2023.1:Review Queue (Object)

From Grooper Wiki

This article is about an older version of Grooper.

Information may be out of date and UI elements may have changed.

20252023.120232022

person_play Review Queue node objects are designated for human-performed tasks. They organizes the Review tasks that require human attention and can distribute these tasks among different groups of users based on the queue's settings. Review Queues can be assigned on the settings Batch Process level to filter work by an entire process or Review Activities at the edit_document Batch Process Step level to filter tasks at a more granular step-based level.

About

Review Queues allow further control of what Batches and tasks Grooper users have access to. You can control the work presented to users in the "Batches" and "Tasks" pages in the Grooper Web Client with Review Queues. This allows you to better filter work to your users by defining ACL settings for Batch Processes and/or steps in a Batch Process.

  • Imagine a situation where you have several Batch Processes running in your environment and several users reviewing work in Grooper. You may want to assign certain users to specific Batch Processes based on their experience with the kinds of documents in the document set or quality of their work.
  • Imagine another situation where you want restrict the kinds of review your workers do. Maybe one group only performs Data Review and another only performs Classification Review. Maybe any of them can do document scanning.

You can also think of this as a "soft security" measure. By filtering out work available to users, the Review Queue acts as a kind of gatekeeper, controlling what comes across a reviewer's desk.

⚠

Please note this is not a "hard security" measure. There are conceivable ways in which a user assigned a certain Review Queue may still be able to access Batch content that is outside of their queue. For true "hard security", the best practice is to isolate that work in a separate Grooper Repository and restrict user access in the Permission Sets settings configured on the root node. Click here for more information on Permission Sets in Grooper 2023.


The general steps to create a Review Queue are as follows:

  1. Add the users/groups to the Permission Sets list at the root node of the Grooper Repository.
    • BE AWARE: Users with "Design" page access will have full access to the Grooper Repository. These users will be able to access all Batches and Review tasks, regardless of whether or not a Review Queue is configured.
    • Review users will access work from either the "Batches" page or the "Tasks" page (or both). They should have "Batches" and/or "Tasks" page access but never "Design" page access.
    • For more information on Permission Sets, visit the Permission Sets article.
  2. Create a new Review Queue.
  3. Select which users you wish to add to the Review Queue.
  4. Then, the Review Queue can be implemented in one of two ways:
    1. On the Batch Process to filter work accessed from the "Batches Page".
      • Only Grooper Users listed in the Review Queue will be able to access Batches with that Batch Process in the "Batches Page" interface.
      • This will prevent users who are not members of the Review Queue from seeing any Batch using that Batch Process in the "Batches Page" interface.
      • Use this option if you want users to "pull" work from a list of active Batches.
    2. On a Review step of a Batch Process to filter work accessed from the "Tasks Page".
      • Only Grooper Users listed in the Review Queue will be able to start the Review task from the "Tasks Page".
      • This will prevent users who are not members of the Review Queue from seeing the Review task in the "Tasks Page".
        • Technically speaking, they will not be able to select the Review Queue using the Filter. They will only be able to select Review Queues they are a member of and the "default" queue.
        • Practically speaking, they will not see the Review tasks for that Review Queue.
      • Use this option if you want to "push" work to users, feeding them the tasks you want instead of allowing them to pick the Batches they want.

!!

BE AWARE!!

When using the Grooper web client, the logon account for the Grooper App Pool is effectively the user executing the Grooper application.

With this in mind, please consider the following:

  • The logon account tied to the Grooper App Pool must be tied to your domain in order to define user permissions when configuring Review Queues.
  • If you are not able to search for user or group accounts when using the web client, check to make sure the Grooper App Pool user has domain access.
  • If you see the error message <Deleted Account> in a Review Queue's user list, it's possible a Grooper designer with domain access previously set up the Review Queue, but the Grooper App Pool user does not have domain access.
    • This scenario is most common with environments upgraded from a previous version.

