Review Group FAQ

Review Groups is the name given to the process in RoleMapper whereby you can review, improve and approve Job Documents.

• Individuals can be assigned to a group with a specific role
• Their role dictates their permissions, Tasks and actions
• Multiple documents can be assigned to each Review Group

For more details see our Review Groups Overview article

Review Groups can only be managed by SuperUsers who have the relevant permissions.

For full details on how to manage Review groups please see our How To Setup Review Groups article

Documents can be assigned to review groups by SuperUsers with the relevant permissions.

For full details on how to manage Review groups please see our How To Assign Job Documents to a Review Group article

Review Group roles can be customised by organisation depending on your unique needs, but our standard setup has 3 roles:

• Reviewer - Comments on the Document(s)
  • For more details please see our Role of the Reviewer in Review Groups article
• Contributor - Edits the Document(s)
  • For more details please see our Role of the Contributor in Review Groups article
• Approver - Approves or rejects the Reviewed Document(s)
  • For more details please see our Role of the Approver in Review Groups article

Yes, Users can have different roles within different review groups, so for example working as a reviewer for one Review Group, but a Contributor in another Review Group.

For full details on how to manage Review groups please see our How To Setup Review Groups article

Yes you can have multiple Reviewers and Contributors. We recommend you only have one Approver

• You can have multiple people working on the document at the same time. Everything is saved and tracked in the audit history
• You can also configure it to only require one of all to complete the action or for everyone assigned to complete it before the role is submitted to the next stage (Contact RoleMapper if you need to change this)

If you click the ‘submit’ or other action button to indicate you have completed your task, then this locks the document from you.

However, if this was accidental, they can use the chat button to ask the RM team to undo the change and allow them to complete their task. A superuser could also help in this instance.

• Yes. However unexpected behaviours can occur depending on the current stage f the Review process the document is in:
  • Notifications may not e sent
  • Documents may not be editable for new Users
  • Etc.
• Please get in touch with your super user group or the RoleMapper team via the Live Chat function so we can investigate and help

No. All changes will be kept and recorded in the Audit History.

For more detail please see our Audit Trail Overview article

This only happens if the document's status has changed, or your user permissions have changed. Possible causes:

• A SuperUser/Admin has changed the document status manually
• The document has been deleted/archived
• A change has been made to your permissions
• You are no longer assigned to the document
• You are one of multiple users in that role and only ONE of you needed to complete the task for the document to be pushed forward. Suggesting someone else in the same role as you has completed and pushed the document to the next stage which means it is no longer viewable or editable to you

If you need clarification please contact RoleMapper Support using our Live Chat feature

The documents are not visible to all users at all stages of the review process.

The document will become visible once it either reaches another stage where your input is needed or when it has reached final approval.

Please view our Working with Comments article for more information

If you can't see the comment box after clicking to add a comment you may have zoomed in too far to see the side panel, view the I Can't See The Side Panel article for more information on how to resolve this issue

The button to progress to the next stage of the review process will be grayed out if the document has not met the required standards.

The document must have all red Error flags removed before it can be submitted for Approval.

Please see our Document Inclusion And Quality Panel Overview article for more information on how to resolve issues

When an Approver rejects a document we require them to provide a reason.

This reason will be shown in the orange box that describes your task when you first open the document.

If you want to read it after closing this message it can be viewed in the Audit Trail.

Please see our Audit Trail Overview article for more information