This process aims to automate placing items into their "Approved or Draft" state upon review completion for the Streamlined Review Process. These items must be in the "In Review" state when users send items to Review HUB for review.

In the Review Hub process, Arthrex wants to update the status of every item that is in the review process to "In Review" automatically. The users must be allowed to send only those items to Review Hub having the status "Ready For Review". Also, whenever the reviewing is done and if the item is accepted, the status of the item must change to "Approved" and if the item is rejected, the status of the item must change to "Draft" automatically.

Workflow

Steps to configure the Review Hub process: -

1. Add a new role "ReviewHubService" to every project in a particular Codebeamer instance. To add a new role, please follow the below steps: -

   1. Go to the Projects tab and select a project.

      
      

   2. Go to Admin and select the Members tab.

      
      

   3. Click on Add Role.

      
      

   4. Fill the Role and Description section and keep the Permissions Default as any new role would have, and then click the Save button.

      
      

   5. Repeat steps 1 to 4 for every project in a particular Codebeamer instance.

2. Add a new member to every project in a particular Codebeamer instance. To add a new role, please follow the below steps: -

   1. Go to the Projects tab and select a project.

      
      

   2. Go to Admin and select the Members tab.

      
      

   3. Click on Add new Member.

      
      

   4. Add "PDQSReqMgtService@arthrex.com" account under Step 1 and add it to the new role "ReviewHubService" under Step 2 and then click on the Add button.

      
      

   5. Repeat steps 1 to 4 for every project in a particular Codebeamer instance.

3. Configure the trackers under the project "Arthrex Template 2". To do the required configuration, please follow the below steps: -

   1. Go to the Projects tab and select the project "Arthrex template 2".

      
      

   2. Go to the Trackers tab.

   3. Select a tracker under the Trackers tab. Right-click on one of the trackers and select Configure.

      
      

   4. Go to the Permissions tab and ensure that the "ReviewHubService" role has the "Item - Edit Any" privilege.

      
      

   5. Go to the State Transitions tab and add a new state "Ready for Review". To add the state "Ready for Review", please follow the below steps: -

      1. Click on the Add Status button.

         
         

      2. Click on the Add Option.

         
         

      3. Fill in the Name and Description fields and then click OK.

         

   6. Add new state transitions as per the workflow. In the Review Hub process, add state transitions for "Draft" to "Ready for Review", "Ready for Review" to "In Review", and "Ready for Review" to "Obsolete".

      1. Go to the dropdown at the bottom and select State Transition.

         
         

      2. Fill in From, To, and Name, and click OK. [As per the best practices, the Name must be the same as To]

         
         

      3. Set the permissions for this state transition. [For automated State transitions, keep the permission to be the "ReviewHubService".]

   7. Delete all those state transitions that are no longer required (For example, "Draft" to "In Review").

   8. For the state transition "Ready for Review" to "In Review", click on the Action button and set the value of Review Entry Time to Now and then click OK.

      This step is required for the smooth and accurate calculation of the "Time in Review" report.

      
      

   9. For the automated state transitions "Ready for Review" to "In Review", "In Review" to "Draft", and "In Review" to "Approved", update the Permission to the newly added role "ReviewHubService".

   10. Go to the Fields tab and update the permissions for visible fields. To update the permissions, please follow the below steps: -

   11. Click on Per status for any non-hidden field in the tracker.

       
       

   12. Set the Default settings to be read-only for all states and all roles.

   13. For Draft states, update the permission to be both readable and editable for all roles and then click OK.

       
       

   14. Set the permission for all other fields as Same as Parent.

       
       

   15. Repeat Steps 1 to 14 for every tracker except the Test Run trackers and hidden trackers that are not in use, under the project "Arthrex template 2".

Steps to send the items to Review Hub: -

1. Login to Arthrex using the URL ...

2. Go to the Projects tab and select the project you want to send the items for review.

   
   

3. Go to the Trackers tab and open the tracker in which you want to send items to the review Hub.

   
   

   This will open a new window showing all the items under the Item tracker. This will be opened in list view.

4. Select all the items that you want to send for reviewing and right-click and choose the option Send selection to Review Hub.

   
   

   This will again ask for confirmation.

5. Select Send Only Selection.

   
   

   This will again open a new window.

6. Give a name and then click on Next on the 2nd tab Preview Selection. This name doesn't need to be unique but it will be advisable to keep every name to be unique to avoid any confusion.

   
   

7. Again Click on Next on the 3rd tab Set Up Review.

   
   

8. Finally, click on Create Review on the 4th tab Done.

   
   

9. Go to the Review Hub tab and select the latest review that you sent to the Review Hub.

   
   

   Here, you will notice that there will be a NEW VERSION AVAILABLE for every item in the Review Hub because, for every item, the status has been changed to "In Review' from "Ready for Review". But please note that it's not a new version. But it is for the same version of items that were sent to Review Hub.

Steps to complete the reviewing of items in Review Hub: -

1. Go to the Review Hub tab.

   
   

2. Select and open the one that you want to review.

3. Go through every item under that review.

   1. To accept an item, click on the tick mark.

      
      

   2. To reject an item, click on the cross mark.

      
      

      This will open a new window. Add your comments about the rejected item and click the Send button at the bottom of the comment box.

      
      

4. Once all the items have been reviewed, click on the Finish button.

   
   

   This will open a new window.

5. Click on Finish Review.

   
   

6. Once the review is finished, you will see a pie chart showing the Overall Review Statistics and a list of all the items under that review and their Statuses.

   
   

7. To check the status of every item, go to the Trackers tab under the same project.

8. Open the Item under the Trackers tab.

9. You will see all the items that were accepted by you are showing "Approved" status and all the items that were rejected by you are showing "Draft" status.

   
   

Limitations of the Review Hub Process

1. The items that are in "Draft," "Obsolete" or "Approved" status can't be sent to Review Hub for Review. To send the items to Review Hub, it is a prerequisite that the item is in "Ready for Review" status.

2. The status of "Obsolete" items can't be changed directly to "In Review". These items need to be changed to "Ready for Review" before they can be changed to "In Review".

3. Whenever an item is sent to Review Hub, its status will be changed from "Ready for Review" to "In Review". Therefore, when you go to Review Hub, it will always show a NEW VERSION AVAILABLE for that item. But don't get confused because you are reviewing the same item. The new version available has just the updated status.

4. Whenever an item that is already in "In Review" status is sent to Review Hub, There won't be any message to show that there is a NEW VERSION AVAILABLE because the status was already "In Review". Therefore, there will be no new version created for such items.

5. Whenever an item is sent twice to Review Hub at the same time, if you reject the first review, the item will be set to the status "Draft". Now, if you accept the second review, Review Hub will throw an error. This is because that item has been set to "Draft" status due to the first review, now it can't be moved to "Approved" status directly from "Draft" status.