Vodori FAQs
Vodori's Frequently Asked Questions page is a central hub where its customers can always go to with their most common questions. These are the 98 most popular questions Vodori receives.
Frequently Asked Questions About Vodori
Whats New [email protected]
Updated Annotation Experience
We streamlined the Viewer annotation experience to allow you to more easily view a document while you annotate.
No More Popups We removed the annotation popups that appeared on top of the document. Now you can add new annotations, edit annotations, and more using the Annotations panel. Annotation dots will continue to display on the document.
Smaller Annotation Dots By default, annotation dots are now smaller and transparent.
Clear Annotation Navigation Click anywhere on an annotation in the panel to scroll to its corresponding dot, and vice versa. When you do so, Pepper Flow applies an active style to both the annotation in the panel and the annotation dot.
Licenses
When navigating to App Administration, you will see a dashboard of license usage. From there, you can click to see a list of all accounts using the license.
General Maintenance
We made infrastructure changes to improve our ability to diagnose, test, and resolve issues.
Support
Visit our Help Center at https://help.vodori.com.
Live chat in Pepper Flow or from the Help Center.
Email to create a support ticket or to provide feedback.
NEW: In addition to English, our Help Center and email support is now available in Portuguese, Spanish, and Russian. Live chat is available in English and Russian.
About Pepper Cloud Release Notes
Release Notes provide the latest information about new features, updates to existing features and fixed issues. They also include adoption and support information to help get you started with your upgrade.
Vodori provides a functional, validated update to Pepper Cloud four times per year. Customers must update to the latest available version within ninety days of the release.
View ArticlePurpose
Release notes provide the latest information about new features, enhancements to existing features and fixed issues. They also include adoption and support information to help get you started with your upgrade.
Vodori provides a functional, validated update to Pepper Cloud four times per year. Customers are required to update to the latest available version within six months of the release.
Whats New
NEW PRODUCT LAUNCHES
Customers can purchase these products through their Vodori Account Executive. Requirements gathering, configuration, and licensing may incur additional costs.
Pepper Flow Digital Review
Pepper Flow Digital Review is an add-on product that allows users to annotate on and send web content for review using a Chrome browser extension.
Web pages can be configured as a new document type. Once added, users can start jobs on web content from the extension.
The extension has much of the same functionality available in the Pepper Flow Viewer, but optimized for web review. Functionality includes:
Starting and canceling jobs
Completing tasks
Managing assignees
Annotating with the annotation dot tool
Manually adding supporting documents
Completing details
The extension introduces an updated annotation experience. Outside of annotation dot placement, all annotation activity, such as replying and resolving, takes place in the side panel.
The extension also introduces a new screenshot tool. The tool gives users the option to take a screenshot of a full web page or the visible portion of a web page. Alternatively, users can upload their own screenshots. Screenshots can be deleted and viewed, and they are stored in the Pepper Flow Viewer for record-keeping.
Users can download screenshots of a web page from the extension, the Library, and the Viewer.
Jobs for web pages added through the extension can be accessed from the Library, Jobs board and notifications. When clicking on web content, users see an on-leave modal until they opt out.
OUT-OF-THE-BOX
These are standard features that do not require configuration.
User Management
The user management tool allows admins to add and edit users.
New users can be created for Pepper Flow and/or Pepper Folio.
User information can be edited, including:
Name
Email
Status (active/deactivated)
Authentication provider
Groups, which control user permissions
When a users groups are being edited, groups can be copied from an existing user.
Users can be activated or deactivated in bulk.
Users can be sorted by name, email, last login date and status.
Users can be searched by name and email address.
Users can be filtered by status, group, email domain and last login date.
User lists can be exported as a CSV.
Users with administrator permissions can navigate between Pepper Flow and the user management tool.
General
The Viewer has tools for zooming in, zooming out, and fitting content to the viewing area.
The Viewer supports more file types for annotation:
MOV and WMV videos
TIF and BMP images
Adobe Photoshop and Adobe Illustrator files
Microsoft Excel spreadsheets
Library cards do not display material type (promotional/reference).
