Review Workflow

The review Central workflow involves a combination of activities between the author originating the process and all reviewers making changes and comments in the files.

  1. Author In Central, open the Users page and invite the reviewer(s) to Central.
  2. Reviewer Click the link in the email to accept the invitation and set a password.
  3. Author In Flare, select Review > Send For Review, add files, choose reviewer(s), and click Send.

    Tip All snippets that are part of a topic will initially be included in the review. However, when sending files for review from Flare, you can remove any snippets from the File grid to exclude them from the review. You might choose to exclude some (or all) snippets from the review if you think it will be too confusing and too many files for your reviewers. If you exclude snippets, they will still be visible in the topic in Central, but the snippets will be read-only. Therefore, reviewers won’t be able to make edits in the snippets, but in the topic they can insert annotations (comments) around the snippets in order to provide feedback.

    Note If necessary, Flare will also prompt you to commit and synchronize any changes in your project with Central before you can proceed to the next page of the wizard.

    When the author chooses reviewers, this might include SMEs, as well as other Flare authors. Anyone selected during this process will automatically become associated with that Flare project on Central. Also, anyone selected will become an assigned reviewer for all files chosen in the wizard.

    After completing the wizard, the files are uploaded and reviewers receive an email notification with a link to open the Reviews page in Central. (SMEs automatically receive email notifications; however, Flare authors must have the review notifications and email option enabled in Central to receive emails.) If you are the original author, the files will be listed in your Sent pane. If you are a reviewer, the files will be listed in your Pending pane. Also, you can use a filter above the panes to view files for all projects, or just for a specific project.

    In addition, the files appear in the “Sent Files” area of File Reviews window pane in Flare. This means the files are in an “Open” state, pending review. Because this window pane can be used for reviews in both MadCap Central and Contributor, an icon is used to indicate which system is being used for a particular file.

    Note If you attempt to edit a file that has been sent out for review and is still in an “Open” state, you will see a warning. You can continue to edit the file, but you may have conflicts with the version of the file being reviewed. As an alternative to editing the file in Flare, you can edit it in Central along with your reviewers until it is finished.

  4. Reviewer In Central, open the Reviews page, edit/annotate the pending file(s), and click Submit.

    After opening a topic or snippet on the Reviews page, you can edit it as necessary. All changes are tracked and auto-saved as you work. In addition, multiple people can edit a file at the same time, so you will see their changes as well in real time.

    This moves the file to your Submitted pane. If necessary, you can view the file from there and edit it more. However, once the author closes the review process for the file, it can no longer be edited in Central.

    After all of the reviewers submit the file, the original author receives an email notification (if the author has enabled those notifications in Central) and the file appears in the “Inbox” view of the File Reviews window pane in Flare.

  5. Author After all reviewers are done, open Flare. Select Review > File Reviews, and set the reviewed files to "Close."

    After this, the status for the file is changed to “Closed” in the File Reviews window pane. Also, the file can no longer be edited by anyone in Central, and the file is moved to the Archive pane.

    Note Any authors working in that Flare project can close the review file. This is necessary in case the original author is not available to close it.

  6. Author In Flare, accept and/or reject the reviewer's changes in the editor.

  7. Author In the toolbar in Flare, click the Accept button.

    The file is then removed from the Flare inbox.