with this comment and Accept, nothing happens. Because it is just a Comment, the content does not update and you lose the Comment when you move to Editorial state in Author-it Live. With this type of suggestion, rather respond only in Author-it Live, where you can Accept the comment and immediately edit and save the text

72 A second disadvantage is that sometimes Reviewers do not quite correctly select content for insertion, replacement or deletion, and if you Accept, you have grammatical errors such as two spaces between words, or no spaces between words. If you see that this is the case, rather handle the suggestion in the Author-it Live interface, where you can manually edit and save. You can always recall Reviewer suggested changes from the View History > Show Review dialog You can recall lost comments and suggestions by Retrieving Reviewer suggestions from Topic History-Show Review (see "Retrieving Reviewer suggestions after the Review is Completed" on page 83). Best Practice for Accepting / Rejecting If a valid suggested change requires any manual editing of content, deal with it later in the Author-it Live interface. If a valid suggested change can be effected in Author-it Reviewer without any further need to edit it, Accept it within Author-it Reviewer. If a suggested change is invalid and doesn't require any further discussion or investigation, Reject it in Author-it Reviewer. Moving a Topic to the Editorial Phase A topic is moved into the editorial phase when the Edit release state for that review is applied. This triggers a notification to the participants listed as authorized editors for the review, enabling them to begin the topic's editorial phase. The Edit release state is applied either automatically or manually... Moving the topic to editorial using the automated process When the review is created, the initiator chooses the option to end a review when the minimum number of mandatory reviewers have marked their topic review as complete. Moving the topic to editorial using the manual process Authorized editors can manually "push" a topic into the editorial phase using the Move to Editorial button. This action can be used when: A mandatory reviewer is not available during the review phase. As a result, the topics assigned to that user cannot be reviewed before the deadline

73 The automated option for moving a reviewed topic into the Editorial phase was not configured when the review was created. (Note, this option is different from the Review "Complete" option which is used to move all topics in the selected review [that are currently in the review state] to the editorial state.) To Manually Move a Topic to the Editorial Phase: 1) Open the Reviewer and select the topic. 2) Choose Topic > Move to Editorial from the toolbar ribbon. Opening a Topic in Reviewer from View History in Author-it Editor Topics in the review cycle can be opened in the Reviewer from the Author-it Editor. This is done from the View History window using the Show Review option. Requirements for using this option The Reviewer settings in Author-it Administrator must be set. The Review or Editorial "review type" must be set for the release state assigned to the topic. The topic must be included in a current review, and the topic must have been opened in Reviewer as part of the review process. Note: If a topic is included in more than one review, the software will treat them as two separate topics. Opening a Topic in Reviewer: 1) Open the library in Author-it Editor. 2) Right-click on a topic to display the View History window

74 3) Select the entry with the highest revision number and choose Show Review (entries start at 1 and then increment by a value of one: 1, 2, 3...). 4) When the browser window opens, log in using your credentials. The review opens and the topic displays. Opening a Topic Using a URL Link Topics in the review cycle can be opened using a URL link. If you are sent a URL to a page currently in review, paste the link into a browser window and complete the Reviewer login (if requested). When you are logged in, Reviewer displays the topic. Note: You must be a participant in the review and have sufficient permissions to work with the topic

75 Completing the Review Stage How is the Review phase completed? There are several ways in which the review stage of the review cycle can be completed, thereby making content available for the editorial stage: Normal content review: The options for automatically moving content to the editorial stage are not selected. Instead, each mandatory reviewer must complete a review on a topic. When they are finished, each mandatory reviewer must mark their review for that topic as being completed. The review stage is considered as completed when all topics have been reviewed and the end date stated in the review form has been reached. At this point notifications will be sent and the book will be removed from the table of contents. Automatically moving the review to the editorial stage: Use the options in the review form to automatically push (see "Automatically Completing the Review Stage" on page 74) content to the editorial stage when the minimum number of mandatory reviewers have marked their topics as completed. As each topic is reviewed by the minimum number of mandatory reviewers, it is moved to the editorial state and is available in Live for final editing and saving. Once all "review" topics have been saved in Live the review cycle is completed. Manually pushing the review to the editorial stage: This option can be used if the reviewers have not completed their review tasks by the end date specified in the review form. If the end date and time is reached and topics are still in the Review state an editor can use the [Review] Complete button to manually complete (see "Manually completing the Review stage for all topics in review" on page 75) the review stage. This action pushes all topics still in the review state to the editorial state. The topics are now available in Live for final editing and saving. Once all topics have been saved the review cycle is completed. Cancelling a review If a review cycle has not been completed in time, the Review can be canceled (see "Canceling a Review" on page 56) if it is no longer needed. Because content can be in any of the Review, Editorial or Next Step stages, you must decide which release states you'll assign to each stage. Deleting a Review (on page 55) is different to Canceling in that it is done before the Review initiates, so there are no software implications. What happens after the Editorial stage? A review cycle is completed when the content has moved through both the review phase using Reviewer and the final editorial phase using Author-it Live

76 When the content has been saved at the end of the editorial stage in Author-it Live, it moves to the next defined state (the Next State field on the Review Form), which may push the content into a new review cycle or make it available for release. Automatically Completing the Review Stage Configure these two options in the Review Form to push content to the editorial stage when the minimum selected number of mandatory reviewers have marked their topics as reviewed: Select the check box for "Move topic to editorial when minimum mandatory reviewers have completed their reviews". This option automates the process of moving the topic to the editorial stage. Select the Minimum option from the drop-down list located under the list of mandatory reviewers. This sets the minimum number of reviewers who must complete the topic review. What happens if you don't configure these options? If you don't set these options, then all reviewers must mark their topic as having been reviewed before that topic will be moved to the editorial stage. If any reviewers fail to mark their topics as completed, an editor can opt to manually complete the review and push all remaining topics at that point through to the editorial stage

77 Manually completing the Review stage for all topics in review Use the Complete review option to force all topics in the review stage to the editorial stage (this option differs from the "Move to Editorial" option, which moves a single topic to the editorial state). Note: This option does not depend on topic reviews being completed by the reviewers; topics may have been partially reviewed or they may have been in the review state but not yet opened by any reviewers. What happens when the review stage is completed using "Complete review"? All topics currently in the review state move into the editorial state, in which the authorized Editors can complete the review in Author-it Live. Notifications are added to the news feed page to advise all participants that the topics have been moved to the editorial stage. A message is also displayed advising that the review stage for the review has been completed. Who can "Complete review"? The review initiator can complete the reviews that he or she created, or an authorized editor assigned to the review can complete the review. To "Complete review" 1) Log in to the Reviewer. 2) Select the book in review from the table of contents. 3) Select Review > Complete. 4) Choose Yes in the confirmation message. When the action has been completed all remaining Review topics in the book are moved to the editorial state so that they can be edited and saved in Author-it Live. Links to Completed Reviews The notifications contain links to reviews and topics that may no longer be part of an active review. If you click these links, the reviewer screen will refresh and either open the topic or display a message that the review is no longer available. However, because of the current status of the topic or review, the ribbon menu and screen layout will be updated, and the Table of Contents pane will be hidden

78 Showing the Table of Contents Pane If this occurs, you can reopen the pane by clicking the Show/Hide button in the left side of the window. Once you've done this you can select a current review or select the link to the News Feed page. Procedures in the Editorial Stage Authorized editors can complete the following tasks when editing a topic. These tasks are completed in the Reviewer or the Live Editorial screen. Task Reviewer Live Editorial Screen Move a topic into the editorial phase (see "Moving a Topic to the Editorial Phase" on page 70) Accept a suggestion Reject a suggestion Add an editorial comment Complete a topic's editorial phase (see "Editorial in Author-it Live: Accepting or rejecting suggestions and completing the Review" on page 80) yes yes (see "Accepting or Rejecting suggestions in Reviewer" on page 79) yes (see "Accepting or Rejecting suggestions in Reviewer" on page 79) no no yes (see "Editorial in Author-it Live: Accepting or rejecting suggestions and completing the Review" on page 80) yes (see "Editorial in Author-it Live: Accepting or rejecting suggestions and completing the Review" on page 80) yes yes Video: Finalizing the Review within Author-it Live (

79 Overview: Editing the Topics and Completing the Review As an editor, your role is to finalize the content for the topic. You do this by accepting or rejecting the suggestions made by the reviewers, and making any other changes that are needed. Partially complete the edit In Author-it Live you can open the topic and partially complete the edit and then close the topic. When you close the topic you will not be allowed to save, but any work you have completed is "remembered". Next time you open the topic you can continue your edit. Note: If you close the topic without saving, any other changes to content (outside of accepting or rejecting suggestions) will be lost. For example, making your own changes to the text or formatting. If you plan to make these changes, ensure all suggestions have been actioned so you can save the topic as well as any of your own editing. Complete the edit and save the topic When all of the changes have been accepted or rejected you can save the topic. All of the changes that were accepted during the edit phase are combined to create an updated version of the topic. When you save the topic in Author-it Live, you are prompted to select a release state and add an optional comment. The "default" release state in the Save Topic window is taken from the Next state setting in the review form. Use the default state to continue with the review path already defined for the content, or select a different sate. For example, you can make the topic available for release rather than pushing it to the next review cycle

