Update metadata in Review (change Owners/Reviewers)

MFS Investment Management appreciates the recent update that allows users to update the metadata of content currently under review. They would like to know if it is possible to also include the ability to change owners and reviewers in the same manner. This is an important use case for them.

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Status: Needs review

Comments

Pablo Ojeda

FYI, @sathish s and @Karthik Kumar

sathish s

@Pablo Ojeda The recent update focus on updating the metadata of the content in review so that the updates will be reflected immediately in library without cancelling the review. If owners and reviewers are changed for the content in review, why should it be reflected immediately in library before completing the review? Note: For on demand review content the scheduled review owners and reviewers cannot be changed until on demand review is completed.

Pablo Ojeda

@sathish s Here is more detail directly from MFS Investment Management.

Similar to the Metadata Update, we would like Privacy, Usage and Review information to be updated in the Content Library when there are changes made while Q&A pairs are in review. Specifically, Owner changes.

This is important so that our users are aware of the current owners of our content. Our current process is that when a Q&A pair is in review, RFP Analysts much reach out to the owner to confirm the language in every instance it is used until the Owner completes their review in the Content Library Review Tab. By pushing out Owner updates the content management team and users can reach out to the right person for questions around the Q&A pair or similar topics.

This change would also allow us to provide accurate reporting when using the Export feature in the content library (therefore we do not need to check to ensure the right owner is listed).

This is especially important when an Owner leaves the firm or their role changes while their content is in review and Q&A ownership needs to be reassigned.

We would like to note that we can’t just cancel the review in order to change the owner due to the regulatory nature of our industry. Cancelling the review and changing the expiration date would not accurately reflect the expiration date and review cycle of the content.

Below is an example of this change.

In the content library: I am listed as the owner and the record is pending review.

In the review tab:

The IT DEV team are the current owners of the record. Users should be aware of the current owner.

sathish s

@Pablo Ojeda I get the use case. Please clarify the following

As I mentioned, the owner can only be changed for a scheduled review. What percentage of the content under review would typically warrant a change in ownership?
How important is this for MFS?
Do we have any other customers requested for this?
There is a major risk for owners or reviewers if this is implemented. If the owner or reviewer updated in the review tab is synced to the library, and the review is later canceled, it won’t be possible to restore the previous owner or reviewer.

Michael McDaniel

Aegon has a similar ask. The ability to allow updates to be pushed through while content is still in review. Their suggestion is creating this a a feature set like metadata synchronization as an option for some but not all clients to enable.

support

@Ajay Jeric Immanuel any updates on this matter?