Sending Files for Review

• Open a file (topic or snippet).
• In the Content Explorer, select a file (topic or snippet).
• In the File List window pane (View>File List), select one or more files (topic or snippet). You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items.

• Open a table of contents (TOC) or browse sequence and select one or more entries within it. You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items.

  Note: If you use the TOC option, individuals who receive the review package can view that package as a TOC using the TOC view option in the Review Packages window pane. This allows them to see the context and organization of the material that you send.

• Ribbon Select the Review ribbon. In the Packages section select Send For Review.

  Switching between ribbons and the tool strip… You can use the Options dialog to switch between ribbons and the classic tool strip layout. See Switching Between Ribbons and the Tool Strip. 

  More about ribbon options… Keep in mind that the smaller the application window becomes, the more the options in a ribbon shrink. Therefore, you might only see a small icon instead of text, or you might see only a section name displayed with a down arrow to access the options in it. You can hover over small icons to see tooltips that describe them. You can also enlarge the application window or click one of the section drop-downs in the ribbon to locate a hidden feature.

• Tool Strip Select Review>Send For Review.

• Review Toolbar Click .

  To open the Review from the menu view, select View>Toolbars>Review.

• Local Toolbar Click .
• Right-Click If you have a TOC or browse sequence open, right-click the entry and from the context menu, select Send For Review.

The Send Files For Review Wizard opens. If you selected a topic that contains snippets, those snippets are also automatically added to the package.

(Optional) If you want to add more files to the package file, do the following:

1. Click .

2. Use the multi-view buttons to find the file(s) you want to add. If you want to add multiple files, make sure is selected.

   	Shows or hides the folders that the files are stored in.
   	Shows or hides the files. If you click this button when the Show Folders button is selected, the area splits into two halves. The folder is shown on the left side, and the files and subfolders within it are shown on the right.
   	Shows or hides hidden files and folders.
   	If the Show Files button is the only one selected, you can click this button to move up one folder level.

3. Find and select the file(s) you want to add to the package file. You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items. When you are finished click Open in the dialog.

(Optional) If you have overridden any default variable definitions for a particular target, and you want the reviewer to see that definition rather than the default one, click in the drop-down field and select it.

example

example

Let's say you have a variable called "UserGuideTitle," and your default definition for it in the Variable Set Editor is "User Guide A."

However, for some targets, you override that definition in the Target Editor so that it becomes "User Guide B."

Suppose you send a topic for review that has the variable inserted into it, and you keep the default variable selection in the Send Files for Review Wizard.

In that case, the reviewer sees the "User Guide A" variable definition.

On the other hand, in the Send Files for Review Wizard let's say you select a target that uses the alternate definition.

In that case, the reviewer see the "User Guide B" variable definition.

1. Click . The Conditional Text dialog opens.
2. You can include or exclude conditions in a couple of different ways. You can even use both:
   • Target Settings The easiest method is to click the Target Expressions drop-down and select a target in your project. The dialog is automatically populated based on the included and excluded conditions in that target.
   • Manual You can also complete this dialog manually. You can use the same steps that are used in the target for including and excluding certain condition tags. For more information about the Basic and Advanced modes, see Creating Basic and Advanced Tag Expressions.

3. When you are finished, click OK.

   example

   example

   Let's say you have a topic that looks like this, with four different conditions applied to content:

   

   In the Conditional Text dialog accessed from the Send Files For Review Wizard, you select Target Expressions and choose PDF/UserGuideA7X9.

   

   When the reviewer opens the file, this is what is shown:

   

   

• You can click in the Message area and edit or replace the default text.

  OR

• You can select a saved message from the drop-down list above the Message field.

  About the Saved Message Option The save option is useful if you repeatedly use the same email message text when sending files for review. Instead of retyping the same message each time you go through the wizard, you can click to type a new message, and then you can save it. After the message has been saved, you can select it from the drop-down list above the Message field. If you want to rename an email message, click .

Click Send. A message in Microsoft Outlook opens with the package file attached.

Note: The feature to open Microsoft Outlook and insert a review package works with 32-bit versions of Microsoft Office only, not 64 bit. If you are on a 64-bit system, you can save the review package and drag it into an Outlook email message.