We're looking to start using Responsive for annual document reviews. Anyone have any tips and lessons learned? We have about 50 documents a month that come up for annual review.
That's an awful lot of documents that need reviewing. How many SMEs will be involved in the review?
The challenge here would be getting your SMEs to find time to open and read an entire document. You may want to make sure each SME only has about 10 documents per month to review because usually SMEs are slammed with everything else under their purview. Make sure if the docs are attachments that any changes to their content or your operations/products/etc., are noted in the COMMENTS section of your library to highlight what in particular needs their eyeballs. Time is precious.
Note, I do our Legal department's reviews OUTSIDE of Responsive as a download of the Q&A pairs in Word, and attach the docs individually, because requests for legal have to be tracked in Salesforce.
This would be a pretty easy set up.
All you have to do is assign your reviewers and review cycles in Responsive, have whoever you set as your reviewers download the docs out of the library, make whatever edits that need to be made, and then re-upload the doc as a new version.
This article from our Help Center talks more about managing documents and how to upload and manage different versions of your docs.
I would connect with your CSM for help getting it set up if need be.
I might be seeing this a little differently from what the others posted above. The biggest area that will factor into what I am writing is the Concurrent Project Count. In addition to facilitating document reviews through the processes mentioned above, you could (potentially) set each document up as a Project in Responsive to facilitate the review. Each 'document' would be treated like its own RFX. You would section out each area of the document (just like you do in RFPs) assign them to authors/reviewers by sections, and follow your standard process. When complete, you could export to your standard template, and upload to the document library/SharePoint/SF/etc. In addition, if you review the same documents each month, you could 'unarchive' the last updated project and clone it to facilitate the next review, which will save time, and retain the audit trail. Just a random thought that might work based on your specific use case.
Working with our SMEs, the difference between reviewing Content Library Q&A content (where editing can be done directly in the Q&A set and reviewing a document (where editing cannot be done in Responsive) has been a hinderance in SME adoption. Although I hope that this changes over time (we've done our initial large-scale content review in the system mid-year 2023), our SMEs ended up feeling like just when they knew what they were doing for CL Q&A reviews, they absolutely didn't know what to do when document reviews and updating didn't work similarly.
@Ashley Denver Ellen's comment is good feedback for the Product Team!
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