80 Accepting and Rejecting - Options and Best Practices An Editor monitoring the Author-it Reviewer interface has two options for Accepting / Rejecting suggested changes: Accept / Reject within the Author-it Reviewer interface. Move the topic to Editorial state, and Accept / Reject in the Author-it Live interface. Accept / Reject within Author-it Reviewer is a decisive, consequential action Suggested changes that you Accept / Reject in Author-it Reviewer are finalized in Author-it Reviewer. For example: Reviewers have made four suggested changes for a topic, and you Accept three of them in Author-it Reviewer. When you move to Editorial state in Author-it Live, Any content change that you Accepted will already be so-changed. You will only see the remaining (one) suggested change. Primary advantage of Accepting / Rejecting in Author-it Reviewer The advantage of Accepting / Rejecting in Author-it Reviewer is that you can deal with suggestions immediately, thereby clearing them out of the way and reducing commentary clutter before moving the topic to Editorial and to the Author-it Live interface. For example, a Reviewer suggests that you replace "teh" with "the". You can immediately Accept in the Author-it Reviewer interface and the suggestion is completely resolved. There is no point in delaying the Acceptance for later. When you later open this topic in Author-it Live the text will be changed and you will no longer need to deal with the Reviewer's suggestion. Disadvantages of Accepting / Rejecting in Author-it Reviewer The primary disadvantage is that in Author-it Reviewer you cannot edit the topic content in relation to a particular suggested change. For example, a Reviewer has made this comment: "Please check this... you've stated 2011, but I think we released this software in 2010." If you agree with this comment and Accept, nothing happens. Because it is just a Comment, the content does not update and you lose the Comment when you move to Editorial state in Author-it Live. With this type of suggestion, rather respond only in Author-it Live, where you can Accept the comment and immediately edit and save the text

81 A second disadvantage is that sometimes Reviewers do not quite correctly select content for insertion, replacement or deletion, and if you Accept, you have grammatical errors such as two spaces between words, or no spaces between words. If you see that this is the case, rather handle the suggestion in the Author-it Live interface, where you can manually edit and save. You can always recall Reviewer suggested changes from the View History > Show Review dialog You can recall lost comments and suggestions by Retrieving Reviewer suggestions from Topic History-Show Review (see "Retrieving Reviewer suggestions after the Review is Completed" on page 83). Best Practice for Accepting / Rejecting If a valid suggested change requires any manual editing of content, deal with it later in the Author-it Live interface. If a valid suggested change can be effected in Author-it Reviewer without any further need to edit it, Accept it within Author-it Reviewer. If a suggested change is invalid and doesn't require any further discussion or investigation, Reject it in Author-it Reviewer. Accepting or Rejecting suggestions in Reviewer See also: Accepting and Rejecting - Options and Best Practices (on page 69) Editors can accept or reject changes in both the Reviewer and Author-it Live. In Reviewer: Suggestions are accepted or rejected while the topic is still in review. Content cannot be edited directly, but editors can add their own suggestions. If all suggestions for a topic are actioned in Reviewer, the final stage is to save and finalize the topic in Live. In Live: Content can be edited, suggestions are accepted or rejected, the topic is saved and the review is completed. You do not need to action all suggestions in one session. You can open a topic, action some of the suggestions, then move to another topic. Any work you have completed is "remembered", and the next time you open the topic you can continue your editing. To Accept or Reject Changes in Reviewer: 1) Open the Reviewer and select the topic you want to edit. 2) Click each reviewer suggestion and choose Accept to use the suggested change in the topic, or Reject to remove the suggested change from the topic

82 Locating editable topics in Author-it Live To locate topics that are ready for the Editorial phase in Author-it Live, use the following options: Option 1: Open the book specified for the review Select the folder containing the book, double-click the book, then double-click the topic to open it in the Editor. Note, if the book uses variant content refer to option 3. Option 2: Use Author-it Live's Search Select Search from the accordion, select the "editorial" review state from the In State drop-down list, and choose Find Now. Double-click the topic in the search results list to open it in the Editor. Alternatively, you can search for the book using the In Book option, then double-click the book in the search results to open it. Option 3: Locating variant topics In Author-it Live when you open a book you can view the primary topics; the variant topics are not displayed. When you are working with variant topics in the Editorial phase you'll need to open the variant topic directly from the folder or from the search results list. Folder list: variant topics are stored in the same folder as their primary topics. Search results list: use the search options to locate topics in the editorial release state, or use the search to locate the primary object then open its folder. Editorial in Author-it Live: Accepting or rejecting suggestions and completing the Review As introduction to this topic, see also:

83 Accepting and Rejecting - Options and Best Practices (on page 69). This explains when it is best to Accept / Reject in Author-it Reviewer interface versus Author-it Live interface. Video: Finalizing the Review within Author-it Live ( As an Editor, use the Author-it Live interface to Accept or Reject any reviewer markups that you did not Accept or Reject within the Author-it Reviewer interface, and to further edit the topic content. The following applies: As with the Author-it Reviewer software, an Accept / Reject action is immediately committed (saved), so if you Accept / Reject only, without editing, there is no need to Save the topic. You need not Accept / Reject all markups, but can leave some or all of them for a later Editorial session. If you manually edit the content in any way, you will be prompted to Save before leaving the topic. When you save the topic you can also accept the "default" release state (assigned in the review form) or choose a different release state. To Accept or Reject Changes in Author-it Live: 1) Open the library in Author-it Live, then open the topic you want to edit (either open the book or search for the topic (see "Locating editable topics in Author-it Live" on page 80))

84 2) Click a highlighted or strikethrough text item to open the editing window for that markup: Comment: Start with this, because once you click Accept / Reject, you lose the chance to comment on this particular markup. Write a comment only if necessary. The reviewer will see this comment in the News Feed or in notifications. Accept: Click this to accept the selected suggestion and allows you to add an optional comment; you are moved to the next suggestion. Alternatively, select the drop-down next to Accept and choose Accept All to accept all of the remaining suggestions in the topic. Reject: Selecting this option rejects the selected suggestion and allows you to add an optional comment; you are moved to the next suggestion. Alternatively, select the drop-down next to Reject and choose Reject All to reject all of the remaining suggestions in the topic. Previous and Next: Use these arrows to navigate between suggestions. 3) For each markup, decide what you want to do, write a Comment if necessary, and then choose Accept to use the markup, or Reject to remove the markup. 4) You do not have to deal with all Reviewer markups, but can leave some/all for a later Editorial session. 5) If you Accept / Reject only, without editing, there is no need to Save the topic. 6) If you manually edit the content in any way, you will be prompted to Save before leaving the topic. 7) (Optional) When the topic is finalized, change the Release State appropriately. Associated Topic Locking in Author-it Editor When topics are edited in Author-it Live, it is possible that they remain locked (with a black lock Author-it Editor. ) in This is because the Author-it Editor software sees the topic as "having focus" within Author-it Live. To move focus and unlock the topic 1) In Author-it Live, open a different topic. 2) In Author-it Editor, press F5 to refresh. The black lock disappears

85 Retrieving Reviewer suggestions after the Review is Completed To retrieve Reviewer comments for a Review after the Review has been Completed 1) Right-click a Topic in the Folder view and select History. 2) In the View History window, select the appropriate iteration of the Topic, and then click the Show Review button. This will open the topic's Reviewer screen for that particular iteration of the Topic. Best practice for reviewing partially-updated topics User's request for Reviewer functionality: Hi Author-it, I hope you can help me with this... I'm looking just at topic updating here... For Reviewing our Author's original source content, Author-it Reviewer functions just brilliantly, but we'd like to reduce the time we take to review his updated content. I've tried to explain this below. Our current procedure is: 1) There is a requirement to update information in a topic. 2) Our Author updates just three lines of technical information in the topic. 3) He submits the topic to two Developers for Review

86 4) When the Developers look at the topic in Author-it Reviewer, they have no means of seeing what he has changed, so it is necessary for them to review all of the content in the topic. In a single topic this is not much of a loss in productivity, but when they are reviewing books with hundreds of topics, it adds up to a lot of unnecessary effort. Is there a way that the Developers can identify the updated content so that they can focus just on that content? If we start from this, my Reviewers have to look at everything in the topic: I'd really like to start from this, so that my Reviewers deal with just the updated (highlighted) content, and don't waste any time! Would this classify as a Feature Request? If so, what is the procedure? Thanks, Tina. Author-it answer: Hi Tina, we have discussed your problem and recommend making some changes in your workflow to solve the issue you are having. You don't need to log a Feature Request. The default Reviewer workflow for updating a topic assumes that your Author has already changed content in Author-it Editor or Author-it Live before the Review:

87 To meet your requirement you need to tweak this workflow so that your Author does not update in Author-it Editor / Author-it Live, but instead makes proposed / indicated updates in Author-it Reviewer. In other words, your Author starts by placing the original content into a Review with himself as the Reviewer. He then uses the normal Author-it Reviewer utilities to propose how he will change the original content. When he does this, his proposed / indicated changes are highlighted in the Author-it Reviewer interface in the normal way, listed in the Discussion Pane as suggestions, and accessible for further suggestions, comments, and discussion within the interface by Reviewers. As a second stage of the Review, the assigned Reviewers (Developers in your example) then review your Author's proposals. In other words, they conduct a Review of a Review. Using Author-it Reviewer's social-media-style-tools, all participants liaise and brainstorm to agree a final version of the content before your Author then Accepts changes, and Edits / Saves in Author-it Live. At every point your human resources are focused only on content updates, so no time is wasted! How your Author can do this in Author-it Reviewer: 1) The Author asks an Administrator to edit the Reviewer s Notification Settings in Author-it Service Manager to Start Automatically, with a minimal Poll Time. (See Installing and Configuring Service Manager for Reviewer (on page 123)) > This is to enable notifications as close to real-time as possible, to facilitate interactivity between Author and Reviewers. 2) The Author puts just the topic for update into the defined release state for reviewing (for example, a release state called Author Review). > This will enable access to the topic within the Review, and leave all other topics inaccessible (grayed out). 3) The Author himself initiates/creates a Review Form. As Initiator of the Review, he is automatically also an Editor, which is required so that he can mark topics as Complete without necessarily Accepting/Rejecting comments

