Vault automates contributor tracking for PSMF documents, allowing you to verify content ownership responsibilities between periodic review cycles. Start a PSMF contributor review from a PSMF Binder to prompt Vault to assign review tasks for each qualifying document to the relevant reviewer. Once all review tasks are completed, finalize the contributor review to update sharing settings for each document based on the task outcomes.
Prerequisite
To use this feature, your Admin must enable PSMF Contributor Management.
Start a PSMF Contributor Review
To start a contributor review for the documents in a PSMF Binder:
- Navigate to the relevant PSMF Binder.
- From the All Actions menu, select
Start PSMF Contributor Review. - In the Start PSMF Contributor Review dialog, populate the applicable fields, then select Confirm.
Vault creates a PSMF Contributor Review, then creates PSMF Contributor Review Tasks for each qualifying document. Vault assigns the tasks to each relevant user or user within a group specified in the document’s sharing settings, provided they have the contributor role configured by your Admin.
Qualifying Documents
A document qualifies for contributor review when:
- Its PSMF Jurisdiction matches the PSMF Jurisdiction on the related PSMF Binder. If the PSMF Binder does not have a PSMF Jurisdiction, Vault considers all documents in the binder.
- Its classification is not excluded for review by the Exclude Annexes and Exclude Generated Documents settings on the PSMF Contributor Review.
Manually Create a PSMF Contributor Review
While Vault creates a PSMF Contributor Review when you start a contributor review from a PSMF Binder, you can manually create PSMF Contributor Reviews if needed, such as when a binder is not in its approved state:
- Navigate to PSMF > PSMF Contributor Reviews.
- Select Create.
- Populate the applicable fields.
- Select Save.
- To assign contributor review tasks to the relevant users (including users within groups) for each document, from the All Actions menu, select
Generate Contributor Tasks.
For each qualifying document, Vault creates and assigns PSMF Contributor Review Tasks to each relevant user (or user within a group) specified in the document’s sharing settings, provided the user (or group) has the contributor role defined by your Admin.
PSMF Contributor Review Fields
The following fields may be available:
| Field | Description |
|---|---|
| PSMF Binder to Review | Select the PSMF Binder for which you want to initiate a contributor review. For reviews created via the Start PSMF Contributor Review action, Vault populates the initiating PSMF Binder. |
| Version | Vault populates the latest version of the binder to be reviewed. You can select a different version if needed. |
| Task Due Date | Enter the due date for the contributor review by selecting a date on the calendar or entering the date manually. Vault uses this date as the due date for all related PSMF Contributor Review Tasks. |
| Send Reminder (Days) | Enter the number of days in advance of the due date Vault should send a reminder to assignees with incomplete review tasks. |
| Exclude Annexes | Select this checkbox to exclude PSMF Annex-classified documents, as well as documents with a PSMF Annex value, from generated PSMF Contributor Review Tasks. |
| Exclude Generated Documents | Select this checkbox to exclude PSMF Generated Report-subtype documents from generated PSMF Contributor Review Tasks. |
Manually Create a PSMF Contributor Review Task
While Vault creates PSMF Contributor Review Tasks whenever a review is initiated from a PSMF Binder or tasks are generated from a PSMF Contributor Review, you can manually create a PSMF Contributor Review Task if needed, such as when you want granular control over which documents in a PSMF Binder require a contributor review:
- Navigate to PSMF > PSMF Contributor Reviews > [PSMF Contributor Review].
- Expand the PSMF Contributor Review Tasks section, then select Create.
- Complete the applicable fields, then select Save.
Once complete, Vault assigns the PSMF Contributor Review Task and notifies the applicable user. The user can then complete the contributor review.
