Requesting a document review

After preparing a document, if there is any point to be reviewed, whether in case of any doubt, modification of a term or external negotiation, you can request a review from a user, even if that user is not involved in the workflow, and also external persons to the company, like suppliers.

Here's how to do it:

For a better view of the images below, open this article in a new tab clicking here.

1. In the sidebar on the right of the screen, click on “Review” and then on the "+" icon to insert the e-mail address of the person who should review the document. Only contacts can be selected. If the desired email is not identified, the option "Add new contact" will appear. You will then be able to enter the name and email and click on "Save". External users, such as suppliers, can also be contacts in your company.

2. According to the parameters set for that template, you might be able to select what kind of interaction the reviewer might have with the document.

There are three possibilities:

• the reviewer can only read and comment (Comment) on the document, not being able to edit any part of it;
• the reviewer can edit the document by changing the answers to the questionnaire (Questionnaire);
• any part of the document can be edited using an online built-in text editor (Suggest changes) with track changes.

Note that some of these options might not be enabled, in accordance with your company’s settings.

It is possible to add other reviewers by clicking again on the "+" highlighted above and setting the permission of each one. After entering all the necessary reviewers, just click "Send".

3. After sending the document for review, it will be locked in editing mode, waiting for the process to be completed. If the review is of the "Suggest Changes" or "Questionnaire" type, the "Cancel" option will also appear in the upper right corner of the document preview.

4. The reviewer will receive an email notification with the review request and a link to the shared document. This e-mail contains the logo and colors of your company to have the visual identity as a reference.

With permission to edit via questionnaire, the reviewer will see the document as follows:

To open or close the chat or the document preview mode, just click on the respective icons highlighted in the image. Finishing the review, the reviewer is able to approve, approve with reservations or disapprove the document.

It should be noted that after the reviewer completes each stage of the review, he or she will receive an e-mail from the platform containing an attached PDF of the reviewed document. If there are changes in the document, all of them will be registered in the PDF file through track changes. This version is temporary, just for control purposes, and the email will inform that it is not valid, as shown in the image below:

5. You will receive an email notification to check the review on netLex. If the document was shared with editing powers (via questionnaire or editor), you will then have access to the changes made by the reviewer, being able to approve or reject them, or propose another alternative. The answers proposed by the reviewer appear in blue in the questionnaire.

To aid your revision, the pages of the questionnaire in which the reviewer made any changes will appear in yellow. In addition, within each page you can use the resource available in the header to automatically move on to the next answer that was changed. When you click on the icon with three vertical points, you have the option to approve or reject all changes at once.

The reviewer may also have inserted comments regarding the questions, which are stored in the chat. To check the reference of each comment, just click on the comment and the question related to it will be highlighted. The opposite also happens, clicking on the question will highlight any existing comment related to it. This option is available to you and the reviewer.

6. In the chat option available on the right sidebar, a “general” room is automatically created, to which all persons involved in the review have access. You can also create direct chat rooms with just any specific reviewer whenever needed.

To participate in a chat room, the contact must have been added to the document review. If you want to insert a new person in the chat, just insert an "@" and then the respective email. That person will receive permission to read the document and participate in the conversation.

7. After going through all the proposed changes by approving, rejecting or proposing a new answer in each one of them, click on “Finish” to end the review.

8. At this point, you can return it to the reviewer and continue negotiations or end the review altogether.

After the necessary approvals or negotiation rounds, you will reach the final version of the document.

Whenever you wish, you can check the revision record in the document's “History” tab. In this tab, you can view the actions taken in the review (such as start, external answers and conclusion) with the date and the person who made them. It is also possible to see details of the review (all participants involved and the chat records).