Importing Comments from Documents

The review manager (or another authorized specific role) has the ability to:

• Update a review with collected comments: to collect external comments from different users and add them to the review.
  The import should be possible multiple times per document if each user has provided their comments in an "offline" version.
• Initialize a review with existing comments: in this case, the import of comments would theoretically be done only once at the start of the review.

This function is accessible on the review page via the "Import comments from a document" menu.

Word/PDF Comment Import Modes

Mode "Import Comments"

This mode adds comments (excluding duplicates) from a Word/PDF document for the design in an existing review.

Mode "Replace Existing Comments"

This function replaces all imported comments on the document and is more of an administration function. It must be subject to confirmation given its impact. In this mode, all responses to previously imported comments, as well as the findings created from all these comments, will be deleted.

Document Selection Page

The user has the ability to add one or more Word/PDF documents by clicking on the upload area to browse files or by doing a drag/drop on this area.
Files can have different names from the designs present in the review.

The user can choose the import mode "Import comments" or "Replace existing comments"

For each of these documents, they will need to choose the target design. The proposed designs are filtered according to their compatibility, i.e., Word designs for .docx, PDF designs for .pdf.

For each selected target design, a document validation is performed, based on the compatibility of their table of contents.

The user can remove a file from the import by clicking on the "trash can".

When the compatibility of all documents to be imported has been validated, the user can start the comment analysis by clicking on the "Analyze" button.

Comment Analysis Page

On this page, the number of comments per document is displayed in an informative column.

If warnings exist for a document, they are displayed in a warning column (number of comments in a document, number of duplicate comments, number of deleted comments).

At this stage, the user still has the possibility to remove a document by clicking on the "trash can".

The "Download detailed analysis" link lists in Excel format the comments found in each document and their import status by indicating the source document, the target design, the target resource in the design, the comment identification, the planned action, the comment text, the author (if existing). Comments are grouped by document.

If there is at least one comment to import among all documents, then the import button is active.

Comment Import

The "Import" button launches the action which results in a comment import activity.

The user will have the ability to download the details of the comment import in the import activities in the form of an Excel file containing two tabs:

• The "Import Analysis Details" tab listing the comments found in each document and their import status, recalling the source document, target design, target resource in the design, comment identification, the planned action, the comment text, the author (if existing). Comments are grouped by document.
• The "Deleted Resources" tab listing comments previously imported via the comment import function from a document, the responses as well as the findings linked to them.