88 In the Review Form he adds the book that contains the updated topic, defines the release state for the Review to match that assigned to the topic, ensures that the "Move topic to editorial when minimum mandatory reviewers have completed their reviews" check box is un-checked (de-selected), so that he can mark the topic as Complete without dis-engaging it from the Review, and assigns himself as a Mandatory Reviewer. 4) The Author logs in to the Review and proposes / indicates the updates to the content using the Author-it Reviewer s normal Replace/Delete/Insert/Comment tools. > This effectively highlights just his proposed changes, and logs each change in the discussion pane. [Optional]: Assign Reviewers within this initial stage of the Review if you want them to simultaneously participate in the proposed updates. 5) When he has completed this proposal stage, the Author edits the Review Form to assign the Reviewers as either Optional or Mandatory Reviewers. 6) The Author contacts the Reviewers (by , Skype or other means) with instructions for the Review, being sure to inform them: Dear Reviewer, The notification period has been set low so that you receive notifications and News feed notifications as close to real-time as possible - please monitor these during the Review. Please use the concurrent time period for the Reviewing effort so that we all work on this simultaneously, and can discuss it without time delays. Please monitor and use the Author-it Reviewer Discussion Pane as a quasi-social media platform to discuss issues. [For multiple topics] Only my updated topics are accessible for reviewing. Please ignore the inaccessible topics. Please focus your attention only on highlighted content and its associated Comments/Suggestions in the discussion pane. Ignore all other content! 7) All Reviewers then log in to the second stage of the Review and participate in suggesting and commenting on the Author s proposed updates (in other words, they Review his Review). 8) When the Review ends, the Author follows the normal procedure to Accept and Reject changes, move the Review to Editorial, and Edit in Author-it Live to create a final version

89 Screen References This section includes screen references and information on the options used for reviewing topics in Reviewer and Author-it Live. System Notifications Notifications for the News Feed page and s are generated when the following events occur (content in brackets denotes changeable content for each sample message, such as user names, topic names, and review names). Event Occurs when Notification sample message Type Review initiates The review is in a new state and the start date and time has passed [Reeve Ewer] has initiated [Draft Review] for [FAQs] which started on [25-Mar :00 AM] and ends on [31-Mar :30 PM]. You have been added as Editor in this review. News feed, Review is completed The review is completed when: An editor or review initiator selects the review and uses the Review Complete button to manually complete a review [Draft Review] review for [ACME Website] has been completed. News feed, The review end date is reached and no topics remain in the review or editorial states [Draft Review] review for [ACME Website] has been completed. News feed, Review is canceled The review initiator selects the review and uses the Review Cancel button [Draft Review] for [Employment Agreement] has been canceled. News feed, Review is modified The review details are changed:

90 Event Occurs when Notification sample message Type Dates/times have changed in the Review Form, or Participant has been changed A participant is added to the review form A participant is removed from the review form [Draft Review] for [Introduction] starting on [25-Mar :00 AM] and ending on [26-Mar :00 AM] has been updated. [Anne Ortha] has been added as [Mandatory Reviewer] to [Draft Review] for [FAQs]. [Tex Ryta] has been removed from [Draft Review] for [FAQs]. News feed, News feed, News feed, Review suggestion is added A reviewer makes a suggestion for the topic content: Comment Insertion Deletion Replacement [Tex Ryta] commented ["give kms as well"] on [X1000 Description] in [Draft Review] of [X1000 User Guide]. [Reeve Ewer] inserted ["instant teleporter "] on [The Exciting World of Teleportation] in [Draft Review] of [Introduction]. [Anne Ortha] deleted ["direct "] on [Conserving Battery Power] in [Draft Review] of [Introduction]. [Reeve Ewer] replaced ["Guide"] with ["video"] on [The Exciting World of Teleportation] in [Draft Review] of [Introduction]. News feed News feed News feed News feed Reply is made to a review suggestion A reviewer replies to an existing comment, insertion, deletion, or replacement [Reeve Ewer] replied ["good idea"] to Comment by [Anne Ortha] on [Your First Trip] in [Draft Review] of [Introduction]. News feed,

91 Event Occurs when Notification sample message Type A review on a topic is completed A reviewer completes the review on a topic using Mark Complete (note, other reviewers may be required to complete their reviews before the topic can enter the editorial phase) [Reeve Ewer] has completed [Draft Review] for [Authorized Repair Shops] in [Maintenance]. News feed Topic enters editorial A topic in the review book is put into the "editorial" release state [Draft Review] for [Authorized Repair Shops] in [Maintenance] is now complete, topic is ready for [Draft Editorial]. News feed Reminder is sent to a reviewer The reminder period prior to the review end date and time has been reached [Draft Review] for [Style Guide] is ending soon. Please complete your review by [28-Feb :00 AM]. News feed, Reminder is sent to an editor The reminder period prior to the review end date and time has been reached [Draft Review] for [Style Guide] is ending in [1 hour]. The following mandatory reviewers have not completed all topics: [Reviewer Names]. News feed, Topic editorial is completed An editor completes the review on a topic by saving the topic in Live and incorporating the suggested changes [Reeve Ewer] has incorporated changes from [Draft Review] into [X1000 Specifications] in [X1000 User Guide]. News feed Review suggestion is accepted by an editor An editor marks a suggestion as Accepted [Reeve Ewer] Accepted Insert by [Tex Ryta] on [X1000 Description] in [Draft Review] of [X1000 User Guide]. News feed, Review suggestion is rejected by an editor An editor marks a suggestion as Rejected [Reeve Ewer] Rejected Insert by [Anne Ortha] on [Our Story] in [Draft Review] of [Introduction]. News feed,

92 Customizing the frequency of s frequency can be customized by means of the configurable Poll Time field in the Service Manager. Refer to Installing and Configuring Service Manager for Reviewer (on page 123) for instructions. and notification examples Specific actions also provide hyperlinks to the review summary screen or to a topic. Review link in notification and when a notification includes a link to a book in review, clicking the link opens the summary for that review. (In these example notifications the books are X2001 User Guide and FAQs.) Topic link in notification or when a notification includes a link to a topic in review, clicking the link opens the topic in the Reviewer. (In these example notifications the topic is Conserving Battery Power.) Note that clicking a link in the opens the Reviewer in your browser. If you are not currently logged in to Reviewer you may be prompted for your login credentials

93 Note: Warning on changing release states in Author-it Editor and Author-it Live Comments/suggestions made in a Review can be lost if a user in Author-it Editor or Author-it Live changes the release state of the topic. As a precautionary measure, if a topic is in a Review state and other users have commented on the topic, Author-it Editor and Author-it Live pop up a Warning when a user attempts to change the state, and the user must then acknowledge the Warning to continue

94 The Reviewer Screen The reviewer screen is used by reviewers to add suggestions to topics in the review state. It can also be used by editors to accept or reject suggestions prior to the topic being finalized and saved in Author-it Live. The screen layout (location and width of discussion pane, width of the contents pane) is saved when you logout from the Reviewer, and reapplied when you next log in. Video: Video: Reviewing content as a Reviewer ( Reviewing content as a Co-ordinator ( The library and user details The top-right corner of the Reviewer screen shows the following: Author-it Reviewer logo - click the logo to open the Author-it website. Library name used when logging in (in this example, "acme"). Logged in user name (in this example, "Reeve Ewer") - this link opens the User Options window. Logout - this link is used to log out from Reviewer (and clear the "Keep me logged in" option if it was selected at the time of logging in). Help - opens the online help for Reviewer. The software version number This is displayed in the bottom right corner of the screen:

95 Introduction to the areas of the screen Reviewer ribbon bar (see "The Reviewer Ribbon Bar" on page 96) Reviewer table of contents (see "The Reviewer Table of Contents" on page 93) Topic content in review (on page 97) Reviewer suggestions and discussion pane "The Discussion Pane" on page 98) (see The Reviewer Table of Contents The Reviewer's table of contents pane displays a list of books in review for which the user is currently selected as a participant. It also provides the link to the news feed page. The toolbar includes a refresh button and navigation for moving between topics. Refresh, navigation, and news feed Tip: Use the Refresh button frequently, and check the News Feed page to stay up to date with your reviews

96 Refresh frequently to update the objects in the contents pane so that you can track the status of the topics as they move into the review phase, are reviewed, and then move to the editorial phase. Navigate to Next and Previous topics in the table of contents pane. Navigate to Next and Previous topics currently in review in the table of contents pane. Display the News Feed page (see "The News Feed Page" on page 104) to show the most current activities on any review where the user is a participant. Books and topics in review Grayed text - topic is not included in the review. Normal text - logged in user has completed his/her review on this topic. Bold text - topic is awaiting review

97 Bold text on child topic - in this example an embedded topic (which has been added to the X3001 Features topic) is also in the review state. Orange text - another participant has commented on a topic that you have already marked as complete. The following details relate to the books and topics displayed in the table of contents. Use a single click to move between topics in the book, or between books. The number of topics included in the review is shown after the book's name, or after a parent node. Use the toolbar buttons to move between topics (arrows) or between review topics (topics with arrows). Use keyboard navigation to move to the previous node (Up arrow) or next node (Down arrow), expand a node (Right arrow) or collapse a node (Left arrow). Display the Review Summary for a book by selecting the book then choosing Review > Edit (review initiators only). The following formatting is applied to entries in the table of contents to indicate their review state: Bold text indicates the topic, or a child of it, needs review. When a topic is selected all reviewing functionality is enabled; existing suggestions from other reviewers are shown. Normal text indicates the topic has already been reviewed by the current user and their review has been marked as complete. When a topic is selected all reviewing functionality is disabled; existing suggestions are shown. Grayed text indicates the topic is not currently available for review (that is, the topic is not in the review release state defined for this review cycle). When a topic is selected all reviewing functionality is disabled. Orange text indicates that another participant has commented on a topic that you have already marked as complete. You may need to re-open the topic to read the comment and possibly initiate a discussion. A topic in the review may contain expanding hyperlinks (expanding block or inline, or popup on click or hover) or embedded topics. When the target topics (hyperlinks) or embedded topics are also in the review state, they are added as children of the "host" topic in the Reviewer's table of contents. This display occurs whether host topic is in review or not

