Managing review queues

A review queue is one or a group of users to assigned to handle the review, approval, or other actions. Every person in the review queue will receive a review notification but only one person takes ownership.

A user cannot be assigned to a task. A review queue with at least one user is assigned to a task and a member of the review queue must take ownership of a task to complete the task. The owner of the task may release ownership for another user in the queue to assume ownership.

You must set up a review queue before the queue can be added to a review task.

Assign individuals to review queues based on their task, such as Reviewers, Approvers, or other action. For example, you may have different individuals in queues like HR Review, HR Approve, Legal Review, and Legal Approve. This way, a document can be assigned to the correct individuals at the appropriate phase of the review cycle.

When a review queue is created, you can identify:

  • Document ownership
  • Task ownership
  • Both

It is recommended you use one queue of people for document ownership and another for task ownership to clearly define reviewers, approvers, and document owners.

Add a review queue

  1. From the left menu, select Administration, then Review Queues.

  2. Select the Review Queues button.

  3. Complete the information for the queue

    • Enter a Name for the queue and add a Description.

    • Select the Type to identify document ownership and task assignment functions for the queue. For example, Compliance may own a document but various review queues, including a compliance review queue, may accept tasks for review.

      • For Document Ownership Only: Individuals can own a document but will not be involved in reviewing tasks in a review cycle. Use this selection to assign ownership to a stakeholder or group that isn't an active user of Policy Manager. For example, this may be a Board or Committee of the Board that is the owner and primary stakeholder of a document but will never use Policy Manager and, instead, will have another group of users be responsible for document life cycle management.

      • For Task Assignment Only: Individuals will only be assigned tasks and can take ownership of a task. Individuals in the queue do not own the document.

      • Available for Both: The queue owns the document and can be involved in task actions.

    • Select Active for the queue to be made available immediately. If a queue is active, it cannot be deactivated if it is used in one or more flows.

  4. Select a Flow Definition (a Review Flow). See Managing review flows and tasks.

  5. Select the Save Case Queue button.

  6. Add or remove uses from the queue, as needed:

    • To add users to the queue, search for the user in All Other Users. Select the Action button for the user. The user moves to Current Users.

    • To remove users to the queue, search for the user in Current Users. Select the Action button for the user. The user moves to All Other Users.

Manage a review queue

  1. From the left menu, select Administration then Review Queues.

  2. Select any of the following:

    • Edit to update the information.

      • To add users to the queue, search for the user in All Other Users. Select the Action button for the user. The user moves to Current Users.

      • To remove users to the queue, search for the user in Current Users. Select the Action button for the user. The user moves to All Other Users.

      • If Active is selected, the review queue is available for task assignment. You can deselect Active. The system will not allow you to inactivate a review queue that is currently in active use.

    • Clone the review queue. You can edit the cloned review queue to make a new review queue.

    • Delete to remove the review queue. The system will not allow you to inactivate a review queue that is currently in active use.