Share:
ClickHelp Documentation

Reviewer Roles and Permissions

Reviewing is an essential part of the working process. In ClickHelp, you can conduct your documentation review before it goes live, you can give your reviewers access to specific projects only. This is all possible with ClickHelp!

To learn how to manage reviewer permissions, keep reading:

Creating a Reviewer Account

To create a new Reviewer user account, do the following:

  • Click Tools | Users and Roles in the main menu.
  • On the ClickHelp User Accounts page, select the Reviewers options group on the left.
  • Click the Create Reviewer button.
  • In the Create New User dialog, specify the account details and configure the access level.
  • Once you click OK, the system will create a new Reviewer account.
  • Login information will be automatically sent at the e-mail address you specified in the account settings.

Managing Project Access for Reviewers

The most common working process is doing a review in a Project. When doing a topic review, it is recommended to keep the topic author as the topic Owner, so this user gets e-mail notifications about all review comments and status changes. When the topic is ready for reviewing, change the status to Under Review and assign this document to a Reviewer. The Reviewer will receive an email notification that contains a link to the topic. The Reviewer will follow the link and log in to the Reviewer Dashboard. If the topic content is fine, the Reviewer will assign the topic back to the original authors and change the status to Ready. If the Reviewer has some feedback that needs to be handled, they add Review Comments, assign the topic back to the author and change the status to Draft. The topic Owner (presumably, the content author) receives email notifications with every Review Comment and another email notification when the topic is assigned back to the author.

When you assign the topic to a Reviewer, make sure that this Reviewer has access to the Project. You can do it in different ways:

  • From the topic editing page.
    Go to the main menu and click Current Project > Settings > Visibility & Access and give access to the Reviewer, if necessary. 

    Then click Save Changes.  
  • From the Portal Dashboard page.
    Click the ellipsis menu button under a Project name as it is shown on the screenshot.

    Then go to Settings > Visibility & Access. Select Reviewers that will have access to the project. Click Save Changes.  

Moreover, if you work with several Reviewers, you can create Reviewer Groups and control to which projects they have access. To learn more, read the Reviewer Role Permissions section.

Doing Review in a Publication

Project content may be dynamic because topics may contain conditional blocks, variables and snippets. When publishing a Project, authors may use Output Tags, so Publications created from the same Project with different output tags may look differently. Reviewers may not know what combinations of output tags are used when publishing, and hence may be unable to figure out what the final output will look like. This may affect their possibility to provide meaningful feedback during the review cycle. In these situations, conside running your review cycle in a Private Publication. Here is the process:

  • Let's assume you have a project that should be reviewed, and there is a lot of dynamic content in it.
  • To create a Publication, just click the Publish button below the project name.
  • On step 1 of the publishing wizard, set the visibility level to Private. To configure access permissions for the publication you are crreating, use the Configure Access button on this wizard screen. By default, your publication will be available to all Authors and all Reviewers.
     
  • Proceed with the further wizard steps as you normally do when creating a publication.

Reviewer Role Permissions 

If you need to give the same access to a group of Reviewers, you can create and use Reviewer Roles.

To create a Reviewer Role, follow these steps:

  1. In the main menu, click Tools | Users and Roles
  2. On the user management page that opens, select Reviewer Roles in the left-hand navigation bar.
  3. Now click the name of a Reviewer Role.
  4. Then specify which Projects and Private Publications are available to this Reviewer Role:

  5. Click Save Role.

Later on, when you need to change permissions for a group of Reviewers that have a specific role assigned, follow the steps described above. As a result, all Reviewers who have this role assigned will have their access permissions changed.

Granting Individual Access

Despite having some permissions defined in a Reviewer Role assigned to a user, you can also manage permissions for an individual user within that role. For example, all users with the "Reviewers" role have access to "guide-publication" only:

To grant additional access to the Harry user, just select that Reviewer user and click the Edit user's profile button:

As you see, the role "Reviewers" is assigned to Harry and to Riley. According to this role, they have both access to "guide-publication":

But you can give additional permissions to Harry, so this user can access the "manual-publication" guide - just check the needed project or publication in the list and click Save Changes:

Another user with the same role will not have access to this publication because of the change, only Harry will have it.

That is, changing the permissions on the user level does not change permissions for other users that have the same role. User-level changes apply only to that specific user, and the role-level permissions merge with the user-level permissions.

Specifics of Private Manuals  

When creating Private Publications, you should be aware of a few things:

  • If an anonymous reader tries to access a restricted manual using a direct link, they will be directed to the Login page.
  • Private Publications do not share any content with the project they were generated from. So, when conducting your review in a Private Publication, make sure you make changes to the corresponding Project, rather than to this Publication.
  • Since Private manuals require logging in, they are not indexed by search engines. This means that those manuals cannot be found in Google, Yahoo, Bing, etc. If you expect to get some SEO benefit from online documentation, make sure you restrict the access wisely.