**Source URL:** https://safety.veevavault.help/en/lr/1272674/

# Manage PSMF Contributor Reviews

Vault automates contributor tracking for PSMF documents, allowing you to verify content ownership responsibilities between periodic review cycles. [Start a PSMF contributor review][1] from a _PSMF Binder_ to prompt Vault to assign [review tasks][6] for each qualifying document to the relevant reviewer. Once all [review tasks are completed][13], [finalize the contributor review][14] 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 {#start-psmf-contributor-review}

To start a contributor review for the documents in a _PSMF Binder_:

1. Navigate to the relevant _PSMF Binder_.
2. From the **All Actions** menu, select Start PSMF Contributor Review icon **Start PSMF Contributor Review**.
3. In the _Start PSMF Contributor Review_ dialog, populate the applicable [fields][4], then select **Confirm**.

Vault creates a [_PSMF Contributor Review_][4], then creates [_PSMF Contributor Review Tasks_][7] for each [qualifying document][2]. 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 {#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_][4].

## Manually Create a PSMF Contributor Review {#create-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:

1. Navigate to **PSMF > PSMF Contributor Reviews**.
2. Select **Create**.
3. Populate the applicable [fields][4].
4. Select **Save**.
5. To assign contributor review tasks to the relevant users (including users within groups) for each document, from the **All Actions** menu, select Generate Contributor Review Tasks icon **Generate Contributor Tasks**.

For each [qualifying document][2], Vault creates and assigns [_PSMF Contributor Review Tasks_][7] 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 {#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][1], 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][12] 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 {#create-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:

1. Navigate to **PSMF > PSMF Contributor Reviews > [PSMF Contributor Review]**. 
2. Expand the **PSMF Contributor Review Tasks** section, then select **Create**.
3. Complete the applicable [fields][7], 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][13].

### PSMF Contributor Review Task Fields {#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][14].

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][13], 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 {#send-task-reminder}

While Vault sends [task reminder notifications][5] to users with incomplete _PSMF Contributor Review Tasks_, you can manually send task reminders as needed:

1. Navigate to **PSMF > PSMF Contributor Reviews > [PSMF Contributor Review]**.
2. From the **All Actions** menu, select Send Task Reminder to Contributors icon **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 {#complete-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_:

1. Navigate to the _PSMF Contributor Review Task_.
2. Select the **PSMF Document** to open the document and review its contents. Once complete, navigate back to the _PSMF Contributor Review Task_.
3. Select **Edit**.
4. Expand the **Contributor Review** and **Identify Backup Contributors** sections and select values for the following [fields][9]:
   * _Contributor Role_
   * _Review Outcome_
   * _Primary Backup_
   * _Secondary Backup_
5. Select **Save**.
6. 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][14].

## Finalize PSMF Contributor Review {#finalize-review}

Once each assigned user has [completed their _PSMF Contributor Review Task_][13], finalize the PSMF contributor review process to update each document's sharing settings:

1. Navigate to **PSMF > PSMF Contributor Reviews > [PSMF Contributor Review]**.
2. From the **Workflow State Change** menu (workflow-state-chang), select **Finalize PSMF Contributor Review**.
3. 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.
4. 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_][16]
* [_Temporary change - I am currently unavailable_][17]
* [_Permanent change - I am no longer responsible_][18]
  
Vault then moves the _PSMF Contributor Review_ to the _Complete_ state.

### No Changes {#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 {#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][10] 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][8], 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 {#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][10] with the role defined by your Admin's configuration as follows:
   * If the _PSMF Contributor Review Task_ is [related to a group][8], 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.

[1]: #start-psmf-contributor-review
[2]: #qualifying-documents
[3]: #create-psmf-contributor-review
[4]: #psmf-contributor-review-fields
[5]: #send-reminder-days
[6]: #create-psmf-contributor-review-task
[7]: #psmf-contributor-review-task-fields
[8]: #psmf-section-group
[9]: #contributor-role
[10]: #primary-backup
[11]: #send-task-reminder
[12]: #reminder-logic
[13]: #complete-review-task
[14]: #finalize-review
[15]: #review-outcomes
[16]: #no-changes
[17]: #temporary-change
[18]: #permanent-change