Reviewing a Quality Document

Who Is This For?

Authors / Document Owners — sending drafts for review and managing review state
Reviewers — checking content for completeness, accuracy, and alignment with requirements
QA / Document Controllers — overseeing progression from Review to Approval.

How to Do It?

Step 1: Access the Review Task

From My Work, select the document from your Reviewing view, then click Go to Document in the action preview.

💡Tip: Check the Properties card for context (Type, Process, and Effective Date) before you begin.

Step 2: Check out the file to review (Reviewer)

Click Check Out to open the file in its originating application (e.g., Microsoft Word, Excel, etc.).

📝 Note: If the document opens in a way that you cannot edit it, look for the Enable Editing banner.

💡Tip: If macros or protected view warnings appear, enable editing for this trusted file to use the add-in.

Sign in to the SimplerQMS Add-in (Optional)

If not yet signed in, go to SimplerQMS Add-ins and log in with your account.

📎 Reference: Using the SimplerQMS Word Add-In

Step 3: Review and provide feedback (Reviewer)

Review for completeness, accuracy, formatting, and compliance. Add comments or suggested changes as needed per your organization’s standards.

💡Tip: Use track changes and clear, actionable comments to speed up Author updates.

Step 4: Check in your reviewed version (Reviewer)

From the SimplerQMS add-in, choose Check In to upload your changes. Then Save and Close the file.

📝 Note: Closing the document should now automatically check in your changes. However, as a safeguard, we still recommend manually checking in the document before you close it to make sure your changes are saved.

Step 5: Mark your review as completed (Reviewer)

Click Mark Review as Completed at the bottom of the Properties card. Once all reviewers complete their review, the document state changes to Review Closed and returns to the Author.

Secondary actions (three-dots icon)

Send back to Draft — If major changes are needed; state returns to Draft and assigns back to the Author.
Close Review — Document Owners can close without waiting for all reviewers; state changes to Review Closed and assigns to the Author for final drafting before approval.

Tips

💡 Align on review scope upfront (content accuracy vs. format vs. compliance) to reduce cycles.
💡 Batch comments and avoid conflicting edits—use tracked changes and clear resolution notes.
💡 Finish with “Mark Review as Completed.” Checking in alone doesn’t close your review task.