Fixed Bugs and Maintenance
Feature
Issue
Resolution
Annotations
When clicking a link pointing directly to an annotation, users were not always taken to the annotation, only to the document.
When clicking a link to an annotation, users are now taken directly to the annotation.
Support
Visit our Help Center at https://help.vodori.com.
Chat live with Vodori in Pepper Flow or from the Help Center.
Email [email protected] to create a support ticket or to provide feature feedback.
Contact your Customer Success Manager for a demonstration of the new features.
View ArticlePurpose
Release notes provide the latest information about new features, enhancements to existing features and fixed issues. They also include adoption and support information to help get you started with your upgrade.
Vodori provides a functional, validated update to Pepper Cloud four times per year. Customers are required to update to the latest available version within six months of the release.
Whats New
OPT-IN
Customers can elect to use these features. Requirements gathering and configuration may incur additional cost.
Library and Jobs Board
Multi-select dropdowns can be used as filters.
Jobs
Jobs can include property update tasks, where users are asked to confirm or fill in metadata.
Jobs can include additional task types. These include task instructions and a modal where users select a resolution and provide additional comments.
Job tasks, including voting, can be completed with or without PIN confirmation.
All tasks can include instructions.
Voting can include a new vote option: Amend and Return. This option allows a job to go from the vote task to the initiator for edits, and then back to the reviewer(s) who cast the Amend and Return vote.
Properties can be auto-populated based on other field values.
Dropdown fields can allow for end users to create new values. Once a new value is created, other users will see it and be able to select it for that property. The new value can also appear in library and jobs board filters.
OUT-OF-THE-BOX
These are standard features that do not require configuration.
Library
Search includes helper text about keyword best practices.
When executing a search, results display by relevance.
Jobs
Each step of a job displays within a task panel. The task panel includes:
Task instructions
Buttons for starting a new circulation or completing a task, including voting
Assignees
A progress bar
A link to the manage assignees modal
The ability to open and close the panel
The manage assignees modal includes all tasks, including upload and in preparation. The modal also has new resolutions for non-vote tasks.
Messages for expiration jobs, extension jobs, distributions and canceled jobs have been revised to display in the task panel.
When selecting assignees for a job, users have the option to autofill fields with their most recent selections. This is a preference that can be saved.
Insights
The Completed Jobs report includes a Document ID column.
General
Browser tabs are more descriptive. They display either a page name (Library, Insights, etc) or, when in the Viewer, the document name.
Administrative
Bulk document imports can include supporting documents.
When importing documents from a different system, legacy display IDs can be retained.
Admin screens have been enhanced to aid customer configuration.
Fixed Bugs and Maintenance
Feature
Issue
Resolution
Annotations
When annotations were hidden because of an applied filter, they were still clickable on the document.
When annotations are hidden, they are not clickable.
Supporting documents
Users could not close the supporting documents modal while items were loading from the library.
Users can close the supporting documents modal while items are loading.
Library
Lifecycle dropdowns on document cards showed behind-the-scenes values instead of display values.
Lifecycle dropdowns show display values.
Manage assignees
When an assignee was removed from a group mid-job or deactivated, users would see errors when trying to edit the assignee.
Assignee status does not prevent users from editing assignees.
Support
Visit our Help Center at https://help.vodori.com.
Chat live with Vodori in Pepper Flow or from the Help Center.
Email [email protected] to create a support ticket or to provide feature feedback.
Contact your Customer Success Manager for a demonstration of the new features.
View ArticlePURPOSE
Release Notes provide the latest information about new features, enhancements to existing features and fixed issues.
They also include adoption and support information to help get you started with your upgrade.
Vodori provides a functional, validated update to Pepper Cloud four times per year. Customers are required to update to the latest available version within six months of the release.
Whats new?
OPT-IN
Customers can elect to use these features. Requirements gathering and configuration may incur additional cost.
The Library can be configured to hide expired documents display by default, though they can easily be accessed through the filter panel.
Introduced the ability for privileged users to change the content owner or effective date of approved documents without creating a new version.
