Editing cycles (admin)
Once a cycle has been set up, you can edit certain parameters about the cycle itself and the forms that have been assigned within reviews in the cycle. Click to open the cycle of interest then navigate to the Options menu and select Edit.
Initially you will be presented with information about the cycle and the forms therein, including:
- Cycle Name
- Cycle Start Date
- Listing of all forms within the cycle, including each form's name and the number of times that form appears across all reviews in the cycle
To edit the cycle name, click on the pencil to the right of the current name. Likewise you can edit the start date/time if that date is in the future. After editing, click Save.
Options If Cycle Has Started
Within the list of forms, you can make a few types of changes depending on if your cycle has started. If your cycle has already started, you'll find options to Edit Form and Delete Form by clicking the three dots to the right of the form name.
Edit Form will allow you to make bulk edits to all versions of the selected form across all reviews in the cycle. This means that any change you make here to one of those forms will be applied to every assignment of that form in the cycle regardless of review subject. This bulk edit feature allows you to edit any of three sets of parameters listed below:
- Author & Signer Due Dates
- Visibility of the form to the subject of the review
- Redact author setting (only available to Admins or Billing Admins, not Group Admins)
You can change any/all of the three parameters at once. Note that because the same form can be in a single review more than once, or it can be in reviews of different subjects, and in all cases can have different due dates, visibility or redact author settings, your selection(s) in editing will update every instance of the form in the cycle to be identical.
With regard to updating dates, if you want to change due dates, select the box for Would you like to change due dates? The interface will update to allow you to enter new author & signer due dates using the calendar function.
Things to note with updating due dates:
- You cannot change the author due date to be before the latest start date of any review in the cycle. Because reviews can be added to the cycle after the cycle begins, the ability to update all forms means that all reviews in the cycle have to start before the earliest new due date.
- The signer due date must be equal to or after the author due date.
- Both dates must be filled in. Even if your use of a form may not typically include a signer, you must include a signer due date in the event that a form's assignments may have been modified individually.
For updating the visibility of a review form, select the box for Would you like to change the visibility setting?
If you select to update the visibility setting, you will be changing/updating the visibility of all versions of the selected form in the cycle regardless of how those forms may currently be set. If you then want to make them all visible, then check the box for Is visible to the subject (when all authors/signers are finished). If you do not want the forms to be visible, then do not check that box for Is visible to the subject.
Administrators and Billing Administrators may also change the Redact author setting, which anonymizes the author's name to the subject and signers. To change that for all forms, select the box for Would you like to change the redact author setting?
Like with visibility, if you select this option, you will be updating all versions of the selected form in the cycle regardless of how those forms may currently be set. If you want to make them all redacted, then check the box for Redact author(s). If you want the author names displayed and not redacted, then do not check the box for Redact author(s).
You can change multiple parameters at the same time as shown in the following example:
In this example, all versions of the Manager Review Form will be set such that:
- Authors Due Date - August 24, 2020 at 5:00 PM
- Signers Due Date - August 31, 2020 at 5:00 PM
- Visibility - the Manager Review Form will be set to visible to subject
- Redact author - the Manager Review Form will not have the author name(s) redacted
After clicking Bulk Update, you will be presented with a confirmation box that displays what will occur.
Clicking the green check will implement these changes across your cycle immediately. While you can then re-modify that form's parameters or individually edit the use of a form within a single review, there is not an option to undo these changes and revert to what each form may have previously been. Click the red x to cancel these changes, and then you can also click Cancel to return to the form listing.
The second option for each form is Delete Form. This function will permanently remove every version of this form that has been assigned in the cycle. This will occur regardless of completion status of the form and will apply to each review in the cycle where the form occurs.
After selecting the Delete Form option, you will be presented with a final warning message that reiterates your intention to permanently delete the form from all reviews in the cycle. Clicking the green check will implement these changes across your cycle immediately. There is not an option to undo this deletion and all forms will be removed immediately. While you can choose to re-assign a new form, all answers previously saved or submitted by users on these deleted forms are not recoverable.
Beneath the list of forms in the cycle, you will also find an option to Add Form. This option will enable you to add one copy of a selected form to each review in the cycle. Note that this form will be added to all reviews in the cycle, so reviews that had been previously closed or completed will be re-opened with this new form.
Selecting Add Form will provide first the option to choose the form that you want to add to the cycle.After selecting the form, complete the required parameters for this form.
You will need to add author(s), signer(s) (optional), define author and signer due dates, set visibility and redact author preference (admins only). As a reminder, these are intended to be generic and will be set up for each subject selected. Note that while you can select a specific user for authoring or signing, that individual will be chosen for the new form in every review in the cycle.
Once you have defined those parameters, click Save and confirm with the green check mark.
Options If Cycle Has Not Started
If your review cycle has not started, in addition to being able to edit and delete you will also have the option to Replace Form in the cycle. Replace Form will find all existing copies of the original form in the cycle across all reviews and modify the form that will be completed to be the newly selected form. All review assignments from the original form will be maintained, as well as the due dates, visibility setting and redact author setting. The change is that the latest version of the selected replacement form will be assigned rather than the original.
Selecting replace will open a selection box at the bottom of the page where you can choose the replacement form.
Once you select the new form, you will be presented with a confirmation box. Click the green check mark to execute the replacement. Click the red X to return to the forms list.
Note that if you have updated or changed a form after creating the cycle, you can select the same form in the replacement box to update the cycle with the new version.