The ECM Team has developed two ways for Auditors and their Senior Auditors to note that they have reviewed a document and the date it was reviewed. The first method allows Audit staff to add this information to a document if it is in a workflow work folder, Document Retrieval search results, or custom query results. The second method allows Audit staff to add this information to an OnBase document that is retrieved through DocPop, e.g., a DocPop in CFIS. Using either method this information will display in a keyword display field that appears in the right hand corner of an open document.
A. Adding Reviewer/Senior Reviewer and Review Date Within OnBase Through the “Run Script” Option
The “Run Script” option can be used only within OnBase and not through DocPop. Please note that the keyword value for Reviewer and Senior Reviewer are taken from the person that is logged onto that computer at the time you are adding this information.
Follow the instructions below for adding Reviewer/Senior Reviewer Name and Review Date.
1. Open a document in a workflow work folder. It should appear in the viewing window.
2. Right click on the open window and select “Run Script”.
3. A Run Script list of items should appear. If you are an Auditor you will see the run script option “Add Reviewer and Date”.
If you are an Audit Manager or Team Lead you will only see the “Add Senior Reviewer and Date” option. Select that option.
4. To view the Reviewer/Senior Reviewer and Review Date information updated on the document you must first take the focus away from the current document by clicking on another document and then coming back to that document.
A keyword display will now appear in the upper right hand corner of the document with the updated Reviewer/Senior Reviewer Name and Reviewer/Senior Reviewer Date information.
NOTES:
(a) If the “Run Script” option for either “Add Reviewer and Date” or “Add Senior Reviewer and Date” are run again any original Reviewer, Reviewer Date, Senior Reviewer, Senior Reviewer Date information will not be overridden. The new information will be added to the keyword display.
(b) You can minimize the Reviewer/Senior Reviewer display on documents by clicking on the minimize button on the keyword window.
(c) Please note that when you run the “Run Script” options “Add Reviewer and Date” or Add Senior Reviewer and Date” you are making Reviewer, Reviewed Date, Senior Reviewer and/or Senior Reviewed Date keyword values on that document. Although these keyword values are visible in the keyword display they are not visible when your right-click to view the document’s keywords. However, these hidden keyword values are visible in custom queries.
(d) Reviewer/Senior Reviewer and Review Date can only be added to one document at a time.
B. Adding Reviewer/Senior Reviewer Name and Reviewed Date/Senior Reviewed Date in DocPop Through the System Task Button Option
A “System Task” button can be used with DocPop to add Reviewer, Reviewer Date, Senior Reviewer and Senior Reviewer Date to a document. However, the “System Task” button option differs from the “Run Script” option since Reviewer Name, Reviewer Date, Senior Reviewer Name, and Senior Reviewer Date are added to a document based on your OnBase user group. Members of the “Audit Auditor” user group can add a Reviewer Name and Reviewed Date to a document. Members of the “Audit Managers” and “Audit Team Leads” user groups can add Senior Review and Senior Reviewed Date to a document.
1. Open a document by either clicking on the DocPop button in CFIS or clicking on a DocPop link in an email.
2. When your right-click on an open document, a menu will appear. Select “Workflow System Tasks” and then “Review Stamp”.
3. If you wish to look at the keyword display close the document and then open it again. The keyword display should now appear on the document with the updated Reviewer, Reviewer Date, Senior Reviewer, Senior Reviewer Date information.
NOTES:
(a) Please note that when you click the Review Stamp system task button you are making Reviewer, Reviewed Date, Senior Reviewer and/or Senior Reviewed Date keyword values on that document. Although these keyword values are visible in the keyword display they are not visible when your right-click to view the document’s keywords. These hidden keyword values are also visible in custom queries.
(b) The Review Stamp system task button is also available in Document Retrieval and custom queries.
(c) Reviewer/Senior Reviewer and Review Date can only be added to one document at a time.