KB User's Guide - Documents Tab - Viewing Documents in Review Mode

This document details the functionality available when viewing a document.

Viewing Documents in Review Mode

If you wish to look at the content of a document without making any changes, you can review the document in Review Mode (e.g. just click on the link of the document and view it in a read-only mode). Reviewing also allows you to see what edits and comments have been made to a document of any status.

The options available will vary depending on the Status of the document you are viewing:

  • Active
  • ActiveMarkAsReviewedDocView

  • In Progress
  • InProgressViewingDoc

  • In Review
  • InReviewViewDoc

  • Inactive
  • InactiveDocumentReviewMode

  • Trash
  • DeletedDocumentReviewMode

You can view a document in two ways:

  1. If you know the document ID number of the document you wish to view, click the Documents tab in KB Admin Tools and enter the document ID number either:

    • in the ID # field in the left side navigation menu, click the Go button next to ID # field
    • or in the Find: field on the Documents screen and click the Go button on far right hand side.

    Scroll to the bottom of the page to see important metadata and comments related to this document by clicking Show comments and events arrow. Click on the Hide comments and events arrow to hide this information.

  2. If you do not know the document ID number, you can search for the document by entering the search criteria in the Find field and clicking Go. A list of documents matching the search will be displayed. To view any of those documents, click on the document title link. For more information on searching documents, see KB User's Guide - Documents Tab - Searching for Documents.

Review Comments/ Comments

Adding Comments and Sending Comments to Owner - Documents with the Status of Active

If you would like to add notes for informational purposes to an Active document, you can do so by opening the document in Review Mode in KB Admin Tools > Documents tab Scroll down to the bottom of the page and select option number 1, "Leave document XXXX as is and add comments to only." in the Review Options / Comment section at the bottom of the document page. This adds your comment to the document event log, but does not alter the live document in any other way.

  1. Select 1) Leave document as is and add comments only option in the Review Options / Comment section at the bottom of the document page.
  2. Enter notes in the text field provided.
  3. If you do not want to email your notes to the owner leave the Send comments to owner checkbox unchecked. If you wish to send your comments to the document owner, check the Send comment to owner checkbox.
  4. Click on Submit button.

Adding Comments and Sending Comments to Owner - Documents with a Status other than Active

If you would like to add notes for informational purposes only to a document that is not active (In Review, In Progress, Inactive), you can do so by opening the document in review mode in KB Admin Tools > Documents tab (see above for more info about opening a document for review). In the Review Options / Comment section at the bottom of the document page. This adds to the document event log, but does not alter the live document in any other way.

  1. Select 1) Leave doc as is and add comments to the doc option in the Review Options / Comment section at the bottom of the document page.
  2. Enter notes in the text field provided.
  3. If you do not want to email your notes to the owner leave the Send comments to owner checkbox unchecked. If you wish to send your comments to the document owner, check the Send comment to owner checkbox.
  4. Click on Submit button.

Mark as reviewed Button

The Mark as reviewed button (only available for active documents) allows you to indicate that you have checked the document content and no changes are required at this time.

A pop-up message will appear asking, "Are you sure you want to mark this doc as reviewed? If the document expires in less than 180 days (6 months), its expiration date will be set to 180 days from today." Confirm this by clicking OK or exit without making any changes by clicking Cancel. If you click OK you will not be reminded to review this document for another 6 months.

Save As...

The Save As... button allows you to create a new draft document from an existing draft of any Status.

To use Save As..., simply open an existing in Review Mode in KB Admin Tools and click on the Save As... button. You will be asked to confirm that you want to copy the document. Click OK to continue.

See Revisions

The See Revisions button allows you to view the changes that have been made to a document. Different versions of a document can be compared side by side. See KB User's Guide - Documents Tab - How To View Revision History for more info.

You may choose to save a document revision as a new document. You can retrieve content from a prior version of a document and activate it as a separate doc by clicking on the Save this version as a new document button at the very bottom of the window .

View Source

The View source button allows you to view the source HTML and gives you a read-only view of the source HTML for the following fields: Title, Keywords, Summary, Body.

Export as XML

The Export as XML button allows you to export the document in its entirety as an *.xml file.

DownloadDocAsXML

Delete

If the document is not "Active" and you either own the document or have publish rights (set by KB Admin on Users Tab), you will see a Delete button. It allows you to discard the document. The document will be moved to Trash and no longer be viewable or searchable. A deleted document can only be recovered from the Trash by a KB Admin with publish rights. See also KB User's Guide - Documents Tab - Deleting Documents.

A Note About Comments

You do not need to enter comments in order to use the following buttons: Mark as reviewed, Save as..., See revisions or View Source . Please note that a document needs to be set to either "In Progress" or "In Review" before it can be reverted to a previous version using See Revisions.

Comments may be required to edit a document (when the Submit button is clicked). Whether or not comments are required is set at the Site level in the SitePref tab > Group Spaces link > Review> Click on the Edit link at the far right of your Groups Space> check/uncheck Require review comment link.




Keywords:kb knowledgebase knowledge base users guide livedocs live docs document documents tab review reviewing save as send comment to owner Mark as reviewed See revisions show changes button mark as reviewed notification review reminder extend expiration date   Doc ID:5251
Owner:Teresa A.Group:KB User's Guide
Created:2007-01-04 19:00 CDTUpdated:2016-08-29 16:33 CDT
Sites:KB Demo, KB Demo - Child Demo, KB User's Guide
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