Reviewing drafts in Adobe Contribute CS4

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One of the important tasks in web content management is the review process. Any content created needs to be reviewed by a set of people/reviewers before the content goes live to the website. Reviewing a content using other traditional methods like mail becomes time consuming and is more likely to be error-prone. Also, the review does not adhere to a workflow. And also tracking the reviewer comments is a tedious task when the review process involves multiple reviewers. Hence getting the content reviewed by multiple users in a short span of time and tracking their comments becomes a challenge.

Contribute CS4 brings in the feature “Annotation Mode of Review” to make the review process simpler, easier and reliable. This feature helps the users to add the comments on the review draft and still maintaining the original draft intact.

Let’s have a look at how Annotation Mode of Review works in Contribute CS4

The web content author creates a new page for a website using Contribute CS4. He has added some content in the page which needs to be assessed by various stake holders. After creating the page with all necessary content, he chooses the “Send for Review” option from workflow toolbar to initiate the review process.

Send for revie

Once he clicks the “Send for Review”, Send dialog appears, which enables him to choose the list of Contribute Users to whom he wants to send the draft for review.

Send Dialog

In the above case he selects two users, Chandra and Krishna. He provides some description in the text box, which will appear in the status bar for all the reviewers. He completes the sending process by clicking Send button.

Chandra connects to the website using contribute. He sees the drafts that he has received in the “Pages Panel” in left.

Review mode

There are two options appearing for him in Actions in his Contribute Workspace. He chooses to review the draft and puts the draft in review mode by clicking “Review” in “Actions” button in the toolbar. He selects the text that he wants to comment on. A comment dialog appears immediately after he selects the text.

Comment dialog

He enters his comments and clicks “OK” to save.  The text that is annotated is highlighted and the comments become visible on hovering the highlighted text.

Comment hovering

Edit and Deletion of comments is also possible after adding the comments. This can be achieved by single click on the title bar of the comment dialog which appears on hovering

Edit delete comments

One should also note that Comments can be of two types, Public and Private. Public comments can be seen by everyone i.e. author and reviewers. Private comments can be seen only by author and the reviewer who added that comment. Reviewer is provided a drop down in the comment dialog where he can choose his comment to be private or public.

Private comments

The first reviewer Chandra adds a private comment and finishes his review by clicking “Review done” in the Actions toolbar. One can choose to perform this actions using the ‘File à Actions’ menu also.

Completing review

Meanwhile Krishna had connected to the website using Contribute and was unable to see the draft in the pages panel as Chandra was reviewing the same. Krishna sees the draft in his pages panel only after Chandra completes his review.  He receives the draft and is able to see all the public comments made by Chandra.

He chooses to review the draft and puts the draft in review mode. He wants to comment on the same text which Chandra commented. He clicks on title bar of Chandra’s comment and adds his comment by clicking on the ‘New’ button

stacking of comments

Multiple comments i.e. comments on the same text are stacked like the one above. One should also note that Krishna is unable to see the Private comment added by Chandra. He also completes his review by clicking review done

The author gets back his draft. He is now able to see all the comments provided by the reviewers.

Author view

The author edits the drafts to make changes as per the comments. Once he puts the draft in edit mode by clicking the ‘Edit Draft’ button all the comments disappears. Oh!!! How is he going to get the comments to make changes? Do not panic, “Review History” is there for rescue. ‘Review History’ button shows up in the status bar. By clicking ‘Review History’ review history panel opens and shows the complete draft with all the comments. So the author can make the changes to the draft by viewing the comments in review history panel.

Review History Panel

Author makes the changes to the draft as per comments and publishes the final draft to the website.

Hence “Annotation mode of review” feature in Contribute makes the review process faster, reliable and more interactive…

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