98 Why is the Review I created still active, although past its end date/time? This is likely because there is at least one Mandatory Reviewer who has not yet completed the Review. You can manually Complete the Review (see "Manually completing the Review stage for all topics in review" on page 75) to force all topics to the Editorial stage, or you can request that person to complete the Review. The Reviewer Ribbon Bar The ribbon is divided into the following button groups. Specific buttons are only visible or enabled under certain conditions. As an example, different options are displayed if you are the review initiator, editor, or reviewer, or if you select a review book or topic. The Topic group is enabled if the selected topic is currently in review. Mark Complete - Marks the topics as reviewed by the user whether changes were suggested or not. Enabled when the topic is in the review state. Move to Editorial - Moves the Topic into the Editorial State. Visible if the current user is an editor in this review and has a full Author-it user license. Enabled when the topic is in the review state. The Reviews group is visible if current user has a full Author-it license. New - Launches the Create form to create a new review. Visible if the user has a full Author-it license. Edit - Launches the Create or Edit Review form to edit the current review. Visible if the current user is the creator or an editor in this review and has a full Author-it license. Complete - Used to push a review to the editorial stage for completion in Author-it Live. Visible when the review has started, and the user is an editor and has a full Author-it license. Delete - Used to delete a review. Visible when the user is the initiator, and the review has not started yet. Cancel - Used to cancel a review. Visible when the user is the initiator, and the review has started. The Actions group is visible if the topic is in review and a suggestion is selected

99 Reply - Displays and sets focus to the reply box for the selected suggestion. Agree - Agrees with the selected suggestion. Enabled if the user has not already agreed or disagreed. Disagree - Disagrees with the selected suggestion. Enabled if the user has not already agreed or disagreed. Accept - Marks the currently selected suggestion as accepted. Enabled if a suggestion is selected. Reject - Marks the currently selected suggestion as rejected. Enabled if a suggestion is selected. The Show group is enabled if topic is in review. Discussions - Determines where to display the discussion pane. Choose from bottom, right, or minimized. Options - Launches the Reviewer Options dialog. Topic Content in Review A topic in review displays the suggested changes or comments made by each user. The display assigned to suggestions can be customized from the User Options. When adding suggestions or comments: Put the cursor in the text (without selecting text) to suggest an insertion. Select text to suggest a replacement, a deletion, or add a comment

100 The Discussion Pane As reviewers add comments or suggest changes to the topic, a threaded discussion is created. The Discussion pane displays with the topic in the Reviewer. You have the option to display the pane below the topic content, to the right of the topic content, or to minimize the pane. This discussion allows other participants in the review to easily comment on the suggestion, or perform other actions such as agree or disagree, and even accept or reject the suggestion if they are editors. The discussions are interactive in much the same way as social media discussions, introducing a fun, social element to reviews that encourages participation and improves contributions. The discussion content is visible while the topic is in the review phase; suggestions can be made, and reviewers and editors can use the reply, agree and disagree, and accept and reject options. When the topic moves to the editorial phase the discussion pane is still visible but new suggestions cannot be added. Discussion pane layout The Discussion pane has three layout options - below the topic content, to the right of the topic content, or minimized. Click the Discussions button to toggle between the options or expand the button menu and choose an option

101 Matching the suggestion to the discussion thread Each suggestion has it's own thread in the Discussion Pane. You can quickly find the associated thread or suggestion in the topic by: Click the suggestion thread in the Discussion Pane to show the corresponding suggestion in the topic. The formatting applied to the topic text changes to bold while the thread has the focus -or- Click the suggestion text in the topic to highlight the suggestion thread (in orange) in the Discussion Pane The discussion header includes: The user who initiated the discussion (with avatar), and the suggested change or comment. Time elapsed since the suggested change or comment was made. While the topic is still in review, the header includes options to reply to, and agree or disagree with the discussion thread. The agree or disagree options are removed once you have agreed or disagreed with a suggestion. Authorized editors also have the option to accept or reject the suggested change or comment while they are in the reviewer. These options are removed once the editor has accepted or rejected the suggestion

102 The Review Form (Create or Edit) Video: Starting a new Review ( The parameters for a Review need to be specified on a "Review Form": The procedures for changing settings in this form are described in detail in Configuring the Review Form (on page 38). Review details group The Review details group enables the review initiator to select the book, the variation of the content, and set the start and finish dates. Book to review - Displays the book selected for review. Once the review starts, this field is read-only. You must have a minimum of List Objects under the folder permissions to view a book in this list. Variant assignments - Defines the variant assignments required for this review. Allows Author-it Reviewer to determine which topics to include in the review, and how to resolve the variable assignments

103 Review state - Displays the release state that the topics in this book must be placed in to be reviewed. The drop-down list provides a list of all states of type "review". A particular book may participate in several reviews, each review must use a different "review" release states. When the review has started this field is read-only. Editorial state - Displays the release state that the topics in this review will move into for the editorial phase. The release state changes when the topic is moved from the review phase to the editorial phase. When the review has started the state cannot be changed. Start review on - Specifies the date and time on which the review will begin. Select an option from the calendar and time drop-down list (you can type the value so long as you use the correct format). Once the start date has been reached authorized users can view and work with the review. Once a review has started the start date cannot be modified. The start date cannot be set for a date in the past. Reviews can be created ahead of time; while they are "pending" they are only visible to the initiator. End review in - Specifies the date and time on which the review is set to end. Select an option from the calendar and time drop-down list (you can type the value so long as you use the correct format). The end date must be greater than the start date. The end date can be modified once the review has started. All participates are notified of the change. Remind reviewers - When checked, this option specifies the amount of time before the review is due to end that the system will send reminders to all mandatory and optional reviewers. Select from a list of common time frames. The reminder lists the topics that are still to be reviewed. Move topic to editorial when minimum mandatory reviewers have completed their reviews - When checked, and the minimum number of mandatory reviewers have completed their review, the topic is automatically moved to the Editorial state and the Authorized editors are notified. (This option is used in conjunction with the drop-down for setting the minimum number of mandatory reviewers.) Review participants group The Review participants group defines which Author-it users will be involved in this review. IMPORTANT: there MUST BE at least one Mandatory Reviewer and one Editor selected to start a review. All users list - Shows a list of all Author-it users who can be selected to participate in the review. The list is grouped by the security groups in Author-it Administrator. Select the group name to add an entire group as reviewers or editors, or expand a group to select and add individual users. Use the move buttons to add or remove users from the reviewer or editor groups. (At least one member must be added to a group before it will be displayed in the list.) Mandatory reviewers - The users who must participate in a topic's review before it is considered complete. There must be a minimum of one mandatory reviewer

104 Minimum - Specifies the minimum number of mandatory reviewers that must review each topic before it is considered as "reviewed". This option defaults to "All", meaning all mandatory reviewers must participate, or choose another option from the list. (This setting is used with the "End review when minimum mandatory reviewers have completed" option.) Optional reviewers - The users who may complete a review on a topic. These users do not have to participate for the review to be considered complete. Authorized editors - The users who accept or reject suggestions proposed by the reviewers. There must be a minimum of one authorized editor. Notes on review participant options: A user can be a mandatory reviewer or an optional reviewer, but cannot be in both groups in the review. An authorized editor can be any user, and does not have to be a mandatory or optional reviewer. There must be at least one mandatory reviewer and one authorized editor. Users can be added or removed from any of the lists using the corresponding Add or Remove buttons. License Usage confirmation for a Review Use this function to confirm sufficient licenses for the Review (see "Monitor the License Usage function" on page 49). The license usage details update dynamically as you change participants

105 The Review Summary Dashboard The Review Summary provides a dashboard with charts and graphs to provide the summary information for the user for a selected review. The summary header panel displays the book in review, the review state assigned to the review, and the start and finish times. The chart section provides data on the content's progress through the review. Move the mouse over any of the charts or graphs to view a tool tip with statistics. Four charts are available in the summary screen: Progress by Reviewer This bar chart shows the number of completed topics in the review for individual participants. The chart compares the total number of topics in review and the number of topics each reviewer has completed. Progress by Date This trend line chart shows how the review completion has progressed over time. The chart compares the number of topics in the review that have been competed to those that have not been completed. Overall Review Progress This pie chart shows the overall progress of topics in the review. The chart displays a wedge for topics not yet started (those with no suggestions or indication of completion), those that are in progress (those that have suggestions and are still in review), and those that have been completed (the topics that are ready for the editorial phase in Author-it Live). Topic Release States This pie chart shows the overall status of topics in this book based on their release state. The chart shows a wedge for all release states that have been applied to topics in this book (that is, the three release states applicable to the review and any other release states applied to topics in that book)

106 Working with the charts You can work with the charts in the summary screen in the following ways: Select a chart in the drop-down list to add it to the screen. Charts are only available in the drop-down list if they are not displayed on the summary screen. Use the close button (top right corner of the chart) to remove a chart from the summary screen. When the chart is removed from the summary screen it is added to the drop-down list. Use the Show / Hide button (top right corner of the chart) to display or hide the content of a chart. When the chart is hidden the chart header bar is still displayed. Change the layout of the charts by dragging them to a different position in the summary screen. Move the cursor over the header bar then drag the chart to the area indicated by the dotted outline. The News Feed Page The News Feed page shows the most recent activities (see "System Notifications" on page 87) on any review where the user has been added as a participant. This shows listings based on system events such as: Initiating, modifying, or completing a review Reminders for reviewers or editors when a review is due to finish Suggestions made for topic content, or accepting or rejecting suggestions Message links Click a link to a book to select the book in the table of contents pane and open the review summary. Click a link to a topic to open the topic. Avatars The avatar shown in the list is for the participant who completed an action. For example, Anne Ortha creates a new review and adds Tex Ryta and Dave Allippa as reviewers, and Reeve Ewer as an Editor. Entries are added to the News Feed page for each participant with Anne's avatar

