Exports Requiring Review

In cases where the contents of an export must be reviewed by someone before the documents can be handed over to a departing attorney, a Milan administrator or help/service desk staff member can use the Review Documents dialog and Review Center to automate the approval process.

Workflow

The export review workflow involves three different groups of people: requesters, reviewers, and approvers. A requester, typically a IT staff member, creates a export job on the behalf of an attorney and assigns it to a reviewer, who then looks over the contents of the export and decides which files should be excluded. Once the review is complete, the job is sent to an approver, who can immediately submit the job for processing or, if necessary, make additional exclusions before approving it. If there is no need to separate the review and approval steps, a single group can take over both responsibilities.

Requirements

Before using Review Center, users must first be granted appropriate task permissions based on their role in the export review workflow.

Task Permission	Enables
Export Approval	Approve and Start Job button
Export Audit	Job Change History (i.e. audit log)
Export Review Center Admin	All review center features
Export Review Requestor	Add for Review (Workspace, Documents, Analytics)
Export Reviewer	Add Approver, Add Exclusions

Creating an Export Job

Exports that require approval can be created from the Documents, Workspaces, or Analytics tabs in the web interface. Clicking the drop-down menu on the Export button reveals the Add for Review button, which opens the Review Documents dialog.

Review Documents Dialog

Similar to the Export Dialog, the Review Documents dialog allows you to specify the path to which documents should be exported as well configure various Options. However, you must also configure the following additional settings, which are grouped under Review Center.

Option	Description
Add new job	Displays all export options required for creating a new export job.
Merge in existing job	Replaces all other options with a Merge Review Job drop-down menu that lists all export jobs to which the currently selected documents can be added.
Job Review Name	A unique name to identify the export job.
Job Reviewer	A drop-down menu from which you can select one or more reviewers to be assigned to the job. Note: Only users who have the Review Center: Export Reviewer task permission are listed in this menu.
Urgent	Sets the priority of the job to Urgent. Additionally, after the job has been submitted, Milan will open the default email client and create a notification addressed to the job reviewers specified above.

Reviewing an Export

If you've been assigned to an export job as a reviewer, you can start the review process by either clicking on the Review Center link included in the corresponding notification email or opening Review Center from the Administration menu. When opening Review Center via a link, only the job mentioned in the notification will be listed; otherwise, all jobs to which you've been assigned will be displayed.

To open a particular job for review, double-click anywhere in its row. The review interface, which opens in a new row, displays three panes by default: folders, documents, and preview.

Folder and Document Panes

The contents of the export are displayed in the left and center panes, which allow you to browse its workspaces/folders and documents, respectively. Items in either pane can be excluded from the export by checking the boxes in the left-most column and clicking the corresponding Exclude button. After entering a reason for the exclusion in the confirmation dialog, the excluded items will be grayed out.

When browsing the folder structure in the folders pane, selecting a workspace will display all of its documents in the documents pane. However, if a specific folder is selected, only the documents within that folder will be displayed.

Customizing and Filtering the Documents List

By default, the document pane displays the following columns: exclusion check box, document icon, security, name, document number, version, and document type. If you would like to change how the data is displayed, you can hover over any column other than Type, Sec, Name or Version to reveal a drop-down menu with sorting, visibility, grouping, and filtering options.

Preview Pane

After checking a document in the document pane, its contents are displayed in the preview pane on the right-hand side of the page.

A toolbar at the top of the pane provides the following buttons.

Button	Description
Download	Initiates a download of the original file.
View in new tab	Opens the document preview in a new tab within Review Center.
Edit Properties	Opens the Edit Profile dialog, which is functionally the same as the Edit Profile dialog available from the Documents tab.

Approval

After a job has been reviewed, the approver will receive a notification indicating that the job is ready for approval. When the approver opens this job in Review Center, she can add or remove documents from the job via the same three pane interface that would be displayed to a reviewer.

Managing Exports

Any user with one of the Review Center permissions can view exports to which they've been assigned a role by opening Review Center from the Administration menu.

Review Center Tab

All pending and completed export jobs are listed on the main Review Center tab, which has the following columns.

Column	Description
Name	The name of the export job.
Requester	The user who created the export job.
Reviewer	One or more users who have been assigned to review the contents of the export.
Approver	One or more users who have been assigned to approve the export.
Requested Date	The day on which the requester created the job.
Status	The current status of the job. Status Description Submit Process Milan is processing the initial job submission. Review Process Milan is applying exclusions made by a reviewer. Submit for Approval The job has been reviewed and is awaiting approval. Approval Process The job has been approved and a provisioning job is being created. Job Submitted A provisioning job has been created and is awaiting processing. Completed The Provisioning Service has successfully processed the export.
Priority	Indicates the level or urgency (Standard or Urgent) for completing the export. Currently, priority has no effect on notifications.
Completed Date	The day on which the export was completed by the Provisioning Service.
Notes	Displays a text bubble icon when notes are attached to a job.
Actions	A drop-down menu of actions that can performed on the job.

Performing Actions on Jobs

Job-related operations other than manually excluding documents are performed directly from the Review Center tab via the Actions menu. The availability of the following options depends on one's permissions and the status of the job.

Action	Description	Available To
		Admin	Requester	Reviewer	Approver
Add Exclusions	Opens the Document Exclusions dialog, which allows you to exclude documents with specific authors, operators, classes, or types.
Add Approvers
Follow Up	Opens the Follow Up dialog, which allows requesters and reviewers to notify reviewers and approvers, respectively.
Remove Job	Cancels the selected job. Note: You must enter a reason in the confirmation dialog to proceed with the removal.
Job Change History	Opens the Job Change History dialog, which displays the audit log related to the job and allows users to export the entries in PDF, Excel, or CSV format.
Notes	Opens the Notes dialog, which allows you to attach short comments to the job.