IPPC ONLINE COMMENT SYSTEM USER MANUAL · Last updated: 2016-03-21 IPPC Online Comment System – User Manual International Plant Protection Convention Page 3 of 18 1. Homepage and

MARCH

2016

ENG

IPPC ONLINE COMMENT SYSTEM

USER MANUAL

IPPC Online Comment System – User Manual Last updated: 2016-03-21

Page 2 of 18 International Plant Protection Convention

Contents

1. Homepage and dashboard .......................................................................................................... 3

2. Login and how to retrieve your password .................................................................................. 3

3. User Types and Roles ................................................................................................................. 4

4. Invitation email .......................................................................................................................... 4

5. User details ................................................................................................................................. 4

6. Accessing a review ..................................................................................................................... 5

7. My reviews ................................................................................................................................. 7

8. Document page view (navigation, review and comment panes) ................................................ 7

9. Document actions toolbar ........................................................................................................... 8

10. How to add comments and proposed changes ............................................................................ 9

11. Comment categories ................................................................................................................. 10

12. Delegation ................................................................................................................................ 11

13. Sub-reviews for contact points (internal and external sharing) ................................................ 12

14. Leaving the review and review status ...................................................................................... 12

15. Searching for reviews ............................................................................................................... 13

16. Review control panel ................................................................................................................ 13

17. Accepting and closing comments ............................................................................................. 14

18. Reconciliation report ................................................................................................................ 14

19. Retrieving comments................................................................................................................ 16

20. Workgroup administration ....................................................................................................... 16

21. Creating and managing distribution lists .................................................................................. 17

22. User settings ............................................................................................................................. 18

Last updated: 2016-03-21 IPPC Online Comment System – User Manual

International Plant Protection Convention Page 3 of 18

1. Homepage and dashboard

The OCS homepage includes the login box, links to training material and documents under consultation

and contacts for assistance. The page is currently available in English, French and Spanish.

2. Login and how to retrieve your password

Here you can enter your user name and password to login to the IPPC OCS.

Remember Me: Checking this box will mean that in future you will automatically be logged into

PleaseReview when you access it from the same user profile on the same computer.

Forgotten Password: If you have forgotten your password, select this link. You will be prompted for

your email address. This will automatically generate an email to you which contains a link to reset your

password. Make sure to use the same email address provided to the IPPC Secretariat. Click on the link

in the email and follow the instructions. Your new password will take immediate effect and you will

then be able to Login to PleaseReview.



3. User Types and Roles

There are several main roles in PleaseReview and users can be allocated different roles in different

Workgroups.

Owner (Secretariat): the review Owner sets up and is in control of the review. An Owner can

initiate a review (selecting the document(s), participants, allocating various roles to the

participants, and setting other parameters of the review), set up personal distribution lists,

monitor the review, close-out and complete the review (i.e. make it read-only or archived), and

compile comments.

Author (OCS Manager/Contact Point or OCS Deputy): The review Owner automatically

has Author permissions but can appoint one additional Author (OCS Deputy). Authors are able

to accept and/or close other Reviewers’ comments/changes. The OCS Manager/Contact Point

is the only user able to submit final comments to the Secretariat on behalf of his/her group.

Reviewer: Reviewers are participant types able to add comments and, for certain document

types, propose changes to the documents. A Reviewer can reply to other Reviewers’ comments

and there can be multiple Reviewers in each review (up to three in each workgroup).

Workgroup Administrator: this is an ancillary administration role, taken by the Author for

internal/external sharing (management of own workgroup). The Workgroup Administrator can

set up Workgroup distribution lists and modify user accounts.

4. Invitation email

You will receive an invitation email, which is automatically generated by the system when the

Secretariat opens the review. Make sure to check the email account that you provided for the IPPC

website (although your passwords may be different – but you can change it later).

5. User details

‘User details’ can be accessed by clicking on the ‘Profile’ tab in the settings window:



6. Accessing a review

If you log in to PleaseReview directly you will be taken to your review inbox where you will see a full

listing of all your reviews.