How To

In the following tutorials, we will show you how to create and implement Review Queues for a variety of scenarios. We will set up a number of Review Queues with the following individuals in mind:

  • Dylan - This is our Grooper designer. He will be creating the Review Queues from the Grooper "Design" page and implementing them.
  • Randall - This is a Grooper review user. He will have the most access rights. There won't be any review task he won't be able to perform.
  • Chris - This is a Grooper review user. He will have more limited access rights. There are some review tasks Randall will be able to do that Chris won't.
  • Matt - This is a Grooper review user. He will have the most restricted access. There will only be a handful of tasks he will be able to perform.


We will also use a number of Batch Processes to illustrate Review Queues. Any Review step has been highlighted. These processes should be familiar to you if you've reviewed the Web Client and User Guide articles already.

Batch Process Steps In Batch Process Valid Review Users

"OTC Forms"

  • This will be our "control" process. No Review Queues will be implemented for this Batch Process.

Steps in "OTC Forms" Batch Process


Any of our users will be able to process Review tasks.

"HR Docs - Packet Separation"

  • We will use this process to illustrate implementing Review Queues at the Batch Process level.

Steps in "HR Docs - Packet Separation" Batch Process


Only Randall will be allowed to process Review tasks in this Batch Process

"Invoices Process"

  • We will use this process to illustrate implementing Review Queues at the Review step level.

Steps in "Invoices Process" Batch Process


Only Chris and Randall will be allowed to process the "Classification Review" step of this Batch Process.

Only Randall will be allowed to process the "Data Review" step of this Batch Process.

"URLA Redaction"

  • We will use this process to illustrate what not to do when implementing Review Queues (or at least something that goes against general best practice advice).
  • It is generally considered best practice to implement Review Queues at the Batch Process level or the Review step level, but not both. This will avoid what could be considered user access inconsistencies.

Steps in "URLA Redaction" Batch Process

For this Batch Process, we will review which users have access to what Batches/Review steps in the #Security Considerations section of this article.

Create a Review Queue

⚠

  • Before creating new Review Queues in Grooper 2023, you will need to assign individuals or groups to configured Permission Sets. Without Permission Sets, anybody can access any part of a grooper repository, no matter what Review Queue they are assigned to. Make sure you restrict access first. Click here for more information on Permission Sets in Grooper 2023.
  • Grooper admins and designers should be given full access to all pages, including Design.  Users with Design access will have universal access to Batches and Review tasks, regardless of how Review Queues are configured.
  • Grooper reviewers should only be given access to the "Batches" and/or "Tasks" pages and NEVER the "Design page".  With "Design" access restricted, Review Queues will appropriately filter Batches and Review tasks to the user based on which Review Queue they are placed in.

Add a New Review Queue

  1. To add a new Review Queue, right-click the Queues folder.
  2. Select Add.
  3. Then, click on Review Queue.


A new window should pop up.

  2. Name the Review Queue.
  3. Press EXECUTE when finished.


  2. This will add the Review Queue to the Queues folder.

Next, we will configure the Review Queue by adding users to it, using the Performers property.

Add Reviewers to the Review Queue

Next, we will add reviewers to the Review Queue. When the Review Queue is implemented, it will restrict access to the Batch and/or Review tasks to the reviewers added. To do this, you will add a list of reviewers using the Performers property.

For example, we've added a Review Queue named "Classification Review". Of our three reviewers, Chris, Randall and Matt, we only want Chris and Randall to perform document classification review during a Review step. By adding Chris and Randall to the Review Queue (and not Matt) and implementing it on a Review step configured for Classification Review, this would present the Review task to Chris and Randall, but not Matt.


  1. Select the Review Queue in the Queues folder.
  2. Select the Performers property.
  3. Press the ellipsis button at the end of the property.


  2. This will bring up the "Performers" window.
  3. Use the search function at the top right to search for the individual or group you wish to add to the Review Queue. Click the person icon to the left of the search function to switch between groups and individuals.
  4. Add only the appropriate users/groups according to the Review Queue's function.
    • For our example, Chris and Randall are our classification reviewers. So, we've only added them to the Review Queue.
  5. Click OK when finished.


