Assign and complete document review checklists

You can assign one or more checklists to a document review task. The checklists are the guidelines for the reviewers to follow to ensure that they review all the required aspects of a document during the document review task.

To assign one or more checklists to a document review task

1. Locate the document you want to assign.

2. Open the Document information dialog by either selecting the document's File name or by selecting Actions > View doc info.

3. Assign the document to a document review task if not assigned previously. See Assign a document to one or more reviewers.

4. Select the Doc review checklists tab.

   The Document Information window displays the checklists added to the document or document review task. The Checklist ID column is empty for the checklists which you have not assigned to any doc review task.

   Note: The Doc review checklists tab may already display checklists, as follows:

   • For a document which is submitted for the first time, Civic Platform automatically adds, if there are any, the Auto Create checklists in the checklist group which is associated with the document type. The Checklist ID column is empty because you have not assigned the checklist to a document review task yet.

   • For a document which was resubmitted from an existing document, Civic Platform automatically not only carries over the open comments, but also carries over the checklist that has failed checklist items, of which administrators enabled the Carry-over Failed Items option, from the existing document. The Checklist ID shows the assigned reviewer and the assign date for each checklist as in the existing document.

5. To add more checklists to the tab, do the following:

   1. Select Search.

   2. From the Group list, select the group that includes the checklist you want to assign to the document review task.

   3. Select the check box next to the checklists you want to add. To select all checklists, mark the check box that appears at the top of the list.

   4. Select Submit.

6. To delete a checklist from the tab, select the checklist and select Delete.

7. To add more checklist items to a checklist. Do the following:

   1. Open the checklist to which you want to add checklist items.

   2. Select the Add link next to the Checklist items heading in the list.

   3. Locate the desired checklist item.

      You can choose the checklist group and checklist that contains the checklist item from the lists, or enter the checklist item key word and select the search icon.

   4. Select the desired checklist item, and select Select.

   5. You can select the Delete link next to the checklist item that you added to remove the item from the checklist.

      Note: that you cannot remove a checklist item that your agency administrator configured in the checklist.

8. Select each checklist you want to assign and select Assign.

   Note: You can select and assign a checklist which you already assigned to a doc review task. After you assign the checklist to a new task, the previous assignment no longer exists, but the updates that the reviewers made to the checklist during the previous review task remain with the checklist.

9. Select the doc review task to which you want to assign the selected checklist(s) to, and select Submit.

To complete a doc review checklist, you can enter information and update the status of each checklist item. Completion of a checklist allows you to keep a record of detailed review results, and helps to ensure consistency and completeness in carrying out the doc review task.

To complete a doc review checklist

1. Find the checklist you want to complete with one of the following approaches:

   • In the Document information window for the document you are reviewing, select the Doc review tasks tab. Select the link to the doc review task, and then select the Checklist tab of the doc review task.

   • In the Document information window for the document you are reviewing, select theDoc review checklists tab.

   • While reviewing the document in Adobe Acrobat Pro, select the Open checklists button in the Accela Add-on Tools. See Review documents in Adobe Acrobat Pro for more information.

2. Select the link to the checklist you want to complete.

3. Do the following to update a checklist item:

   1. Select the arrow next to a checklist item to expand the item details.

   2. Complete the fields in the detail section as needed.

   3. Add a comment for the item as needed.

      1. Select the Standard comment link to select a standard comment, or manually enter the comment.

      2. While you are reviewing the document in Adobe Acrobat Pro, if you want to add the comment as a comment in the document and associate the checklist item with the comment, mark the Add to document check box. If you want to remove the comment from the document, deselect the check box.

         Note: If you set the checklist item to a status of the Approved result type, and the comment in the item is added in the document, Civic Platform closes the document comment when you submit the checklist. Closed document comments no longer display in Adobe Acrobat Pro in the subsequent document reviews.

         In Adobe Acrobat Pro, if you set a document comment to the Canceled, Completed, or Rejected status and publish the change, Civic Platform closes the document comment but does not change the status of the corresponding checklist item.

      3. Select the Sync link to set up synchronization between the comment in the checklist item and the comment in the document. When you select the Sync link, Civic Platform automatically marks the Add to documentcheck box.

         Note: You must manually publish the comment in the document after they are added to the document from the checklist item.

   4. To upload a file to the checklist item, select the Attachment(s) icon, and follow the procedure for attaching a document as described in Attach files.

   5. Update the item status.

4. Repeat the steps for updating a checklist item until you finish updating the checklist.

5. Select the Submit button to save the changes.