The number of reviews which are in ‘In Progress’ and where your own status on the review is either ‘In

Progress’ or ‘Not started’, is shown in green on the ‘Reviews I’m in’ tab.

The number of reviews which are ‘Overdue’ and where your own status on the review is either ‘In

Progress’ or ‘Not started’, is shown in red on the ‘Reviews I’m in’ tab.

Once logged into PleaseReview, there is a top menu as explained below:

Option Description

Access to the comprehensive PleaseReview Help website

Opens the user settings window

Logs the user out of the system (unless the user is in a review in which case

it activates the review exit dialog).

The left hand menu will be different depending on the role the user has in the Workgroup as shown

below:



As an admin/author, you will see the following review page:

The admin page looks as follows:



7. My reviews

‘My reviews’ is the review ‘inbox’ and lists all of the reviews to which the user is invited, regardless of

their role in the review.

The review listing may be sorted by clicking on the column headers. The or indicates which

column the list is currently sorted by and the direction of the sort (ascending and descending

respectively).

Under ‘Review status’ (column 4) the following may be displayed:

Status Description

In Progress The review is in progress and the scheduled due date has not been passed;

Overdue The review is still open for comment but the scheduled due date has passed;

Closed The review has been closed by the review Owner. Review participants with

appropriate permissions may still be accepting/closing comments;

Completed The review has been marked as completed by the review Owner and is read-

only for all participants.

Under ‘My status’ (column 5) the following may be displayed:

Status Description

Not Started Reviews that you have not personally started reviewing. Other reviewers may

have started reviewing;

In Progress Reviews that you have started reviewing (i.e. entered the review to view the

documents) but which you have not set your status to ‘Completed’;

Completed Reviews that you have set to ‘Completed’ for your status but which are still

open to review by you and others;

Offline Reviews that you have set to 'Offline' for your status, or that you have

downloaded using the Offline Review Client.

8. Document page view (navigation, review and comment panes)

Once in the review, the document is displayed in the central ‘Review pane’ whilst the document’s

navigation is displayed in the left hand ‘navigation pane’ and the ‘comment pane’ is displayed in the

right hand of the screen (as customized for IPPC and shown below). There is a toolbar across the top of

the panes which provides functions required for user interaction.



9. Document actions toolbar

The document actions toolbar is split into several sections.

General Actions

Icon Description

Opens the comment window to allow a participant to make a general comment or view the general comments of others.

Opens the review control panel in a new window. This is a read-only version of the review control panel which simply displays the information associated with the review. No actions are available from this view.

Opens the reconciliation report in a new window.

Opens a copy of the original document. This is the same as downloading a copy of the document and the standard web dialog will appear. By default the document will be 'read only'.

Navigation

pane

Document

actions toolbar

Time remaining

until due date

Comment

pane Review pane

Selected paragraph

is marked



Note: if the document in the review is made not available for reviewer download

under the standard review options, then this action is not available.

Opens ‘Find’ in a new window. This allows the reviewer to search for specific words or phrases. All instances are displayed with their paragraph ID. Clicking on the paragraph ID takes the reviewer to that instance within the open review window. For more information see: Find

Refreshes the document. This will re-load the document and all comments, etc. from the server.

The drop-down box allows the selection of which comments are displayed. Options are ‘All, ‘Open Comments’ or ‘Custom’. Custom can be used to display a customized selection of comments.

Other actions on the toolbar

Icon Description

Opens the user settings dialog where users can set their review preferences.

Opens the online help website site in a new window. The default help site includes a comprehensive user manual, however, it is possible that you will be directed to a custom help site.

Leave the review.

This displays the remaining time until the end of the review.

10. How to add comments and proposed changes

Click on a paragraph to

open relevant comment box



11. Comment categories

Four comment categories are available:

EDITORIAL: This type of comment clarifies or simplifies the text without changing the

meaning. This includes spelling or grammatical corrections, suggestions of different but

equivalent words, and simplification of sentence structure.