PSMF Contributor Review Task Fields
The following fields may be available:
| Field | Description |
|---|---|
| PSMF Document | Select a document. For review tasks generated by Vault, Vault populates the document from the related PSMF Binder. |
| Version | Vault populates the latest version of the document to be reviewed. You can select a different version if needed. |
| PSMF Section/Group | Select the group assigned to review and maintain this PSMF document, if applicable. Vault uses this value to determine the group to which users should be added or removed when updating the document’s sharing settings during contributor review finalization. For review tasks generated by Vault, when creating a review task for a user who belongs to a group, Vault populates the group. |
| Due Date | Vault populates the Due Date from the initiating PSMF Contributor Review. |
| Assigned To | Select the user to whom the review task should be assigned. For review tasks generated by Vault, Vault populates the assigned user. |
| Contributor Role | When completing a review task, select a value to define your involvement in the PSMF document authoring process. |
| Review Outcome | When completing a review task, select an outcome. Vault uses this value to determine how to update the document’s sharing settings during contributor review finalization. |
| Primary Backup | When completing a review task, select the Person who should be your primary backup when you are unavailable. If the selected Person is in the Active state and related to an active User, they will be granted the same sharing settings as you on the related PSMF document. |
| Secondary Backup | When completing a review task, select the Person who should be your secondary backup when you are unavailable. If the selected Person is in the Active state and related to an active User, they will be granted the same sharing settings as you on the related PSMF document. |
| PSMF Contributor Review | Vault populates the related PSMF Contributor Review. |
Send Task Reminder to Contributors
While Vault sends task reminder notifications to users with incomplete PSMF Contributor Review Tasks, you can manually send task reminders as needed:
- Navigate to PSMF > PSMF Contributor Reviews > [PSMF Contributor Review].
- From the All Actions menu, select
Send Task Reminder to Contributors.
For each incomplete PSMF Contributor Review Task on the PSMF Contributor Review, Vault sends a task reminder notification and email to the assigned user with a link to the task and its due date.
Complete a PSMF Contributor Review Task
When a PSMF Contributor Review Task is created, Vault assigns it to the assigned reviewer as a user task so they can confirm whether they are responsible for the document’s content.
To complete a PSMF Contributor Review Task:
- Navigate to the PSMF Contributor Review Task.
- Select the PSMF Document to open the document and review its contents. Once complete, navigate back to the PSMF Contributor Review Task.
- Select Edit.
- Expand the Contributor Review and Identify Backup Contributors sections and select values for the following fields:
- Contributor Role
- Review Outcome
- Primary Backup
- Secondary Backup
- Select Save.
- Update the lifecycle state of the PSMF Contributor Review Task to Complete.
Vault uses the selected Review Outcome to update the sharing settings assigned to the document once the coordinator finalizes the contributor review process.
Finalize PSMF Contributor Review
Once each assigned user has completed their PSMF Contributor Review Task, finalize the PSMF contributor review process to update each document’s sharing settings:
- Navigate to PSMF > PSMF Contributor Reviews > [PSMF Contributor Review].
- From the Workflow State Change menu (
), select Finalize PSMF Contributor Review. - Review and update any PSMF Contributor Review Tasks as needed, such as modifying any selected backup Persons or moving any incomplete tasks to the Complete state. Then, select Complete from the Complete Tasks banner.
- In the Complete Tasks dialog, select Tasks are complete, then select Complete.
Once each complete PSMF Contributor Review Task has been processed, Vault uses the selected Review Outcome to update the related document’s sharing settings:
- No changes - I am still responsible
- Temporary change - I am currently unavailable
- Permanent change - I am no longer responsible
Vault then moves the PSMF Contributor Review to the Complete state.
No Changes
When a complete PSMF Contributor Review Task is finalized with a Review Outcome of No changes - I am still responsible, Vault does not make any changes to the related document’s sharing settings.
Temporary Change
When a complete PSMF Contributor Review Task is finalized with a Review Outcome of Temporary change - I am currently unavailable, Vault adds each active user defined in any of the backup Person fields to the related document’s sharing settings with the role defined by your Admin’s configuration as follows:
- If the PSMF Contributor Review Task is related to a group, Vault adds each user to this group.
- If the PSMF Contributor Review Task is not related to a group, Vault adds each user as an individual.
Permanent Change
When a complete PSMF Contributor Review Task is finalized with a Review Outcome of Permanent change - I am no longer responsible, Vault updates the related document’s sharing settings as follows:
- Removes the Assigned To user.
- If the user is added to a document’s sharing settings via a group, Vault removes the user both from the document’s sharing settings and from the group membership. As an exception, users automatically assigned to a group based on an included security profile are not impacted.
- Adds each active user defined in any of the backup Person fields with the role defined by your Admin’s configuration as follows:
- If the PSMF Contributor Review Task is related to a group, Vault adds each user to this group.
- If the PSMF Contributor Review Task is not related to a group, Vault adds each user as an individual.