Lesson 26 minutesThe Lake Shuttle

Send a review copy

Make a review copy for one named reviewer, and know what it carries and what it leaves out.

Why it matters

Each review copy goes to one named person and carries a mark that ties it to this round. That is how VersionPoint knows whose edits came back, and why a file sent to the wrong person can't slip in.

Watch

1. Who is it for? One person, by name. Their name goes in the record, on the copy's file name and on every edit that comes back.
2. Their email (optional) is For the record only. VersionPoint doesn't send email; you send the file yourself.
3. What should they check? (optional): what you're asking them to look at. It stays on the document page while the copy is out.
4. Lock Track Changes on, unticked unless you tick it. Tracking is on in every copy either way; the lock stops the reviewer switching it off, but a locked copy can't be edited in Word in a web browser.
5. Make the copy makes the copy and downloads it.

Lock Track Changes, or leave it?

Every review copy goes out with Track Changes on. The lock only decides whether the reviewer can switch it off. Decide by how the reviewer will open the file, not by how much you trust them.

Either way, nothing slips through. VersionPoint compares the returned file with the copy it sent, word by word, so an edit made with tracking off is still listed, with a warning.

1. The file name says what it is, who it's for and which round: Lake Shuttle news release - for Riley Planner - round 1.docx.
2. What to do next: email it to Riley Planner yourself. Track Changes is on in it, and it carries no earlier notes or changes. (With the box ticked it says on and locked.)
3. Even if Track Changes gets switched off, VersionPoint compares the returned file with this copy word by word, so every edit is still listed.
4. Done closes the form.

What the copy carries, and what it leaves out

You never clean a review copy by hand. VersionPoint builds each one from the version, so the next reviewer sees the release and nothing else: not Riley's notes, not legal's questions, not the comments your office traded about it.

1. Out with Riley Planner, since when, and which round, with your note to them in quotes.
2. Bring back the returned file: for when Riley sends it back (lesson 4).
3. Download the copy again gives you the same copy, with the same mark, if it went astray.
4. Cancel round ends the round. A copy that comes back after that can't be brought in.
5. Send for review and Edit it yourself are gone while the copy is out. One copy is out at a time.
6. Rounds now starts with Round 1: Riley Planner, tagged Out. On Documents, the release is tagged Out with Riley Planner.

Try it

1. On the document page for Lake Shuttle news release, choose Send for review.
2. Choose Make the copy with Who is it for? empty. Your browser asks you to fill in the field, and nothing is made.
3. Type Riley Planner in Who is it for?, riley@example.gov in Their email, and Please check the schedule, the bus numbers and the grant name. in What should they check?.
4. Leave Lock Track Changes on unticked. Riley may open the copy in a web browser.
5. Choose Make the copy. The copy is downloading opens, says Track Changes is on in it, and Lake Shuttle news release - for Riley Planner - round 1.docx downloads.
6. Choose Done. The Out with Riley Planner banner shows your note in quotes.
7. Choose Download the copy again. The same copy downloads again. Your browser may ask whether to allow a second download, or add a number to the file name; either is fine.
8. Find the copy in your downloads folder and keep it. Lesson 3 uses it.

Check your work

Watch out for

Quick check

Pick an answer to see why it is or isn't right. Nothing is scored or sent anywhere.