SUBSTANTIVE: This type of comment takes into account conceptual changes and the addition

of new aspects or ideas. This class of comments contains additions or extensions as well as

changes, reorganization of the text or deletions resulting in alteration of the content of a

sentence / paragraph / section of the draft. It is that this point is addressed in the revision process

in some way.

TECHNICAL: This type of comment takes into account scientific corrections and technical

adjustments. It aims at further clarification and improvement of the standard and sometimes at

conformity with other standards from the technical viewpoint. These comments are

incorporated unless there is disagreement or some misunderstanding.

TRANSLATION: This type of comment corrects points that are considered to be inaccurately

translated into another language version of the text.

These can be selected in the comment pane on the right hand column of the screen after the proposed

change and relevant comment have been inserted.

General comments can also be made at the document level (see section 11) and when updating your

participant status (in the box reading “Enter an optional summary comment to appear on the author’s

review status page as per image below).



12. Delegation

It is possible for a user to delegate their role on a review to another user in the same Workgroup.

Contact points can delegate their role on the review to the OCS Deputy. To delegate click on the

‘Delegate’ option on the review control panel:

The ‘Delegate’ option will display the delegation screen where you can search for users individually or

display all available users in the Workgroup:



Click on ‘Select’ against the participant that you would like to delegate to. The next screen will allow

you to insert a message to the selected delegate.

13. Sub-reviews for contact points (internal and external sharing)

The secretariat as owner of the review has the ability to allow the review participants to create a ‘sub-

review’. Sub-reviews allow a review participant to create a new review (a sub-review) with the same

documents but add their own set of review participants (within pre-set limitations), adjudicate the

comments and changes and then publish a sub-set of the comments and changes from the sub-review

back to the master review. The review participant setting up a sub-review must be an 'Author' on the

system and can set-up the sub review in any workgroup in which they are an Author.

PleaseReview keeps a record of which comments and changes have been published to the master review

so it is not possible to duplicate comments and changes from the sub-review to the master review.

Therefore the publish button can be used as often as is thought necessary. However, once a comment

or change has been published to the master review it cannot be re-opened in the sub-review.

When a sub-review owner publishes the review's accepted changes to the master review, PleaseReview

will simply enter the changes into the master review as if they had been typed by the sub-review owner.

14. Leaving the review and review status

When you have finished commenting on a review, click the ‘leave the review’ icon .

Each Reviewer has an individual status in the review which is recorded on the review control panel.

Your status is set with the radio buttons (shown below) and you can enter comments in the space

provided.

Summary comments entered appear on the review control panel and in the comment reconciliation

report.

Review status options are explained below:

Review Status Description

In progress The Reviewer has started reviewing the document(s). This status is set

automatically by PleaseReview once you enter the review for the first

time. On leaving the review you have the option to leave your status as

‘In progress’, or to indicate that you have completed your review by

selecting ‘Completed’.



Completed The Reviewer has indicated that they have completed their review of the

document(s). Note: this is purely a status flag and it is possible for the

Reviewer to go back into the review to comment at any time (regardless

of this setting) until the Owner has ‘Closed’ the review.

Offline The Reviewer is reviewing the document 'Offline'.

Note that the status of the contact point is never updated and comments are automatically sent to the

secretariat when the commenting period is over.

15. Searching for reviews

The ‘Search for reviews’ tab allows you to search for a specific review.

16. Review control panel

Notes:

The review control panel summarizes the review and your status within it;

This is the screen accessed using ‘Select’ on the Details column in ‘my reviews’;

The number and status of your comments is shown in the lower ‘your comments’ section. This

is the status of your own individual comments and not the overall review;

‘View Report’ displays the comment reconciliation report.



o Downloads the report as an Excel document.

o Downloads the report as a Word document.

17. Accepting and closing comments

To accept/close comments, the Author should enter the review and open the comments window as if

making or viewing a comment. In addition to standard functionality available to Reviewers, the Author

will have ‘Accept’ and ‘Close’ options for each comment and proposed change.