107 Refreshing the News Feed page Select the News Feed icon at the top of the table of contents pane to view the latest news items. News Feed notifications are updated as soon the page is opened, and continue to the updated approximately every 30 seconds while the page stays open. The page displays the last 25 notifications

108 The Reviewer User Options Form Video: Configure user settings in Reviewer ( The Reviewer options form lets the user select how the suggestion markup is displayed when they review a topic, and some user profile information. Markup appearance group The Markup appearance options set the appearance and color of Insertions, Deletions, and Comments. Appearance drop-downs - The effects used to identify a type of suggestion. When selected, effects should be different for each option. The defaults include: None Italic Underline (default option for insertions) Strikethrough (default option for deletions) Highlight (default option for comments) Note: The actual effect is defined in the CSS; the Appearance drop-down list displays the names of the classes. The "default classes" defined in the CSS file can be altered or extended. Color drop-down - there are two options to choose from: By suggestion: A list of named CSS colors used to apply color over and above the class applied for the appearance. The color is applied to the formatting option which is selected in the Appearance drop-down. For example, in the current review you can define the comments style as highlighting and comments color as yellow

109 By reviewer: This option applies a separate color to each named reviewer, for the same review session, and across the three types of suggestion. For example, any types of suggestion made by participant "A" are colored blue. Preferences group The Preferences options allow a user to define and update their profile and preferences. Display name - The user name that is displayed in the application. The name defaults to the user name in Author-it. - Add the address that will be used for your notifications. Timezone - Select the timezone for your location from the drop-down list. Photo - Add a picture that will be displayed in the review suggestions and comments. The photo should be no larger than 200 px by 200 px; if it is larger, it is automatically resized on upload. The photo used in posts is scaled to 35 px by 35 px. The Author-it Live Editorial Screen Participants using the Reviewer can only make suggestions; they cannot make or save any changes that alter the topic content. Topic content can only be changed in Author-it Live. Video: Finalizing the Review within Author-it Live ( The Editorial screen in Author-it Live is used to accept or reject suggestions (see "Editorial in Author-it Live: Accepting or rejecting suggestions and completing the Review" on page 80), and to make any other changes to the topic content: When an editor opens a topic it is marked up with all the suggestions and notes from reviewers. These are visible as text highlights. The editor accepts /rejects changes and disposes of notes. If the editor Accepts / Rejects only, without editing, there is no need to Save because as with the Author-it Reviewer software, an Accept / Reject action is immediately committed (saved). The editor need not Accept / Reject all markups, but can leave some or all for later. The editor can also make further changes to the content, but will be prompted to Save before leaving the topic. The editor can edit the additional mark-up as a means of dismissing it

110 When the topic is saved, editorial changes are applied and saved to the topic. To edit a marked-up topic in Author-it Live 1) Display a topic. You will see highlighted text. 2) Click a highlighted text item to display the editing window: The tool-bar options in the editing window include: Navigate to Next and Previous suggestions (this option moves the editor sequentially through the suggestions). Accept or Reject the currently selected suggestion. Action a single suggestion, or Accept / Reject all suggestions. Tip: Click a suggestion to move the editing window's focus (when you do this, the suggestion and message thread is displayed in the window)

111 The Author-it Administrator Release States Video: Changing the release state of topics to be reviewed ( Release states include a review type which is used to categorize a topic's current location in the review cycle in Author-it Reviewer. The "type" applied to each state is used to categorize the states when populating the Review, Editorial, and Next state drop-down lists in the Review form. Clicking in the Review type column displays the drop-down list: (none): Indicates that content has not been categorized. This is the default value when a new release state is created. Draft: Indicates that content in these states is being drafted. Review: Indicates that content is currently in review. In this release state, the ability to modify or delete objects is removed. Editorial: Indicates that content is awaiting editorial approval. In this release state, the ability to modify or delete objects is removed. Translation: Indicates that content is currently out for translation. Release: Indicates that content in this state has been completed. Note: Users will only see release states (or content where a release state has been assigned) if they have sufficient permissions

112 Library based settings Review type: click on the release state type field to display the drop-down list for the review types. Default release state: (optional) automatically assigns the selected state to all new objects in the library. To assign a release state as the "default" state for the library, click in the default release state column at the intersecting point for the chosen release state; click again to remove the option from a release state. Object color: (optional) the color applied to objects in Author-it and Author-it Live to visually identify release states. Review color: (optional) is applied when the book is published to Word. It should only be used for review purposes to identify content that has changed when you are not using Author-it Reviewer. Important: Ensure that your "released" states do not use Review colors for your Word output. If they do, the published output will use the color as background highlighting

113 Group and user based settings Release state permissions: assigned to groups and users. Users inherit the settings that are applied to their group. The release state permissions control the content that each user is able to view or work with. Reviewer FAQ Questions general Q: Why are some screen elements displaying strangely on my screen? A: This could be a browser cache issue. With any user interface problem in web-based applications, please try this before contacting Support: clear your browser cache, log out, log back in, and see if the problem persists. If it does, please follow your normal Support or fault-logging procedure. Questions from Review Initiators Q: I am a Review Initiator. My Review was configured to complete hours ago, so why is it still active? A: Possibly the Review Form specifies Move topic to editorial when minimum mandatory reviewers have completed their reviews, and insufficient Mandatory Reviewers have marked topics Complete, so those topics cannot move out of a Review state into an editorial state. As the Review Initiator you have the option to click the Complete button in the ribbon bar, thereby manually forcing all topics in the Review into the next release state. Q: I am a Review Initiator. I've created a Review with participants, but discovered that they know nothing about it. How will they be informed? A: The most likely reason is that your assigned Reviewers have not individually configured their User Options (see "Setting Your User Options" on page 34), which include address. If this is not the reason, possibly the configuration is incorrect; see Configuring Settings for the Notification System (on page 139). Best practice is to manually the participants with details of the Review, including a hyperlink. This is in addition to the automated notification

114 Q: I am a Review Initiator. I've created a Review, but when I look in the Table Of Contents pane, the topics are all grayed out. What did I do wrong? A: The most likely reason is that you have not changed the release states of your topics, so that they are currently not in the specified release state for the Review. Note that changing the release state of the Book does not change the release state of its constituent topics - you must change topic release states in addition to the book. Questions from Reviewers Q: I am a Reviewer. I am told that I ve been added to a Review, but why have I had no automated Reviewer notification? A: The most likely reason is that you have not configured your User Options (see "Setting Your User Options" on page 34), which includes your address. See Configuring Settings for the Notification System (on page 139). Q: I am a Reviewer. Why are topics grayed out in the Table of Contents Pane? A: Possibly: The Review has not yet started, based on its Time configuration. The Review has not yet entered the appropriate release state. The topic is not in a Review release state. As part of the Review process, topics have already been moved out of the Review release state into the Next release state, either manually by the Review editor, or automatically when the minimum required Mandatory Reviewers completed their Reviews of those topics, or by another person using Author-it. Q: I am a Reviewer. Before I could comment on an active Topic, it suddenly grayed out. Why can I now see it, but can t comment? A: Possibly the Review Form (see "Configuring the Review Form" on page 38) specifies Move topic to editorial when minimum mandatory reviewers have completed their Reviews, and sufficient Mandatory Reviewers have marked it Complete, thereby moving this topic out of a Review state into an editorial state. Q: How do I cancel a Comment that I ve made in the discussion pane? A: This functionality is not yet available. Questions from a Review Editor Q: I am the Editor. I am in Author-it Live accepting and rejecting comments. One of my Reviewers has supplied a lengthy comment with very important, detailed information. If I Accept this comment it will disappear. How do I save it? A: For now, please copy your important comments to another program such as Notepad. We will investigate a means of saving comments in the future

115 Checklist: Installing and Configuring Author-it Reviewer Author-it Reviewer requires software release 5.5 or later. Check these requirements and tasks for installation and configuration: 1. Software: Author-it 5.5 or later installed (with the library exported to a SQL database) Author-it Live 5.5 or later installed Author-it Service Manager 5.5 or later installed Microsoft Windows Server 2008 (32-bit or 64-bit) or 2008 R2 with IIS 7 or IIS Meet all requirements for installation of web applications: IT skills required to install Web Applications include: SysAdmin level knowledge of how to find, stop and start services is desirable. Knowledge of how to create users, groups and permissions is desirable. SQL Server administration knowledge is desirable. Entry-level SysAdmin knowledge of IIS webserver is desirable

116 Information on browser compatibility for Author-it Web Applications is kept updated in Hardware and Software recommendations for installations, in the Clients hardware and software recommendations section. If you intend viewing Intranet sites in the IE8 browser, configure the browser so that it does not display Intranet sites in Compatibility View (by default it is set to do this, and it forces the Document Mode to IE7 standards). The recommended minimum screen resolution is 1024 x 768 pixels. The browser window must be 900px or wider to fully display the Ribbon bar. Author-it Server, with Web Applications website Internal API website Author-it Service Manager (to send notifications and update release states for Author-it Reviewer) See Knowledge Center: Clients paragraph in Hardware and Software Recommendations for Installations See Knowledge Center: For Intranet, configure IE8 for NO Compatibility View See Knowledge Center: Recommended screen resolution for Web Applications See Knowledge Center: Author-it Server paragraph in Hardware and Software Recommendations for Installations Check that you have the latest installation software! Installed Application and Web Server Roles and Role Services: Application Server Role:.NET Framework Role Service Web Server (IIS) Support Role Service Non-HTTP Activation / TCP Activation Role Service Web Server (IIS) Role: ASP.NET Role Service See Application and Web Server Roles and Role Services (on page 119)

