If you are assigned to review a process, you will be analyzing the information that's been submitted and deciding whether or not to approve the process to move forward.
Note: A Process is when an applicant launches a specific Workflow.
Being invited to review
You will receive an email invitation to review the process. From that email, you can log into ClearForms.
Note: If you haven't used ClearForms before:
Follow the link in the email
Set up your ClearForms account
You will then be forwarded to the Review tab in ClearForms.
If you're already a ClearForms user, select the Reviews tab in your navigation menu (next to the link to the Dashboard) or go to https://admin.citygrows.com/reviews any time to see all the processes that are waiting for your review.
Managing your review
Now you will see your first review. All the applicant information in the process is viewable on the left side, and your Review choices are on the right.
You can:
Approve: This allows the process to continue. If you include a message, it will be sent to the applicant, but including a message is not required. If all necessary reviewers have been approved, the process will automatically advance to the next step. Note: A preset default Approval message can be set for each workflow. You always have the option to adjust the message for each process.
Request changes: This holds the process until any requested changes have been made. To ask for changes and communicate with the applicant, type your request in the box, and select Submit review. Then confirm the Request changes. It will be forwarded to the applicant and automatically added to your Discussion pane. Once the changes have been made, you can re-review and Approve, or Request Changes again. You must include a message in order to request changes. There's currently no pre-set message option for this review type. Note: When requesting that an applicant make changes to their submission during a review step, ClearForms guides the applicant to mark their changes as resolved. While the applicant is making the requested changes, the Reviewer will no longer see that process as assigned to them for review. Once the applicant marks the requested changes as resolved, the Reviewer will receive an email notification and see the process assigned to them for review on their Admin Dashboard.
Reject and Halt: Use this option to halt (stop) the process permanently. While it's possible to resume a halted process, we recommend only using this option if the application is unlikely to continue. As with Request Changes, you're required to write a message to the applicant. They will automatically be notified that the process has been Rejected with your comments. Most reviews are either approved, or approved after changes have been requested, so you may not end up using reject very often. It's possible to have a default Reject message pre-set for each workflow, but each Reviewer always has the option to adjust it for each process.
Pro Tip: You can review on your mobile device! On your mobile device select the three lines on the top of the screen (left of the bell icon). From the drop-down list choose Reviews. Then proceed with approving, requesting changes, etc.
Reviewing from an individual process
From your Dashboard, select a process that you want to review.
You'll land on the Review screen. We’re showing this on a desktop, but you can also do this whole process on your phone if you prefer.
When you open up an application to review it from the dashboard, you automatically land on your Review Step. In this view to see the information that an applicant submitted, you’ll need to select the earlier steps in the process where the applicant entered the information. To see all information at once, select Open in review manager.
If everything looks good you can complete your review. Select Submit Review on the document for which you approved the application. Once the review step is completed, the applicant will get an automatic notification that they can move forward or will be notified if they've requested changes or rejected the process.
Note: Some review steps require you to add your signature, which you can add with your finger (on a smartphone or touchscreen) or with your mouse if you're using a desktop.