Making Document Revisions with Risk Reviews

This guide provides detailed instructions for uploading, managing, and tracking revisions of documents in Marketing Compliance.

Understanding the Revision Process

After a document has been reviewed and risks have been identified, you'll likely need to make revisions to address these issues. Marketing Compliance allows you to upload revised versions of your document while maintaining a complete history of changes and reviews.

Adding a New Revision

1. Make the necessary changes: This will be done outside of IntelligenceBank in the original format 
2. Open the Document: Click on the document in the Multi-Upload field to open it
3. Navigate to Markup Comments: Ensure you're viewing the document with the markup panel visible
4. Access Revision Option: Click the Add Revision button near the top of the markup panel
5. Upload Revised File:
   • Click to browse for your file or drag and drop it
   • The file name does not need to match the original document, but using a similar name helps with organization
6. Save the Revision: Click Save to submit the revision
7. Automatic Review: The revision will be automatically checked against the same rules as the original document.
8. Manual Review: If Manual is enabled on your Database you may need to click on the Risk Review button located in the File List on the Record

Best Practices for Document Revisions

Before Uploading a Revision

1. Review all risks and make necessary changes to your document
2. Keep track of what you've modified to help reviewers understand your revisions
3. Ensure your revised document maintains the same general format and structure
4. Make sure your revision is in a supported format (PDF, DOC/DOCX, PPT/PPTX, JPG/JPEG, PNG)
5. Verify that your file is under the size limit (50MB for documents, 20MB for images)

During the Revision Process

1. Wait for each revision to complete its review before uploading another
2. Don't remove sections that weren't flagged unless necessary
3. Ensure the same Filter categories remain selected for consistent rule application

Viewing and Managing Revisions

Accessing Revision History

1. Open the document in the markup panel
2. Look for the revision dropdown menu near the top of the panel
3. Select any revision from the dropdown to view that specific revision

Understanding Revisions

• Revisions in Markup Comments Guide
• Each revision is labeled sequentially (Revision 1, Revision 2, etc.)
• The most recent revision is displayed by default
• All risk reviews for each revision are preserved in the Review Comment Threads
• Select "Risk Review Threads" from the dropdown to see the complete history of reviews

Comparing Revisions

You can use the compare Revisions feature to review a new Risk Review Revision with a previous Revision. 

1. Navigate to the Review Request / Markup Comments page
2. Open the Versions / Revisions Tab, located at the top of the Comments panel. 
3. Select 2 of the files in the list.
4. Click the Compare button at the bottom of the list
5. Select the relevant Compare option

Revision Workflow Strategies

For Simple Documents

1. Address all issues in a single revision
2. Upload the revised document
3. Review new results and proceed to approval if no issues remain

For Complex Documents

1. Address high-priority risks (legal/compliance) in the first revision
2. Upload this first revision and verify those issues are resolved
3. Address secondary risks (brand, spelling) in a second revision
4. Continue this process until all risks are addressed

After the Final Revision

Once your document has no remaining unaddressed risks:

1. Request Approval: Click the "Request Approval" button on the List View
2. Select Approvers: Choose the appropriate reviewers based on your workflow if applicable 
3. Add Comments: Provide context about revisions made and any special considerations
4. Submit for Approval: Send your document through the approval process

Troubleshooting Revision Issues

• Same Risks Still Appearing: Ensure you've properly addressed the specific issue and saved your changes
• New Risks Appearing: This is normal if your revisions introduced new content that triggers rules
• Unable to Add Revision: Verify with your Admin that the "Revisions" feature is enabled for your upload field

For specific questions about revision capabilities, contact your administrator or support team.