Once accepted or closed, the review Author gets the option to enter a reconciliation comment (i.e.

reason).

If an Author makes a new comment, proposes a new change or revises as existing change they have the

additional option of ‘Apply+Accept’. This means that the comment or change will automatically be

accepted as soon as it is applied:

18. Reconciliation report

Selecting ‘View Report’ from the review control panel (or the icon from the toolbar in the review)

opens the reconciliation report in a new window. In general:

The report contains all summary information on the review;

The report contains all comments for the documents/images (subject to selection);

Where an Author has accepted/closed comments, any reconciliation comments will be included

under the ‘Author comment’ column;



'Select Comments' provides a means to customize the report to include/exclude various

comments. Note: by default all comments are shown.

The Word downloads option (top left hand side of the main table and identified above) allows:

A copy of the Word document to be downloaded with each paragraph numbered (see

below - paragraph numbers are added in square brackets and colored blue, i.e. [nnn]).

In a ‘print’ situation (i.e. no online access to the system), this allows the matching of a

paragraph in the reconciliation report to its exact location in the document.

A copy of the reconciliation report as a Word document. Note: The Word document

will reflect the displayed report (i.e. any comment selection made via the ‘Select

Comments’ option).



19. Retrieving comments

The review closeout screen allows the review Owner to download reviewed documents, complete with

aggregated comments and proposed changes, and access a report for other formats.

The document/report is retrieved by selecting the 'Download’ or ‘Display' link. Selecting the ‘Download

All’ option will download a zip file containing all documents available in PleaseReview which have

the download option.

It is possible to define which comments, etc. appear in the document/report using the 'Select Comments'

link, as shown below:

The default position is shown above. So, by default, the downloaded document/ displayed report does

not contain closed comments, but does include all open and accepted comments from all participants.

20. Workgroup administration

Workgroup Administrators are able to manage the participants in a Workgroup.

Select ‘Workgroup management’ and this will list the Workgroups of which you have administration

permissions. If you are an official IPPC contact point, you will be able to add up to one OCS Deputy

and three OCS reviewers.



Selecting ‘Members’ will list all members of the Workgroup and from that list you are able to edit

(including Workgroup role) or remove the members.

21. Creating and managing distribution lists

Review Owners (by default those with Author permissions) have the ability to create and manage

personal distribution lists as do users with a Workgroup role of Delegator. Shared distribution lists are

created and managed by Workgroup Administrators.

Select ‘manage lists’ under ‘distributions lists’ from the left hand menu when not in a review.

Select ‘Add New List’ then enter the list title (do not call a list ‘Everyone’ as the system automatically

creates a list with this title). You can search for users individually or select the ‘Everyone’ list from the

drop down:

Select the participants to be included on the list, and their default list roles. Then click ‘Add’. Once you

have all the required participants with their appropriate roles shown in the top half of the screen under

‘distribution list members’, select ‘Save List’.

Once the list is saved it will appear under ‘personal distribution lists’. Selecting ‘Edit’ will permit you

to edit the list, and selecting ‘Delete’ will delete the list.



Note: It is also possible for Authors to create and maintain personal distribution lists from a list of

review participants created whilst setting up a review.

22. User settings

You can access user settings by clicking on the white wheel indicated by the arrow below.

Note: You can find more details on the PleaseReview user manual available at https://ocs-

new.ippc.int/support/review/docs/PleaseReview%20v5.2%20User%20Manual.pdf

https://ocs-new.ippc.int/support/review/docs/PleaseReview%20v5.2%20User%20Manual.pdf

https://ocs-new.ippc.int/support/review/docs/PleaseReview%20v5.2%20User%20Manual.pdf

Documents

IPPC ONLINE COMMENT SYSTEM USER MANUAL · Last updated: 2016-03-21 IPPC Online Comment System – User Manual International Plant Protection Convention Page 3 of 18 1. Homepage and