  2. Don't forget to Save the Review Queue when finished adding Performers.


Next, we will demonstrate how to implement Review Queues. Review Queues can be implemented in one of two ways:

  1. On the Batch Process to restrict work accessed from the "Batches Page" of the Grooper Web Client.
    • Only Grooper Users listed in the Review Queue will be able to access Batches with that Batch Process in the "Batches Page" interface.
    • This will prevent users who are not members of the Review Queue from seeing any Batch using that Batch Process in the "Batches Page" interface.
    • Use this option if you want users to "pull" work from a list of active Batches.
  2. On a Review step of a Batch Process to restrict work accessed from the "Tasks Page" of the Grooper Web Client.
    • Only Grooper Users listed in the Review Queue will be able to start the Review task from the "Tasks Page".
    • This will prevent users who are not members of the Review Queue from seeing the Review task in the "Tasks Page".
    • Use this option if you want to "push" work to users, feeding them the tasks you want instead of allowing them to pick the Batches they want.

Implement a Review Queue on the Batch Process Level

A Review Queue should be implemented on a Batch Process if you intend on reviewers pulling their own work using the "Batches Page". When you add a Review Queue at the Batch Process level, only users in that Review Queue will be able to access Batches with that process from the "Batches Page". If a user is not a member of that Review Queue, they won't even see the Batches listed.

To illustrate this, we will implement a Review Queue named "PII" set on the "HR Docs - Packet Separation" Batch Process. Only Randall will be listed in the Review Queue. If another user, for example Chris, uses the "Batches Page" to access work, any Batch using the "HR Docs - Packet Separation" process will not be listed.

This is a way of filtering work to individual users based on specific Batch Processes. Perhaps Randall is better trained to handle human resources documents than Chris. Considering they have Personally Identifiable Information (PII), Randall may be certified to view and review more sensitive data, whereas Chris may not be. Setting the Review Queue on the Batch Process level is a way to better ensure Chris pulls the right Batches for himself, when accessing work using the "Batches Page".


Set Up and Assign the Review Queue

  1. We have added a Review Queue named "PII"
  2. Using the Performers property, we have added a single user, Randall.


  2. Select the Batch Process you wish to assign the Review Queue to.
  3. Using the Batch Process Properties panel, select the Review Queue property.
  4. Using the dropdown list selector, select the Review Queue you wish to use.
    • In this case the one named "PII", listing only Randall as a performer.

⚠

Don't forget to publish changes to your Batch Process! If you add a Review Queue to a previously published Batch Process, those changes won't be reflected in production Batches until the Batch Process is re-published.

The Review Queue Performer's Perspective

Now that we've assigned the Batch Process a Review Queue, we can see the differences in users' perspectives from the "Batches Page". We will start with Randall's perspective, who is listed as a performer for the "PII" Review Queue (which is assigned to the "HR Docs - Packet Separation" Batch Process.

  1. When implementing Review Queues on the Batch Process level, you should access work from the "Batches Page" in the Grooper Web Client.


The "Batches Page" interface will filter out Batches based on a user's membership in any Review Queue defined on a Batch Process.

  2. Because Randall is listed as a performer for the "PII" Review Queue, he is able to see any Batches using the "HR Docs - Packet Separation" process.
  3. With this Review step listed as Ready, he could go ahead and process this task.
  4. Notice how we see at the top of the screen that 4 Batches are available to him.

Other Users' Perspective

For Reviewers who are not a member of the Review Queue, they will see something quite different when they use the "Batches Page". We'll look at things from Chris's perspective next. He is not listed as a performer for the "PII" Review Queue.


The "Batches Page" interface will filter out Batches based on a Reviewer's membership in any Review Queue defined on a Batch Process. The Batch using the "HR Docs - Packet Separation" process, is therefore not present in Chris's list of Batches.

  1. If the Reviewer is listed as a performer in the Review Queue defined for a Batch Process (or if no Review Queue is defined), the Reveiwer will see the Batch listed. Otherwise, they will not.
  2. Notice how at the top, this time the Reviewer only has 2 Batches available to him.

