Document Review and Approval using Microsoft Planner
Instructions to complete document reviews and approvals using the Microsoft Planner (Tasks by Planner) application integrated with Microsoft Teams.
Task by Planner Email Request Received
1. The email request from Microsoft Planner is automatically sent when approvers and reviewers are assigned to a task.
2. Open the Microsoft Planner email request to access the assigned review or approval task.
The email is labeled [EXTERNAL] in the subject line. It is safe to open.
The person sending the task is indicated in the email.
Is the Request to Review or Approve a Document?
To complete a document review, continue to Open the Review Task.
To complete a document approval, continue to Open the Approval Task.
1. Select the Open in Planner button.
2. Review the Due, Priority, and Notes section of the task card for important review information.
3. Select the document in the Attachments section to open the review document.
4. Continue to Review the Word Document.
1. Select the Open in Planner button.
2. Review the Due, Priority, and Notes section of the task card for important review information.
3. Select the document in the Attachments section to open the document.
4. Continue to Review the Word Document.
1. Thoroughly review the document for accuracy and clarity.
2. The Track Changes function is enabled for identifying changes and edits.
It is required to make changes and comments directly on the document to ensure visibility for all stakeholders.
3. Select File > Close. Changes are automatically updated with OneDrive.
Complete the Task in Planner
1. If there are no changes :
Reviews: Enter “Reviewed no changes” in the Comments field along with other relevant information as applicable.
Approvals: “Approved no changes” in the Comments field along with other relevant information as applicable.
2. If requesting changes that need to be reviewed enter "Change requested" in the Comments field along with other relevant information as applicable.
3. If requesting changes that do not need to be reviewed enter “Reviewed with changes” or “Approved with changes” in the Comments field along with other relevant information as applicable.
4. Attach any screenshots or additional files are needed in the Attachment section of the task or email the review requestor.
5. Select Send in the Comments section.
6. Select the circle next to your name in the Checklist section to complete the task.
Reference
Task card field descriptions:
Assign: Avatars for all assigned reviewers.
Label: Type of review: Annual Review or Update Review.
Bucket: Default is In Progress, the Procedure Analyst updates as needed.
Progress: Default is In Progress, the Procedure Analyst updates as needed.
Priority: Low, Medium, Important, or Urgent. The default is Medium.
Start Date: Date the review started.
Due Date: Date the review needs to be completed.
Notes: Information regarding the review.
Checklist: Lists all employees assigned to the task. Once the document is reviewed the reviewer checks off their name.
Attachments: Link to the review document.
Comments: Enter “Reviewed no changes”, “Reviewed with changes”, “Approved no changes”, “Approved with changes”, or “Change requested", including any other relevant review comments.