117 Installation account user: Windows account with permissions to add local accounts on network computers/servers. Database and Library: SQL server account user with Security Administrator or equivalent permissions. Must be able to create databases and users. Used to assign login credentials to the Author-it library on the SQL server when completing the Service Manager configuration and access in the Author-it Live Configuration Tool. The SQL server account user is a "local" user authenticating on the SQL server and not on the domain. SQL server must have TCP/IP enabled. An Author-it 5.5 or higher library exported to a SQL Server database. Recommended: Author-it Core (Windows Client) installed on web server, able to access the SQL Author-it library. 3. Meet requirements for installation of Author-it Reviewer: Author-it Reviewer requires Author-it software release 5.5 or later

118 Author-it Reviewer Browser requirements: The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor. While in the review phase of a Review, Reviewers operate only in the Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers. However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above. Author-it Live is required for accepting and including marked-up content. The Review comments can only be Accepted into the topics through the Author-it Live interface, when the topics are in an editable release state. Users and applications for configuring Author-it Live publishing: Permissions for directories IIS Application Pool user (usually the Network Service) - must be given write access to c:\inetpub\wwwroot\webapplications and c:\inetpub\wwwroot\internalapi Directories. 4. Check the Software Release Notes for specific instructions relating to the current software release. See Knowledge Center: Installing Author-it Live See Knowledge Center: Create the Virtual Directory on IIS for Publishing See Knowledge Center Release Notes ( 12)

119 5. Obtain the InternalAPI and WebApplications ZIP files and install them. 6. Install Author-it Service Manager and configure sub-services: Notifications sub-service for notifications Reviewer sub-service Start the Author-it Service from the Services Console. 7. Configure settings and permissions. Most of this configuration is done in Author-it Administrator, for which you will need access rights, username and login password. Configure Folder Action Permissions. See Knowledge Center: Installing WebApplications and InternalAPI Installing and Configuring Service Manager for Reviewer (on page 123) Overview: Configure settings and permissions for Reviewer (see "Configuring Settings and Permissions for Reviewer" on page 126) Configuring folder permissions for Reviewer (on page 131) Video: Setting up Permissions for Reviewer ( 5gQvSM5E) Read an overview of the Review types and the permissions required. Configure Release States, and apply the Review and Editorial options to release states. Review types and permissions (on page 128) Classifying Release States for Reviewer (on page 129) Video: Setting up release states for the Review workflow ( nc0cbou)

120 Configure the History settings to enable the Comments window, and to enable opening of Author-it Reviewer from the View History window. Configure server settings for notification s. Configure the URL to the Reviewer to enable topics in review to be opened from the View History window Configuring the History Setting for Reviewer (on page 138) Video: Setting up History settings ( m1gy52pmy) Configuring Settings for the Notification System (on page 139) Configuring the URL to the Reviewer (on page 141) Add the Library to the Service Manager, and start the services. configure Adding the Library to the Service Manager (on page 141) 8. Meet all Licensing requirements for Author-it Reviewer. For an overview: Reviewer licensing overview (on page 50) Roles and License usage (on page 50) Refer to your Support Desk or Account Executive 9. Test the installation and configuration Test the Reviewer Installation (on page 143). Author-it Reviewer browser compatibility The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor. While in the review phase of a Review, Reviewers operate only in the Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers. However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above

121 Application and Web Server Roles and Role Services The following Application Server Roles and Role Services must be installed: Application Server Role:.NET Framework Role Service (Installed) Web Server (IIS) Support Role Service (Installed) Non-HTTP Activation / TCP Activation Role Service (Installed) At least the following Web Server Roles and Role Services must be installed: Web Server (IIS) Role: ASP.NET Role Service (Installed)

122 Install Reviewer application and Service Manager The Author-it Reviewer application installation uses two sets of files - InternalAPI and WebApplications. See Installing the Reviewer Application (on page 120) Author-it Reviewer and Author-it Live share Service Manager resources Author-it Reviewer shares the Service Manager installation used by Author-it Live. If you have already installed Service Manager as part of your Author-it Live installation you will just need to configure the actions for the Notification and Reviewer services. Notification: enables event monitoring and notifications to be sent to participants. Reviewer: enables time-based reviewing. See Installing and Configuring Service Manager for Reviewer (on page 123) Installing the Reviewer Application The installation uses two sets of files - InternalAPIand WebApplications. To Install the Author-it Reviewer: 1) Extract the two zip files to separate folders. Update the security permissions for both folders, adding the Network Service with Modify permissions. 2) Open IIS Manager and complete the following steps for both the InternalAPI and the WebApplications folders: Select a website then right-click and choose Add Application Set the Alias for the application Set the Physical path to the extraction folder

123 (remember - do this for both the InternalAPI and the WebApplications folders) 3) In IIS Manager ensure the Application pool you selected has the following settings:.net Framework Version - v2.0 Enable 32-Bit Applications - True Managed Pipeline Mode - Integrated Identity - NetworkService (alternatively, ensure that the Identity matches the user given modify permissions in step 1) 4) In IIS Manager select the InternalAPI site: Go to Advanced Settings

124 Update the the Enabled Protocols property to http,net.tcp 5) Go to the install folder for WebApplications, open the web.config file in a text editor, and then complete the following three steps: Perform a replace all that changes to Perform a replace all that changes net.tcp://localhost/internalapi to net.tcp://your-domain/your-internal-api-application-name-in-iis Locate the entry "<add key="internalapisurl" value="/internalapi" />" and then update only the "value" section of the entry by replacing value="/internalapi" with value="/your-internal-api-application-name-in-iis" Save your changes to the file. 6) Go to the install folder for InternalAPI Open the APIServer.config Edit a configuration line to point to your Author-it library: add the library alias name, your server name, your database name, and the connection settings for your database. For example, <Library Alias="Acme" Type="SqlServer" Server="[your server name]" Database="[your database name]" TrustedConnection="False" LoginID="[your loginid]" Password="[your password]" /> If using secure sockets (https): Add a new attribute to the Endpoint element for the APIServer.config file: <Endpoint Type="JSON" Enabled="true" Secure="true"/> (This only applies to JSON services and can be omitted from the other end points). Save your changes to the file. 7) In IIS Manager select the site where you installed your applications:

125 Right-click the site and choose Edit Bindings. Ensure the net.tcp binding information is set to 808:* Important: Reset IIS Manager after any changes to the files or IIS settings. Installing and Configuring Service Manager for Reviewer Author-it Reviewer shares the Service Manager installation used by Author-it Live. If you have already installed Service Manager as part of your Author-it Live installation you will just need to configure the actions for the Notification and Reviewer services. Notification: enables event monitoring and notifications to be sent to participants. This includes a configurable Poll Time field, by means of which you can customize the frequency of s. Reviewer: enables time-based reviewing. To Install Service Manager: 1) Run the Service Manager install file. 2) Add the service user when prompted. During the installation, when the Set Service Login window displays, enter the credentials for your local or Active Directory publishing user and close the window. Note: Enter the user name by means of one of the following formats: For a local user:.\[username] For an Active Directory user: user@domain.com

126 To Configure Service Manager for Notification and Reviewer Services: 1) From Control Panel > Administrator Tools open the Services console. 2) Start the Author-it Service. 3) Open Service Manager. 4) Choose Add Library then select the library details from the Open Recent or SQL Server tab. (You can only add libraries on SQL Server to the Service Manager). 5) Right-click Notification and choose Configure Service, then select Start Automatically If necessary for your application, edit the default Poll Time as a means of controlling the frequency of s. This is a value in minutes, and can be any number greater than zero, including decimals. s are triggered by specific Reviewer and Editorial events, as described in System Notifications (on page 87). Note: If you edit the poll time, you will need to restart either the Windows Author-it Service or the Notifications sub-service to cause the poll time to take effect (changing it while the sub-service is running will have no effect until next start). Select Save

127 6) Right-click the Reviewer sub-service and choose Configure Service to display the Reviewer Settings: Select (tick) Start Automatically and Save the settings. 7) Return to Control Panel > Administrator Tools > Services console. Right-click the Author-it Service and click Start: Important: This last step, restarting the Author-it Service, is required to save the configuration

128 Configuring Settings and Permissions for Reviewer Before working with Reviewer, you need to ensure that Users have sufficient permissions to view and work with the content they'll be reviewing and editing. Users have sufficient permissions to move the topics into and out of the associated release states (using the "change into state" and "change out of state" options). See Review types and permissions (on page 128) for an overview of the review types. Most of this configuration is done in Author-it Administrator, for which you will need access rights, username and login password. The following options must be configured to enable users to create and review content... Release states and Review types Use Author-it Administrator: choose Security > Release States to Apply the Review and Editorial options to release states Set permissions for a minimum of List Objects, Read Objects, Change Out of State, Change Into State. See Classifying Release States for Reviewer (on page 129) Video: Setting up release states for the Review workflow ( F-Hnc0cbOU) Folder permissions The Folder Action permissions apply to the Reviewer table of contents pane. Read Objects by itself only allows users to see a Review, they cannot expand the book contents while the review is in progress. List Objects enables a user to see a Review and expand the book contents. If you are initiating a Review you must have a minimum of List Objects so you can view a book in the Review form's Book List. Use Author-it Administrator: choose Security > Folder Permissions to set a minimum of List Object and Read Object permissions. See Configuring folder permissions for Reviewer (on page 131) Video: Setting up Permissions for Reviewer ( Bv5gQvSM5E)