Implement a Review Queue on the Review Step Level

A Review Queue should be implemented on a Review step of a Batch Process if you intend on pushing work to reviewers using the "Tasks Page" of the Grooper Web Client. When you add a Review Queue at the Review step level, only users in that Review Queue will be able to process that Review step. If a user is not a member of that Review Queue, they will not be able to execute the Review step as configured in the Batch Process. If you have multiple Review steps in a Batch Process, they can each use their own Review Queues, based on the task at hand.

To illustrate this, we will implement two Review Queues: one named "Classification Review" set on a Review step intended to review document classification and another named "Data Review" set on a Review step intended to review document data extraction. Both Randall and Chris will be listed in the "Classification Review" queue, but only Randall will be listed in the "Data Review" queue. This means both Chris and Randall will be able to perform tasks using the "Classification Review" queue, but only Randall will be able to perform tasks using the "Data Review" queue. And our other user, Matt, wouldn't be able to do either.

This is a way of filtering work to individual users based on the types of work in a given Review task. Randall may be best trained in reviewing extracted data. There may be more stringent business requirements for a reviewer to even understand the data extracted. However, both Chris and Randall may be equally qualified to determine if a document was classified correctly. By putting Chris and Randall in the "Classification Review" queue but only Randall is put in the "Data Review" queue, you can ensure the right types of work suited to the individual are pushed across their desk when using the "Tasks Page" to filter their work.

Set Up the Review Queue(s)

In this tutorial, we will set two Review Queues on two Review steps of a single Batch Process.


  1. The first Review Queue is named "Classification Review".
    • This will be implemented on the same-named "Classification Review" step of the "Invoices Process" Batch Process.
  2. Using the Performers property, we've added two Reviewers.
  3. Both Chris and Randall have been added to the Review Queue.


  2. The second Review Queue is named "Data Review".
    • This will be implemented on the same-named "Data Review" step of the "Invoices Process" Batch Process.
  3. Using the Performers property, we've added one Reviewer.
  4. Only Randall has been added to the Review Queue.

Assign the Review Queue(s) to the Review Step(s)

  1. Select the Batch Process whose steps you want to assign the Review Queue to and expand to view the steps.
  2. Select the step you wish to add the Review Queue to. In this example we're going to select the "Classification Review" step.
    • Review Queues can only be added to steps whose Activity Type is the Review activity.
    • We've named this step "Classification Review". But its Activity Type is Review.


  2. Make sure you have the "Batch Process Step" tab selected.
  3. Open the dropdown list for the Queue Name and select the Review Queue you wish to use for the selected review task. We are going to select the "Classification Review" Review Queue.
    • In our scenario, we want Chris and Randall to be our users who perform document classification review. The "Classification Review" step is setup to do that (i.e. it has the Classification Viewer configured). The "Classification Review" queue has Chris and Randall listed as its performers. Therefore, we've set the "Classification Review" step's Queue Name property to the "Classification Review" queue.


If you have more than one Review step in your Batch Process, you will need to configure each one's Queue Name property separately. Otherwise the "default" queue will be used, which is to say any user will be able to access the review task for that step.

  1. Select the next Review step.
  2. Using the Queue Name property, choose the Review Queue you wish to use for the selected review task.
    • In our scenario, we want Randall to be the only user who reviews the results for a document's extracted data. The "Data Review" step is setup to do that (i.e. it has the Data Viewer configured). The "Data Review" queue has only Randall listed as its performer. Therefore, we've set the "Data Review" step's Queue Name property to the "Data Review" queue.

⚠

Don't forget to publish changes to your Batch Process! If you add a Review Queue to a previously published Batch Process, those changes won't be reflected in production Batches until the Batch Process is re-published.

The Review Queue Performer's Perspective

Now that we've assigned two different Review Queues to two different Review steps, we can see the differences in users' perspectives from the "Tasks Page". We will start with Randall's perspective, who is a member of both the "Classification Review" and "Data Review" queues.

  1. When implementing Review Queues on the Review step level, you should access work from the "Tasks Page" in the Grooper Web Client.


When accessing work from the "Tasks Page", tasks are filtered to the user based on Review Queues.

