The Review module helps you and your team review DDQs once a manager has submitted them back to you. This helps fulfil internal audit requirements as well as regulatory requirements in the US and Europe. Review Flow gives you the capability to assign multiple reviewers to one single DDQ review.
Create a Review Definition
Once a manager submits a project, please follow the steps to start the review:
- Navigate to "Diligence" > "Projects" > "In-progress" tab
- Select a project and navigate to "Questionnaire" tab
- Click on "More Actions" >" Enable Review Workflow
(If the review workflow is by default enabled for you, you can skip this step.)
- Click on "Start Review"
This will open up the Assign Reviewers tab, where you can either import review assignments from a previous project (Copy Reviewers), create a new review from scratch, or copy a previously saved review definition.
- New Review: Create a "New Review" definition from scratch.
- Copy Reviewers: Copy a review definition from any projects where reviewers are already assigned.
- Review Definitions: Select a pre-created review definition from the list.
If you are an admin or a business admin user, you can create and save a review definition for future reference. To do this, please follow the below instructions:
- Click on your name in the top right-hand corner of the screen.
- Go to "Firm Settings" and click on "Review Definitions."
- Click on the plus "+" sign on the right to create a new review.
- Give it a name and select the type of questions you want to assign the reviewers to.
Let's see how to create a new review:
- Assign to: Please select if you want to assign reviewers to all categories and subcategories or select if you wish to assign reviewers only to a few of them.
Apply to: Select if you want to assign the reviewers to all responses, only mandatory responses, flagged responses, or unassigned responses.
(Please note that "All Responses" will overwrite all review assignments, excluding responses that have been approved by existing reviewers.)
In step 1, you can add single or multiple reviewers based on your requirements, as follows:
Parallel Review: If you have a process in place where multiple users evaluate the same project at the same time, you may add all of the users in step 1. You can also add different due dates for each user by enabling "Set individual due dates and optional reviewer(s)" or set a single due date for all users under "Due date".
Sequential Review: If your internal process has a review hierarchy, you can include the initial reviewer in step 1 and add step 2. In step 2, add the person who will review after the first person and so on.
If you want to use this setup as a template for your future project reviews as well, you can save it as a definition under "Save Definition."
Once a reviewer has been assigned, they will receive an email notification and can begin their review. If your reviewer is in Step 2 or later, they will receive an email when the previous review step has been completed. To add reviewers to the other categories and subcategories, select "More" then Assign Reviewers to open the Assign Reviewer module back up.
Start a Review
Once the reviewer starts reviewing the assignments, he or she can accept or reject a response from the responder, on the subcategory or question level.
Accepting a response: Click on the approve icon to approve the response from the manager. In case you change your mind, you still have 15 seconds to reverse your decision.
Rejecting a response: Click on the reject icon to reject the response. You will see a pop-up to add a reason for rejecting the response.
Add review comments: You can add your comments or discuss it with your colleagues internally. These comments are not visible to the manager.
Please note: Accepting or rejecting a review does not send any notification to the manager. The review mode is for internal reference only.
You can see the audit history of each review by clicking on "Review status." Here you will see all the assigned reviewers and their review status, along with the due date and time of the review.
You can update reviewers in case a person is out of office or has moved firms. Go to the question and click on the highlighted button below to update reviewers to assign someone different
You can see all the reviewers assigned to this project with the current status of the review under Assignments > Review Assignments.