Creating a Review task

In both General and Item Analysis Review tasks, assignees inspect an item list on an item-by-item basis. You may also allow assignees to edit items during an Individual or Shared (General) Review task.

In a Shared Review task, all assignees access and may edit the same version of a review item, with any changes visible to all assignees. Assignees can vote on the quality of items and the lead assignee can tally these votes to make a final decision on each item.

In an Individual Review task, each assignee receives their own copy of each review item to edit. The lead assignee can then compare each assignee’s review copy and promote specific changes to the original item.

In an Item Analysis Review task, all assignees access and may comment on the same version of a review item, with any comments visible to all assignees. Lead assignees can then read each assignee’s comments and make a final decision on each item.

This article explains how to create and assign Review tasks, including details about Shared, Individual, and Item Analysis editing modes, adding attachments, and managing tags.

In this article

1. Check task prerequisites

To create a Review task, you must have an item list containing the items to be reviewed and users with Review Assignee permissions at the level of the item list’s parent subject. To learn more, read Preparing for tasks.

2. Choose your task type

To create a task, select Create Task on the Tasks screen.

Select Review in the Create Task dialog.

Select Continue to confirm the task type.

3. Choose review type

Select the review type for your task.

General Review includes Shared Review and Individual Review tasks, in which assignees can edit items.

Item Analysis Review tasks show items to assignees in a read-only format. Assignees can leave comments.

4. Set task details

Fill in the following fields in the Task Details tab.

Setting	Description
Name*	The name of the task.
Reference*	An alphanumeric reference code used to identify your task. This must be unique.
Description	Information about the task.  The Description field accepts a maximum of 4,000 characters.
Start Date*	The day the task begins. This cannot be in the past.
End Date*	The day that the task finishes. You can extend this later if necessary. For more information, read Editing tasks.

Select Continue to confirm these details.

5. Set task settings

Task settings differ depending on which review type you select.

General Review task settings

Fill out the following details in Task Settings to customise the task.

Setting	Description
List to Review*	The item list that will be used in this task. Choose an item list in the menu to select it. You can also use the text search field to find a specific item list.
Parent Subject	The chosen item list’s parent subject. This field automatically updates based on the selected list.
Language Variant	The language variants used in this task. Choose a language in the menu to select it. You can only choose languages that are enabled in the Language Variants site settings. For more information read ‘About Language Variants settings‘ in About Site Settings options. NOTE: If any of the items in the list do not have the selected language variant, you are informed with an error message and a CSV file detailing the missing language variants is provided. The task can still be created but the missing language variants display an error when opened by an assignee during the task.
Review Type*	The review task type can be either Shared Review or Individual Review.  Shared: All assignees view and edit the same copy of an item. Individual: Each individual receives their own copies of task items for private editing.
Refresh List	Checks for updates to the task’s list and updates the task if saved. Only the order, addition, or removal of items in the list are updated. Changes to items themselves made since the list was associated with the task are effective as normal. NOTE: This setting is only available when editing a task. The list cannot be refreshed after the task has started.
Permissions* SHARED REVIEW	The vote and comment permissions given to assignees. Vote and comment: Assignees can both vote and comment. Comment only: Assignees cannot vote.
View Comments SHARED REVIEW	Provide assignees visibility of public item comments when previewing items and/or visibility of comments left on items by other assignees.
Item Editing SHARED REVIEW	Lets assignees edit items during a task. If this is not selected, assignees can only vote on items. NOTE: If this is not selected, lead assignees can still edit items during a task for tasks created since Surpass release 12.30.
Status INDIVIDUAL REVIEW	The workflow status that items will be automatically posted to when submitted as part of this task.
Extended History INDIVIDUAL REVIEW	Lets lead assignees view old versions of items and restore changes since those versions.
Tracked Changes	Highlights all edits, additions, and deletions made to on-page text fields during the task. Each assignee’s changes are highlighted in a different colour. NOTE: For Shared Review tasks, this setting requires Item Editing to be enabled.
Attachments	Select Browse to add up to 40 files to the task, such as reference materials for task assignees. The total file size limit is 800MB. To delete an attachment, select Remove . TIP: Surpass supports the following file types for task attachments: DOCX, DOC, XLSX, XLS, PPTX, PPT, MP4, MOV, MPG, MPEG, AVI, WMV, PDF, FLV, WAV, MP3, JPG, JPEG, GIF, BMP, PNG, SWF, TXT, and CSV.

Item Analysis Review task settings

Fill out the following details in Task Settings to customise the task.

Setting	Description
List to Review*	The item list that will be used in this task. Choose an item list in the menu to select it. You can also use the text search field to find a specific item list.
Parent Subject	The chosen item list’s parent subject. This field automatically updates based on the selected list.
Attachments	Select Browse to add up to 30 files to the task, such as reference materials for task assignees. The total file size limit is 600 MB. To delete an attachment, select Remove . TIP: Surpass supports the following file types for task attachments: DOCX, DOC, XLSX, XLS, PPTX, PPT, MP4, MOV, MPG, MPEG, AVI, WMV, PDF, FLV, WAV, MP3, JPG, JPEG, GIF, BMP, PNG, SWF, TXT, and CSV.

Select Continue to confirm the task settings.

6. Manage tags

You can manage the tag groups that your assignees can assign to items in the Tags tab.

There are three ways you can control the tags that assignees can use during the task:

• Show all tags lets assignees edit all tag groups.
• Customise tags specifies which tag groups are available to assignees.
  • Select a tag category with Select tag category. Open Select tag groups to choose tag groups from the selected category. These tag groups are editable by assignees. The tag groups selected appear in the Selected tag groups table.
  • If a tag hierarchy has been created in the task’s parent subject, use Select tag hierarchy – individual tag groups from within a tag hierarchy cannot be selected. For more information, read Setting up tag hierarchies.
• Hide all tags stops assignees from editing tags when authoring items.

Managing tag collections

If the chosen item list’s items have tag collections, you can manage the tag collections that task assignees can view and edit during the Review task in the Tag Collections tab.

7. Choose your task assignees

Choose the users you want to assign to the task in Task Users > Assigned to. You can only select users associated with the parent subject that have the Review Assignee permission. Choose the relevant option for each user in the table.

Setting	Description
Assignee	The user(s) that will be given this task.
Lead	The user(s) that will be acting as lead assignee(s) on this task. Lead assignees can view all assignees’ review results and can accept or reject changes. In General Review tasks, lead assignees can edit items.
Remove	Deletes the adjacent user from the task.

Allowing lead assignees to edit task settings

You can enable lead assignees to edit task settings.

8. Create your review task

Select Create Task to finish creating the Review task.

Assignees can access the task on the Tasks screen after the start date set in Task Details. All items in the selected list are locked in Item Authoring until a lead assignee or manager finalises the task.