By default, the "default" Review Queue is used. This shows users a list of Review tasks with no Review Queue assigned in their Batch Processes.

  2. These Review steps do not have a Review Queue configured. We did not configure a Review Queue for the OTC Forms Batch Process.
  3. Conspicuously missing from the list are Batches using the "Invoices Process", which does have Review steps with Review Queues configured.
  4. In order to access work from these queues, we need to filter our work using the Task Filter. Click on the Task Filter. This will bring up the Task Filter window.


Using the Task Filter a user can select a single Review Queue. Executing the filter will present the user with any available Review tasks for the selected Review Queue.

  2. Click the hamburger icon at the end of the Queue property.
    • This will present the user with a dropdown list of any Review Queues they belong to.
    • For example, Randall has been listed as a performer for the "Classification Review", "Data Review", and "PII" Review Queues. So, he can choose to filter tasks from any of those queues.
  3. Select a Review Queue from the dropdown list (for this example we are choosing the "Classification Review" option).
  4. Click the "Save" button to apply the filter.


  2. With the "Tasks Page" filtered by the "Classification Review" queue, the user is only presented with ready Review tasks who have been configured to use that queue.
    • In Randall's case here, we have three ready "Classification Review" steps of the "Invoices Process" Batch Process.


If filtered by another Review Queue the user will be presented with a list of ready tasks using the selected queue.

  2. Here, Randall has filtered by the "Data Review" queue. So, he's able to process ready "Data Review" steps of the "Invoices Process" Batch Process.

Other Users' Perspective

Other users will see something different when they use the Tasks Filter in the "Tasks Page" interface. We'll look at things from Chris's perspective next. He is listed as a performer for the "Classification Review" queue, but not the "Data Review" queue or "PII" queue.


When selecting Review Queues to filter by, a user can only select a Review Queue if they are a member of the queue.

  1. Chris is only listed as a performer for the "Classification Review" queue. So, that is the only one he can select (besides the "default" queue).


  2. Matt is not listed in any Review Queue. So, he is only able to filter by the "default" queue, receiving only Review steps/tasks with no Review Queue assigned.

Security Considerations

Because Review Queues are a method of filtering work using Access Control Lists, you may think of them as a way of implementing security at a Batch Process or Batch Process Step level. To a certain extent, this is true, but Review Queues should be considered a "soft security" measure as opposed to a "hard security" measure.

If your intention is to truly restrict a user's capability to access a Batch's documents or even edit document classification or extracted data elements, there are ways in which Review Queues will fail to restrict user's access rights. If you want a "hard security" setup, you should utilize separate Grooper Repositories to isolate work and restrict a user's access to the Grooper Repository as a whole.

In this tutorial, we will demonstrate the limitations of Review Queues access restrictions.

Batch Step Level Limitations

In the previous tutorial (Implement a Review Queue on the Review Step Level), we demonstrated how to use Review Queues on Review steps to filter review tasks based on the type of work being performed step itself. We created a "Classification Review" queue for a "Classification Review" step and a "Data Review" queue for a "Data Review" step.

In our scenario, Chris was not a member of the "Data Review" queue, meaning when he used the "Tasks Page" to filter work, he couldn't select the "Data Review" queue. These tasks were obscured from him. However, that does not necessarily mean Chris could not edit a document's data. The way we configured things, Chris could have used the "Batches Page" to edit a document's data, under the right circumstances.


  1. Instead of using the "Tasks Page", Chris is going to access work using "Batches Page"
    • Again, if implementing Review Queues on the step level, Chris should be using the "Tasks Page" to access work, not the "Batches Page". The reasons for this should become apparent shortly.


Since no Review Queue has been assigned at the Batch Process level, Chris is able to see all Batches using the "Invoices Process" Batch Process in the list.

  2. This includes a Batch with a "Data Review" step ready for processing.
    • Even though Chris is not a member of the "Data Review" queue, he is still able to see the Batch in the list.
  3. However, if Chris tries to process the task by double-clicking the Batch, Grooper will not allow him to do so.
    • This is a good thing! We don't want Chris to perform "Data Review" based on how we configured our Review Queues.


