We occasionally receive inquiries about persistent 'Review Due' items in the 'My Tasks' list located in the left sidebar.  The confusion is usually based on the fact that 'Review Due' Notifications are not Tasks.

If you receive these notifications, you are either an owner of the related documents, or you are on the Notification List in the Review Settings of one or more documents.

Understanding 'Review Due' Notifications

This article is divided into the following sections:

Where do 'Review Due' Notifications appear?

Review Due notifications are displayed in three places within iPassport and they are also communicated by email.  They are listed together with tasks even though they are technically not iPassport tasks.

• My Tasks - left sidebar
  They are normally at the top of the list by default. If you have many, you can filter your tasks by type to get to ones which are more pressing.
  
  
  
• Tasks > My Tasks - Global menu on top right of screen.
  Items are split into 4 filters in this area and 'Review Due' notifications appear under the filter 'Documents Due For Review'
  
  
• Home Page - clicking the top 'Home Page' icon in the left sidebar brings this page up
  All items appear on one list as in the 'My Tasks' area on the left sidebar.
  
  
  

  Tip

  In all places, clicking an item will take you to the document in question.

  
  
  
• Email- You can control the emails you receive for reminders about documents you own or documents where you appear on the notification list, which need to be reviewed.
  These are the settings available:
  • Under 'My Profile > Preferences > Controlled Document Notifications'
    • As a Document Owner - 'Send me reminders when a controlled document is due for review' - options -
      • No Reminder
      • Daily Reminder (individual emails for each document)
      • Weekly Reminder (individual emails for each document)
      • Daily Summary (summary email with all documents grouped)
      • Weekly Summary (summary email with all documents grouped)
    • As a member of a Notification List - 'Send compulsory review updates on documents I'm set as a notifier' - options -
      • No Notification
      • Immediate Notification (individual emails for each document)
      • Daily Summary (summary email with all documents grouped)
      • Weekly Summary (summary email with all documents grouped)

Why do 'Review Due' Notifications appear?

iPassport does its best to prevent documents from falling through the net and out of compliance.  

Once a document is set for periodic reviews, the system relies on document owners to keep their documents up to date. They are responsible for overseeing the entire process. Therefore, creating a task is not the best option, as other jobs will frequently be generated to provide review feedback, appoint an author to update the document, request authorisation of new versions, and request approval of review or publishing cycles. The owner cannot complete the review until all these tasks are finished, and often, they cannot predict how long it will take.

With this approach, a review is not considered complete if a new version is created but remains in draft state. A draft could remain idle for an indefinite period if there is no one being reminded that the job is not yet done.

Therefore, document owners and users added to the Notification List in the 'Review Settings' of a document will see the 'Review Due' notifications until the related document is back to a stable authorised state.

You can adjust how soon before the review deadline you want these notifications to appear.

To do this:

1. Navigate to 'Administration > Settings > Organisational Unit Preferences'
2. Select the OU where the documents of interest reside
3. Click the row 'Document Review Settings' to open this tab of preferences
4. You can adjust settings for each type of document separately on this page (SOPs, Policies, regular Documents, etc)
5. Set the field 'Mark <document type> as due for review this many days before review date:' to the appropriate number of days (the default is 30 days).

How are 'Review Due' Notifications removed?

As explained in the previous section, the only way to remove 'Review Due' notifications from a document owner is to complete the review of the given document.  This includes seeing through the authorisation of any new versions created.

It is possible to replace the document owner if desired.  This article provides instructions: Managing Document Ownership.

If the 'Review Due' notification is due to being part of a Notification List, you can open the 'Review Settings' of the document in question to start the investigation.

• If the review workflow is a 'Custom Workflow' then the Notification List can be adjusted in the same pop-up window.
• If the review workflow is a 'global' workflow, created under 'Administration > Workflows', you'll have to navigate there to locate the workflow, open it, and edit its Notification List.