129 History settings The History Setting in Author-it Administrator needs to be configured for two purposes: Enable the Comments window display when Editors save a topic at the end of the Editorial phase Enable users to open Reviewer from within Author-it Editor's History window See Configuring the History Setting for Reviewer (on page 138) Video: Setting up History settings ( Gm1gy52pmY) Use Author-it Administrator: choose Settings > History Settings for this purpose. settings This option defines the server for sending the reviewer notifications. Reviewer settings The URL to the Reviewer must be set to enable topics in review to be opened from the View History window. See Configuring Settings for the Notification System (on page 139) See Configuring the URL to the Reviewer (on page 141) Use Author-it Administrator: choose Settings > Reviewer Settings to add your domain and reviewer application name. Service Manager The library must be added to Service Manager, and the Notification and Reviewer services must be configured and started to enable the communication services. See Adding the Library to the Service Manager (on page 141)

130 Review types and permissions Author-it, Author-it Live and Author-it Reviewer can all be used in the authoring and reviewing process, but just Author-it Reviewer and Author-it Live are required for reviewing: Before working with Reviewer, you need to ensure that Users have sufficient permissions to view and work with the content they'll be reviewing and editing. Users have sufficient permissions to move the topics into and out of the associated release states (using the "change into state" and "change out of state" options). Review types The following "review type" permissions determine how review participants can work with topic content in the different applications: For participants added as reviewers: Review - Participants added as reviewers work with the content in the Reviewer. During this phase, the "reviewer" can make suggestions in the topic, or comment on suggestions from other reviewers. For participants added as authorized editors: Review - During the review phase, an authorized editor can open a topic and accept or reject suggestions (before it is moved to the "editorial" phase). This action is completed in the Reviewer. Editorial - During the editorial phase, an authorized editor can open the topic in Author-it Live and accept or reject suggestions. When they are ready they finalize the content by saving the topic. When the topic is in the editorial phase suggestions can no longer be added using the Reviewer

131 Classifying Release States for Reviewer Before working with Reviewer, users need sufficient permissions to view and work with the content they'll be reviewing and editing. They also need sufficient permissions to move the topics into and out of the associated release states (using the "change into state" and "change out of state" options). Video: Setting up release states for the Review workflow ( These options are configured in Author-it Administrator > Security > Release States, where a minimum of List Objects, Read Objects, Change Out of State, Change Into State permissions must be set: To Classify a Release State for a Review: 1) Open the library in Author-it Administrator. 2) From the main menu choose Security > Release States. 3) Create the release states used for your review cycles. Tip: Assign an object color to each release state. The object color is shown in the Author-it Editor and Author-it Live to quickly identify the objects in a specific release state. The Review Color is only used when publishing a Word document for review; this setting is not used by the Reviewer

132 4) Click on the review type column in release state's row (between the release state name and the Default Release state column) to display the review type drop-down list. Select an option from the list, either Review or Editorial. 5) Right-click the release state and choose Check Row to add or update the permissions. 6) Save your changes

133 Configuring folder permissions for Reviewer Among the configuration tasks, it is necessary to configure folder permissions for Reviewer Roles. This permission allows access to a user logging in within the allocated Role. Note that the User s ability to login with the allocated Role is subject to availability and allocation of Licenses. Video: Setting up Permissions for Reviewer ( The Folder Action permissions apply to the Reviewer table of contents pane. Roles available are: 1) Security Administration Can use Windows Author-it Administrator Can use My Cloud Administrator (as an administrator not as 'my cloud') Can see all Reviews 2) Author Can use Windows Author-it Editor Can use Author-it Live Can use Reviewer as an Editor Can use My Cloud Client 3) Reviewer Can use Reviewer as a Reviewer 4) Localizer (not for Author-it Reviewer) Can use Localization Manager A User can have multiple roles assigned and the permissions stack. For example, a User with Author and Reviewer checked could participate in a Review as an Editor or a Reviewer. See also: Review Roles are defined in Author-it Administrator (on page 22) Roles and License usage (on page 50) Permissions Permission for Read Objects only allows users to see a Review; they cannot expand the book contents while the review is in progress. Permission for List Objects enables a user to see a Review and expand the book contents. If you are initiating a Review, you must have a minimum of List Objects so you can view a book in the Review form's Book List. See also: Example - the effect of permissions on viewable content (on page 136)

134 To configure folder permissions for Reviewer 1) Use Author-it Administrator: choose Security > Folder Permissions 2) Configure a minimum of List Object and Read Object permissions. In the above example, the entire Group of Editors is checked for the Author role. A user from this group is therefore allocated the Author role, can login if a license is available, and then Use Reviewer as an Editor only, Initiate (configure) Reviews by means of the Review Form, Log into Author-it Live to process Reviewer comments and edit source document content. In the above example, User Anne Ortha is checked for the Reviewer Role. She can log into Author-it Reviewer if a license is available, and function as a Reviewer, but cannot log into Author-it Live, nor make any change to source document content

135 Review Roles are defined in Author-it Administrator Reviewer Roles are defined in the Author-it Administrator Folder Action Permissions window, with a minimum of List Object and Read Object permissions. Only users who are assigned the Author or Reviewer role can log in to Author-it Reviewer (with the exception of the Security Administrator role, which can see all Reviews). Author-it Reviewer maintains security integrity If a Reviewer does not have read permission to a folder, the Reviewer is unable to review content in that folder. This is necessary so that Author-it Reviewer does not compromise an organization s security strategy. If a Reviewer is assigned to Review a book and that book has specific topics to which the Reviewer has no permission, those topics are not visible to the Reviewer in the Author-it Reviewer Table Of Contents. Reviewers also require permission to any release state used in a Review, and Reviewers without appropriate permissions do not see those topics in the Author-it Reviewer Table Of Contents. See Example - the effect of permissions on viewable content (on page 136) for examples of both folder and release state permissions that affect a Review. Note: A user in the role of Security Administrator can see all Reviews. Author Role In the Author role a user can use Reviewer as an Editor. The Author functions as: A Review Initiator who creates, edits, cancels and deletes Reviews in Author-it Reviewer, using the Review Form

136 An Authorized Editor who approves or rejects Reviewer suggestions and comments, discusses these suggestions and comments with Reviewers in the discussion pane, and then edits the content in the Author-it Live interface. Note: The Author role is not the same as the role of Editor. An Author writes content, possibly creates Reviews and possibly participates in Reviews as an Editor. Editor is a potential sub-role for an Author, but only within the context of a Review. An Author may not necessarily ever function as an Editor, but every Editor is a person who is checked as an Author within Author-it Administrator. Reviewer Role In the Reviewer role, users can Log in to Author-it Reviewer when assigned to a Review. After the Review is active, these users can digitally make suggestions and comment on content using the markup tools. All suggestions and comments are read-only and have no effect on the content. Reviewers can also reply to Editor comments and other Reviewer suggestions / comments in the Reviewer discussion pane. Roles and License usage License use for a user with both Author and Reviewer Roles When a user is defined as having both roles (both roles are checked in Author-it Administrator), he/she may be added to any Review as either an Editor or a Reviewer. As a Reviewer this person uses a Reviewer License (RL) for the duration of the Review. As an Author this person uses a Base User License (BUL) for the duration of each session in Reviewer. License use for the Author Role Authors use a Base User License (BUL) for the duration of each of their sessions in Reviewer

137 License use for the Reviewer Role A Reviewer uses a Reviewer License (RL) from the point of being assigned to a Review until the Review ends, regardless of Login, whether actively using the Reviewer, or whether the Review has actually started. Note: It is necessary to commit licenses from the moment of Review creation in the Review Form because the software needs to provide feedback to the Review initiator at the point where he/she assigns users. Without this strategy, Review initiators would be able to create future Reviews based on unrealistic license availability. A Reviewer participating in multiple simultaneous Reviews still only uses one Reviewer License, and can be freely added to further Reviews. A Reviewer can be added to a Review at any point, and will then use a Reviewer License if he/she is not already assigned to any other Review. License allocation: Author-it Administrator > Security > Allocate Licenses dialog includes a row for the Reviewer license token:

138 How are Reviewer Licenses freed for use? A Reviewer License is freed for further use when the Review ends, so long as that Reviewer is not assigned to another Review. A Review ends when: The Review is completed automatically by means of release state change The Review is completed manually when an Editor clicks the Review Complete button The Review is Deleted The Review is Canceled A Reviewer License is also freed for use when a user is removed from the Review and is not already assigned to any other Reviews. This may be changed in the future so that it will not be possible to remove a Reviewer from a Review if he/she has made comments in that Review. See also: Example - options for freeing licenses (see "Example - options for freeing Reviewer user Licenses" on page 53) Reviewer-only Role limitations (these people have Reviewer role but not Author role) A Reviewer-only role can participate in a Review as a Mandatory or an Optional Reviewer but not as an Editor (which requires the Author role). A Reviewer who is assigned to a Review and using a Reviewer License can Log in but will not see the Review or be able to participate in it until it becomes active. It is possible that in the future Reviewers will only be able to Log in to a Review when that Review becomes active. It is possible that in the future a Reviewer who has made suggestions or comments in a Review will not be able to be removed from the Review until it is completed. Example - the effect of permissions on viewable content Permissions are configured in Author-it Administrator. The Permissions that apply to Reviewer functionality are: Folder Action Permissions, where users may be configured to view and act upon content in some folders but not in other folders. This can affect both the book-level and topic-level content, so it is possible for users in a Review to see some topics in a book but not other topics that reside in a permission-denied folder. Release State Permissions, where users may be configured to view content in certain release states but not in others. What happens when an assigned Reviewer does not have permissions to view content? Tex creates a Review of book NEWBOOK, which has five topics to be Reviewed

