Manager Functions: Batches

Each time a new set of Reviews is generated, the system automatically groups them into a Batch. Manager functions can be applied to the Batch, like closing, suspending, or deleting the Reviews.

To view existing Batches of Reviews, select Open next to the Batch option on the Review Manager Home Page in System Tools.

Here you can see all existing Batches, as well as the Reviews' status. For example, if a Review of two Entities has just been emailed to the intended Reviewer/Delegates, the status of those un-completed Reviews will show in the Batch as Pending (shown below). The Manager/Administrator can view all the Batches in more detail, and apply some manager functions to them, by selecting the open folder icon.

General Information about the Batch

Opening the Batch will show:

• Set information, if applicable.
• When the Review was created and who created it.
• Batch Name.
• When the Review is to be started and by what date it is to be completed.
• Identity of Reviewer.
• To whom the Review is to be returned upon completion (Managed By).
• Charts are available for viewing the progress of Reviews (the charts need to be enabled separately).

The following actions can be taken on the Batch. These changes take place at a Batch level affecting all reviews meeting the specified criteria.

• The Administrator can assign or re-designate a Set for the Batch by selecting the Wand at the end of Set field.
• The Administrator can re-name the Batch using the Wand icon at the end of the Batch Name.
• Selecting the Reminder button on the right upper corner will send an additional Reminder Email to all Reviewers who have outstanding/pending Reviews in the Batch.
• The Administrator can also Cancel and/or make the Batch Historical by selecting the appropriate buttons. These actions will be performed on all Reviews in the Batch.

Cancelling Review Batches

Cancelling Review Batches will cancel the reviews within that batch that are in a Pending Status. Any Completed reviews will remain as Completed.

• Select the Cancel button on the right-hand side of the Review.

• A confirmation pop up window will appear.
• Select OK to confirm.
• All the Pending Reviews in your Batch will then be marked as Cancelled.

Deleting Review Batches

Once the Review has been cancelled, you will be able to delete it altogether. The button on the right-hand side of the Review will now have changed to a Delete button.

• Select Delete and a confirmation pop up window will appear. Select OK to confirm delete.

• The entire Batch and all Reviews contained within it will be deleted.

Reviews within a Batch

Within the Batch section there is general information pertaining to the list of Reviews included within the Batch. This includes the Entity Name, the person who is Reviewing them, the date, the last updated date, the Country the Entities are based in, and the current status of the Review (i.e. pending, completed, suspended, historical).

Once a Review is completed, the Review Completed column will be populated with the date of completion.

There may be instances where you need to action an individual Review within a Batch, leaving all other Reviews intact. Based on the current status of the review, a review can be updated to a different status.

From this section, the below options are available:

• Pending Reviews can be Suspended or Cancelled
• Suspended Reviews can be Reset
• Cancelled Reviews can be Reset or Deleted

At the end of each Review, there are is a Wand icon that will update the status based on the current status. In addition, there is a Delete icon that can be used when the Review is cancelled, and the user wantes to Delete the Review.

In this example, a Pending Review has been Suspended.

In this example, a Cancelled Review has been Reset.

• Once you select either Wand, a confirmation pop-up screen appears:
• Select OK.

The status of the Review will be changed, based on the changes made, to Suspended or Cancelled. The new status will be reflected on the Batch Listing page.

Emails

At the bottom of the Review Manager – Batch page is the Emails section. This will list all Emails sent out for this Review and to whom they have been sent. The first Email is the initial Review Email (Type: Begin). This email is sent out to all persons involved. The next Email is the Reminder Email (Type: Reminder) and the third is the Completion Email (Type: Completion). To view further details on each Email, select the open folder icon.

This displays the actual Email that was sent to all persons involved in the Review. If you need to re-send the email to the recipients:

• Select Resend.

• A confirmation pop-up screen appears.

• Select OK, and the original Email will be resent to the recipient.
• This will be recorded on the Emails section on the Batch details page.

• This will also update the summary on the Batch Listing page.