Review Process in Portal

The Review process in Meridian Portal is a technical check performed by a team that looks at the content of the documents, and it is part of the document workflow actions.

Tenant Administrators can create a Distribution Matrix to define the users who should review a specific kind of document and their responsibilities inside the package. It reduces the rework of setting up a review team every time contractors submit new documents.

Requisites

To view the contents of a package, the Document Controller needs to be assigned as a reviewer on the package, a Project Administrator, or a Tenant Administrator.

The Document Controller is a member of the project that has the Document Controller or Project Owner role.

Procedures

1. The Contractor submits a package of revised documents.

2. The Document Controller acknowledges the receipt of the package.

3. The Document Controller performs non-technical checks to verify if the content of the transmittal package is correct.

   • If the document is approved in all non-technical checks, the Document Controller accepts the package.

   • If there is a problem with the package or the documents it contains, the Document Controller can cancel the package.

4. The Document Controller sends the package For Review. In this step, the technical review takes place.

5. The Document Controller assigns a team to review the documents. It is also possible to automatically assign a team to review the documents, according to rules set for a Distribution Matrix.

   Inside a review package, the reviewers can have three types of responsibility: Lead reviewer, Required reviewer, or Optional reviewer. If a reviewer needs to be changed, the Document Controller can modify the review team.

   • Lead reviewers make the final decision, and they communicate with the Document Controller. A review package can have only one Lead reviewer. The Lead reviewer is advised by the review team.

   • Required reviewers must submit a response for each document.

   • Optional reviewers can join the review and set a response, but the Lead reviewer does not need their feedback to finalize the review.

     By default, if project members are added as reviewers when the review package is sent, they are notified by the system.

     If the Document Controller makes changes to the review team, as an optional setting in the dialog, the new review team members can be notified. They will also have the review package assigned in My Tasks on the Portal Landing Page.

     Users that are not receiving notifications might have disabled them in their user profile settings.

     This setting and the notification receipt can be verified under Email Notifications in the Audit Trail.

     To learn more, see View Packages. The review team can add comments to the entire package. To learn more, see View Package Comments and Work With Package Comments.

6. The Document Controller can edit the review package details when the review package is not completed. The Document Controller can update the following details:

   • Due Date: Date by which you want to receive the package recipient's response.

   • Package Description: Description of the package or instructions for the recipient

   • Reference Number: Editable reference number for the package, up to 50 characters.

7. Once the reviewers have submitted their feedback, the Lead reviewer selects Finalize for the package. To learn more, see Finalize a Review.

   The Lead reviewer can review the documents and add, edit, or delete comments.

   The Lead reviewer can set the final response according to review processes and users outside the system by including their names in Reviewed By. To learn more, see Respond About a Document and Document Response Codes.

8. To close the review, the Lead reviewer clicks Complete.

   The review moves to the Complete status and returns to the Document Controller. The comments are collated and registered as final. It is not possible to add more comments, annotations, or responses. To learn more, see Complete a Review.

9. The documents become available in the project repository with the For Routing status. The outcome of the review appears on the Details page of Document Properties and in due date management.