139 Tex assigns Anne as a Mandatory Reviewer. Anne has permissions to view these five topics and she has permissions to view the selected release state for the review. When Anne opens Reviewer she sees NEWBOOK (5) in the Table Of Contents pane, with the five topics listed beneath it. Tex assigns Manny to the same Review, but is unaware that Manny does not have permission to the release state that holds for this Review. When Manny opens the Reviewer, there are no topics listed for him. He realizes that something is wrong and phones Tex, who establishes that this is a release state permissions issue. Tex arranges for Manny to be given permission for the appropriate release state, after which Manny is able to see NEWBOOK (5) in the Table Of Contents pane, with the five topics listed beneath it. Tex assigns Reeve to the same Review, but Tex is unaware that Reeve lacks folder permissions to view two of the five topics. When Reeve opens the Review, he sees NEWBOOK (3) with three topics listed. He is unaware that Tex had assigned him to Review a further two topics. What if Tex had assigned Reeve as a Mandatory Reviewer, requiring Reeve to complete his Review before the topics can advance to the next release state? Such a configuration would not stop the Review process because the software does not consider Reeve as being committed to his two invisible topics, as explained below. The Table Of Contents (TOC) generated for a given user only includes the items that that user has permissions to see. In Reeve's situation, the software first establishes that only three topics are viewable by Reeve, and then applies the Need To Review requirement to these three topics only

140 Configuring the History Setting for Reviewer The History Setting in Author-it Administrator needs to be configured for two purposes: Enable the Comments window display when Editors save a topic at the end of the Editorial phase Enable users to open Reviewer from within Author-it Editor's History window Video: Setting up History settings ( Configure to enable the Comments window display when Editors save a topic To display the comments window when you save the topic at the end of the editorial phase in Reviewer, ensure that you set Object close (if changed) to Save with optional comments: To Set the History Save Points: 1) Open the library in Author-it Administrator. 2) From the main menu, choose Settings > History Settings. 3) Display the Save Points tab and for Object close (if changed) choose Save with mandatory comments from the drop-down list. Select the minimum number of characters for the comment. 4) Click Ok to Save changes

141 Enable users to open Reviewer from within Author-it Editor's History window The History window in Author-it Editor includes an option to open a topic currently in a review cycle in Author-it Reviewer. Enable this by adding the Reviewer URL in Author-it Administrator. To enable the "Show Review" function in the Author-it History display: 1) Open the library in Author-it Administrator. 2) Choose Settings > Reviewer Settings from the main menu. 3) Add the URL to the Reviewer, then add /reviewer.aspx For example, 4) Save the settings. server name]/[your web application name]/reviewer.aspx Configuring Settings for the Notification System To enable notifications for Reviewer, complete the following settings: Add the Settings in Administrator

142 Install and configure the Service Manager (see "Installing and Configuring Service Manager for Reviewer" on page 123), including the Notification and Reviewer sub services. This includes a configurable Poll Time (in minutes), by means of which you can control the frequency of notifications. Adding the Settings for the Notification System: 1) Open the library using Author-it Administrator. 2) Choose Settings > Settings from the main menu. 3) Add the address for the SMTP Server (for example, the IP address for the server) and the details for the initiating address in the Mail From. Add User and Password details if required. Leave the HTML Templates field blank. 4) Create a test to check the settings. Choose Test, then supply a target address in the Address window. 5) Save the changes. 6) Refer to Installing and Configuring Service Manager for Reviewer (on page 123) for further settings. Note: To enable notifications, each user must also configure an address from the User Options (see "Setting Your User Options" on page 34)

143 Configuring the URL to the Reviewer The URL to the Reviewer must be set. This option enables topics in review to be opened from the View History window. Use Author-it Administrator: choose Settings > Reviewer Settings - your domain and reviewer application name Adding the Library to the Service Manager The library must be added to Service Manager, and the Notification and Reviewer services must be configured and started to enable the communication services. See Installing and Configuring Service Manager for Reviewer (on page 123) for detailed instructions. Enable Author-it Reviewer on a secure connection using HTTPS What is HTTPS? Hyper Text Transfer Protocol Secure (HTTPS) is a secure version of the Hyper Text Transfer Protocol (http). When a user connects to a website via HTTPS, the website encrypts the session with a digital certificate. How to recognize a HTTPS site For sites that use HTTPS Most web browsers display a padlock icon to indicate that the website is secure is visible in the address bar To enable Reviewer to function through a secure channel using https: 1) Add a new attribute to the Endpoint element for the APIServer.config file: <Endpoint Type="JSON" Enabled="true" Secure="true"/> 2) This only applies to JSON services and can be omitted from the other end points. To test that Reviewer is functioning through a secure channel using https: 1) Create a self-signed certificate in IIS

144 2) Go to the web site in IIS, right click Edit Bindings, and add an HTTPS binding, selecting your self-signed certificate from the drop-down 3) Run reviewer with url starting with Internal apis calls should succeed. Notes on enabling a secure connection: Web Applications can be secured using IIS No changes are required to any web.config file

145 Test the Reviewer Installation When you have completed the installation, you need to test it. The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor. While in the review phase of a Review, Reviewers operate only in the Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers. However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above. Test Author-it Reviewer in a browser Open a browser window, and immediately clear the browser cache (strongly recommended) Add the URL for the Reviewer Complete the log details for your library When successful, you will see the main Reviewer screen. Important: To open the library in Reviewer, at least one review type must be assigned to the release states. If a review type has not been assigned, you will see an Error 500 type message (see the troubleshooting section below). Test Reviewer within Author-it Live in a browser Test that Reviewer functions in Author-it Live, bearing in mind that the Editorial phase of the Reviewing process will be conducted in Author-it Live. See also: Author-it Reviewer browser compatibility (on page 118)

146 Troubleshooting Some screen elements displaying strangely on my screen. This could be a browser cache issue. With any user interface problem in web-based applications, please try this before contacting Support: clear your browser cache, log out, log back in, and see if the problem persists. If it does, please follow your normal Support or fault-logging procedure. "Error in Author-it Reviewer Application could not be started. Please contact your system administrator for assistance" This message displays after completing the library login There MUST BE one Mandatory Reviewer and one Editor selected to start a review. This error indicates that the review type and permissions have not been assigned to the release states in Author-it Administrator for that library or for the user logging in. Contact your library administrator and request that these permissions be assigned. Once the release states have been updated you will be able to complete the log in. The review type and permissions should be applied for each user before users attempt to log in to the Reviewer - there are specific security and permission settings required for participants in a review. "Unable to login: Licensing" This message displays after completing the login details Check to ensure that your license has been assigned to your library - if you can open your library using Author-it, your license has been assigned. If the license has not been assigned, contact your Author-it account manager for assistance. "Unable to login: Database not found" This message displays after completing the login details. Check that the library name is correct. The library name is the alias that has been assigned to the library in the "APIServer.config" file (the file is located in the Reviewer's API install folder). "Unable to login: Incorrect username or password" This message displays after completing the login details. Ensure the username and password is correct (and exists in the Author-it Administrator)

147 Index A Accepting and Rejecting - Options and Best Practices 16, 69, 78, 79, 81 Accepting or Rejecting suggestions in Reviewer 25, 76, 79 Adding a book using the Book Search 40, 41, 42, 43 Adding a book using the Book Selector 40, 41, 43 Adding the Library to the Service Manager 118, 127, 141 Application and Web Server Roles and Role Services 114, 119 Associated Topic Locking in Author-it Editor 82 Author-it Reviewer browser compatibility 118, 143 Automatically Completing the Review Stage 16, 46, 73, 74 B Best practice for reviewing partially-updated topics 83 C Canceling a Review 23, 25, 28, 36, 49, 56, 73 Checklist Installing and Configuring Author-it Reviewer 3, 14, 113 Classifying Release States for Reviewer 117, 126, 129 Comparison Document and Topic-based Review Workflows 10 Completing the Review Stage 28, 73 Configuring Settings for the Notification System 111, 112, 118, 127, 139 Configuring folder permissions for Reviewer 117, 126, 131 Configuring Settings and Permissions for Reviewer 117, 126 Configuring the History Setting for Reviewer 118, 127, 138 Configuring the Review Form 15, 36, 37, 38, 39, 40, 44, 45, 46, 47, 49, 54, 100, 112 Configuring the URL to the Reviewer 118, 127, 141 Contact Us 4, 5 Creating a New Review 23, 37 Creating a Review Based on an Existing Review 23, 38, 39 D Deleting a Review 23, 28, 36, 49, 55, 73 Displaying the Review Summary Statistics in the Dashboard 57, 59 E Editing a Review 23, 25, 28, 36, 39, 54, 57 Editorial in Author-it Live Accepting or rejecting suggestions and completing the Review 76, 80, 107 Enable Author-it Reviewer on a secure connection using HTTPS 141 Example Moving a Topic Through Multiple Review Cycles 19, 25 Example - options for freeing Reviewer user Licenses 49, 52, 53, 136 Example - the effect of permissions on viewable content 22, 131, 133, 136 I Initiating a Review 15, 28, 36 Inspecting the current Reviews 28, 57 Install Reviewer application and Service Manager 120 Installing and Configuring Service Manager for Reviewer 85, 90, 117, 120, 123, 140, 141 Installing the Reviewer Application 120 L Language Used By Reviewer 28 Links to Completed Reviews 75 Locating editable topics in Author-it Live 80, 81 Logging In (Review and Editorial Stages) 28 Logging in to Author-it Live to perform Editorial tasks 34 Logging in using Integrated Active Directory 28, 29,