As of February 2021 (Evidex 1.43.0), Reviews have been redesigned to be more robust and will be referred to as “Management Reviews”. The old system will be referred to as “Legacy Reviews” and will only be visible if your organization has used them in the past, as Management Reviews are not backwards compatible with Legacy Reviews.
Clicking the Reviews tab will bring you to a list of all reviews that have been created by your organization. If you are an assignee for a particular review and you have not signed off yet, your name will appear in red in the “Hasn’t Signed Off” column.
To get started, navigate to the Reviews tab in Evidex Signal Management, and click the "Add Management Review” subtab.
This form is used as a way to invite other users in your organization to review all records of the types you specify for a specific timeframe (New Signals, New Actions, etc). There are also options to include records outside of that specified timeframe by using options such as “All Other Ongoing Signals” or “All Other New & Open Inquiries”.
Get started by giving the New Management Review a name. Several date options are available, including preset date ranges such as “Previous Month” or “Previous Quarter”. You may also choose a custom date range, however, the custom date range is not allowed if you are attempting to save this invitation as a template for future use. This will be covered later in the guide.
With Management Reviews, you have the ability to assign users to two interim sign-off levels (optional) and one final sign-off level (required). To assign a user to a particular level, click and drag their name from the “Unassigned” box to the “Assignees” box. To remove a user, click and drag them back to the “Unassigned” box.
There are three sections of record types to include. Checking the checkbox for a row will automatically pull all related records into the review once it is created. The first box specifies which types of Signals, Inquiries and Requests you’d like to include, followed by a box for “Completed Actions” and “Future Actions”. Choosing an option that begins with “All Other” will pull in records that meet that criteria but are outside of the selected timeframe. For example, if you want to review all Signals for a quarter, you can get those, but also get All Ongoing Inquiries that have not been completed during the review period.
To specify priority of each item type, you can click and drag a row to reorder them. This will affect their order on the “Conduct Review” page, as well as any emails that are generated by the system.
By default, only item types that have applicable records within your selected timeframe will be displayed. However, sometimes its necessary to select items with no record count, which might be the case when you’re saving a template for future use.
Management Reviews can be saved as templates to base future reviews on. In order to save a template, your selected date range must be a preset date range such as “Previous Month” or “Previous Quarter”. Custom date ranges can not be used in Templates. To save as a template, simply click the Save as Template button.
Click the “Proceed to Review Details” button to finalize your review criteria. Note that it cannot be edited once submitted.
On the conduct review screen, we see a list of all records that matched your criteria in the invitation step. Anyone invited to review at the current sign-off level will be able to approve or reject records on an individual or bulk basis.
If you are the one who has created the review, you will have the ability to hide individual records from users by clicking the “eye” icon in the “Hide” column. The record will then be grayed out but still visible to the review creator. However, anyone else assigned will not see those records on this screen while they conduct their review.
As a user conducting a review, you must click the “change” link in the “Approved” column for each record, moving them from the “No” column to the “Yes” column. This can also be accomplished in bulk by clicking the “Bulk Approve All” or “Bulk Reject All” buttons at the top of the page.
Only once each record has been approved can you then give your final sign off for that particular sign off level by clicking the “Sign Off” button at the bottom of the page. A Sign Off History table is available at the bottom of the page that shows everyone who is responsible for signing off at that particular level, and the status of the sign off.
Management reviews also feature commenting and email systems. Comments can be added to individual records as well as the overall review. A history of emails is also provided near the bottom of the screen.
Emails sent using this system will include a snapshot of the review at that point in time.
Once all assignees have signed off for a particular sign off level (Interim Step 1 for example), the review will automatically progress to the next level (Interim Step 2 or Final Sign-Off), and it will now be in the hands of the users assigned to that next level.
At any point while conducting your review, you can click the “View All Record Details” button at the top of the page. This will display the full detail page for each type of record, all in one screen.
There are several ways to export to PDF, one way is to use your browsers “Print to File” capability and another is to click the View PDF button. Using your browsers built in PDF capability is recommended for speed purposes. The time difference it will take to generate between these two options can be significant, due to the amount of data that will need to be uploaded to the Evidex API when using the View PDF button. However, if you prefer the PDF to look more like it does on evidex, with full formatting, the View PDF Button can be the better option. Clicking the View PDF button can take up to several minutes depending on how many records are being exported. Please be patient when choosing this option.
When printing to file using your browser, (refer to your browsers help function to learn how), a dialog will appear that should give you an option for “Save as PDF” in the destination dropdown (subject to differences in browsers).