Scheduled Reviews for Library Items.

Introduction

Scheduled Review allows organizations to assign and schedule periodic review of a Library item, such as policies, procedures, and benefits forms. This helps ensure that they remain current and correct.

Scheduled Review provides a downloadable report that makes it easy to gather evidence for compliance audits.

Scheduled Review is included with Library. If you organization has Tasks enabled, then a task will be assigned to the item Contact to complete their review. Any notes left in this task will also be part of the permanent, auditable record. If Tasks is not enabled, you can still use Scheduled Review via its smart list.

Scheduled Review cannot be used any file in Library, including Google Workplace files and Office 365 files. It is not available for Links in Library.

Table of contents

1. Permissions
2. Managing Reviews (Category Librarians)
3. Assigning Reviews (Volume Librarians)
4. Completing Reviews (Item Contacts)

Schedule Review Permissions

There are three levels of permissions involved with Scheduled Review:

Category Librarians

• can disable/enable the review feature on Volumes 
• can set a default "Next Review Date" and "Repeat" frequency
• can allow for custom review dates to be set by Volume Librarians

Volume Librarians

• can set reviews for items in their Volumes (where this feature has been enabled)
• can set custom review dates (if the Category Librarian has allowed it)

Item Contacts

• are the only people who can complete reviews
• if Tasks is enabled, they can receive and track system-generated review tasks for their items

NOTES

It's possible for a Volume Librarian to assign a review to themself if they are also the Contact for the item they're setting a review for.

If Tasks is enabled for your organization, it will appear near the top of the main navigation panel. If Tasks is not enabled, System Admins can do this at Administration Settings > Views and Functions > Manage Views and Options. If it is not part of your current package, System Admins can start a free trial at Administration Settings > Views and Functions > Try Other Views and Options.

How Category Librarians Manage Scheduled Reviews

Reviews are enabled on all Volumes by default. However, Category Librarians have the ability to disable/re-enable this feature as they see fit. They can set this option in the Volume Settings section of a Volume's Info panel (accessed by opening a Volume in Library and then clicking the i-icon in the top right corner).

Here, they can also choose to either:

• set defaults for how often reviews are set (via Next Review Date and Repeat and selecting Allow Custom Review Dates > Disabled), or
• let Volume Librarians customize these settings themselves, per item (by selecting Allow Custom Review Dates > Enabled)

How Volume Librarians Assign Reviews

Volume Librarians are responsible for setting up the reviews of items in their Volumes. They will have a Scheduled for Review smart list added to their Library to help track and/or manage the reviews of any items in their Volumes. Here Volume Librarians see Reviews assign to them or others.

If you are a Volume Librarian, there are two ways you can set up a review: 

- Click Edit in the Review section of an item's Info panel:

- Or via the clock icon under the new Scheduled Review column in the Volume table:

Click on either one, and you'll be taken to the Set Next Review modal.

• If the Category Librarian has enabled custom settings, then on the modal you will be able to set the date and frequency of the reviews or use the Volume Defaults that the Category Librarian has provided:

• If the Category Librarian has NOT enabled custom settings, then you can only use the Volume Defaults. They will be auto-populated and you will not be able to access or adjust any of the review settings (except for Set Review/Don't Review). The intent of this feature is to ensure that all reviews in the Volume happen on the same cycle, when this is required for compliance.

After you click Save on the modal to set the review, the clock icon under the Scheduled Review column will appear darker for that item, and hovering over it will display the item's next review date. This will also be updated on the Contact's Scheduled for Review smart list. 

NOTE—if you're also the Contact for the item you're setting for review, then you'll end up assigning the review to yourself.

How Item Contacts Complete Reviews

If you are the Contact for an item that has been scheduled for review, you will see it appear on your Library's Scheduled for Review smart list:

As soon as it is within 30 days of an item's review due date, a Due for Review indication will appear in its Next Review Date column, and you'll be able to complete your review the next time you open the item (an item's review feature will not be enabled prior to 30 days before its due date).

If your platform includes Tasks, then the Contact will also be assigned a task when the item is eligible for review. The task will include a link to the item, so you can conveniently click on it and complete the review right from the task itself.

Once you have completed your review and made any needed updates to the item, check off the review confirmation at the top of the screen when you are viewing the item in the Library viewer.

This will automatically update the item's Last Reviewed On date on its Info panel, and, if applicable, mark the assigned review task as "Complete".