So what's the problem? Chris can't edit the documents' data. Everything is good right?

Not necessarily. If the Batch is paused, the Batch can be opened. An opened Batch's documents can be edited in a variety of different ways.

  2. This Batch is now Paused.
  3. Since it is Paused, it can be opened.


Opened Batches can have their content accessed using the following Views:

  • Folder Viewer
  • Thumbnail Viewer
  • Data Viewer
  1. All Chris has to do to edit a document's data now is navigate to the Data Viewer tab.
  2. He can edit any data element he wants at this point.
  3. He can save any document's edited data too.


This is one way in which Review Queues fail to be a "hard security" measure. Even though Review Queues were used to break up work between "Classification Review" and "Data Review", there are circumstances where a reviewer can perform a function they aren't "supposed to". Be aware of this limitation around paused and then opened Batches.

Batch Process Level Limitations

You should also be aware Review Queues can start to behave in undesirable ways if you assign Review Queues at both the Batch Process and the Review Step level. Generally, it is best practice to choose one or the other, but not both.


  1. Imagine you have an created a Review Queue named "Image Review".
    • In our scenario, this Review Queue is typically assigned to Review steps using the Thumbnail Viewer to review results from an image processing step.
  2. Let's say all our users, Chris, Randal and Matt, are cleared for performing document image review.


  2. Now, let's imagine we're configuring Review Queues for another of our Batch Processes named "URLA Redaction".
  3. URLAs also contain Personally Identifiable Information which is more sensitive data. So, we might want to restrict who can process these Batches using our "PII" Review Queue.
    • Only Randall is a member of this Review Queue. He's done his PII compliance training. Truthfully, no user who hasn't completed PII compliance training should touch these Batches.


  2. What's going to happen if we assign the "Image Review" queue to a Review step?
  3. Here we have added "Image Review" queue to the "Image Review" step of the Batch Process.
    • Will Chris or Matt, who aren't members of the "PII" queue be able to access Batches with the "URLA Redaction" process? Conceivably, yes.


From the "Batches Page", it seems as if Chris or Matt would not have access to Batches with the "URLA Redaction" process.

  2. There is no Batch with the "URLA Redaction" process in the list.


However, from the "Tasks Page", it's a different story.

  2. Chris or Matt would be able to filter by the "Image Review" Review Queue.


  2. Remember, we configured the "URLA Redaction" process's "Image Review" step to use the "Image Review" queue.
  3. Because a Batch using the "URLA Redaction" process has an "Image Review" task ready for processing, Chris or Matt can see the task in their list and process it.

In this way, configuring Review Queues for both the Batch Process and a Review step can create what could be considered access inconsistencies.

Setting Up a Grooper Repository for Hard Security

The previous example is a good example of the need for separate Grooper Repositories as a "hard security" measure.

Truthfully, documents with PII data should be isolated from certain users view. Only users who are cleared to view and review sensitive data should even be given the option of looking at these documents. Instead of using Review Queues to filter work, the Batch Processes and Grooper assets involved (such as a Content Model) should be siloed into a second Grooper Repository.

With a separate Grooper Repository, you can lock down global access to its contents using the Permission Sets settings on the Root Node. So a preferable solution here would be to create another Grooper Repository and use that repository to process the more sensitive documents, locking down security at the repository level itself.


  1. For example, we could create a new Grooper Repository named "PII Compliance".
  2. We would restrict access to the Grooper Repository itself using the Permission Sets.
    • Only individuals that have been added to the configured Permission Set will be allowed to work within the repository. Click here for more information on Permission Sets.


  2. If another user outside of the Permission Set tries to access the repository, they will be presented with "ERROR Access Denied" at the top.
  3. Even though the rest of the home screen seems the same, if a user not in the permission set tries to click on any of the navigation buttons, they will not work. This will prevent them from accessing any Batch content in the repository whatsoever.

Retrieved from "https://wiki.grooper.com/index.php?title=2023.1:Review_Queue_(Object)&oldid=27283"