For FDA submissions, different Form 2253 templates can be configured based upon product, regulatory contact, or other information.
Lifecycles can now be configured per document type.
OUT-OF-THE-BOX
These are standard features of Pepper Flow that work immediately with no configuration.
Library
The icons displaying document status in the Library, History, Details, Search, and Summary Reports have been revised.
Jobs
A user may now filter and sort annotations on a document, such as those added in the last day, or those provided by a particular user.
Initiators and Coordinators can indicate whether one or all of the chosen reviewers must vote for a particular role at the Select Reviewer step.
The user experience to add reviewers to an in-flight circulation is now consistent with the experience to select reviewers for a new circulation.
When multiple reviewers are participating in a review step, a user who has provided a vote in that step may now change that vote if any other reviewers have not yet voted.
Electronic signature is now facilitated using a 6-digit PIN instead of the user's password.
Users will be prompted to set their PIN when voting for the first time or can manage their PIN in their profile. This PIN is independent of a users access credentials and is unique to Pepper Flow.
The upload screen now lists what file formats can be annotated, in addition to the file size limitation.
A user can now carryover the prior version of a document when creating a new job.
URLs have been added as a supporting document type for linkage to files stored outside of Pepper.
Administrative
Enhanced ability for Vodori administrators to filter audits in Pepper Cloud Administration.
Fixed Issues
Includes bugs and maintenance
Feature
Issue
Resolution
Platform
Users cannot select or highlight text in the Library, Viewer, or Submissions screens.
Users can now select text in this areas of the application.
Form fields
De-selecting a picklist value that results in a required dependent form field results in an error when saving.
Users can de-select picklist values and select save without receiving errors.
Support
Visit our Online Help Center at https://help.vodori.com.
Chat live with Vodori directly in Pepper Flow or from the Online Help Center.
Email [email protected] to create a support ticket or to provide feature feedback.
Contact your Customer Success Manager for a demonstration of the new features.
View ArticlePURPOSE
Release Notes provide the latest information about new features, enhancements to existing features and fixed issues.
They also include adoption and support information to help get you started with your upgrade.
Vodori provides a functional, validated update to Pepper Cloud four times per year. Customers are required to update to the latest available version within six months of the release.
WHATS NEW?
OPT-IN
Customers can elect to use these features. Requirements gathering and configuration may incur additional cost.
The time in the date/time widget can now be configured to pre-populate so users no longer need to specify a specific time.
OUT-OF-THE-BOX
These are standard features of Pepper Flow that work immediately with no configuration.
Smart References
Smart references have been introduced to optimize the process of associating supporting documents.
Smart references analyze text substantiated by existing supporting documents and provide suggestions.
A user has the ability to accept or decline supporting documents the system suggests.
Jobs
When attaching supporting documents to a job, a user may now refresh the supporting documents dialog box without losing their in-progress selections.
Added general annotations, giving users the ability to comment about a job as a whole. This includes jobs with file types not supported by the viewer.
Supporting documents are now grouped in the side panel by References, Promotional, and Uploads.
Administrative
Added ability for Vodori administrators to post announcements that appear as dismissible banners in the library (e.g. potential system downtime).
Improved the Pepper Cloud Admin user interface to better enable monitoring of customer tenant data usage.
Updated versions of 3rd party software libraries used.
FIXED ISSUES
Includes bugs and maintenance
Feature
Issue
Resolution
Viewer
Upload button shown on Expiration/Extension jobs awaiting reviewers
Removed display of button in these jobs.
Viewer
Additional whitespace in annotation comments can misalign user mentions
Improved text wrapping to accommodate white space.
SUPPORT
Visit our Online Help Center at https://help.vodori.com.
Live chat with Vodori directly in Pepper Flow or from the Online Help Center.
Email [email protected] to create a support ticket or to provide feature feedback.
Contact your Customer Success Manager for a demonstration of the new features.
View ArticlePlease find below the Pepper Cloud Release Schedule.As each release date nears, your Customer Success Manager will work with your team to discuss the newly available features and determine when your organization would like to upgrade. End-of-life is the last day that version of Pepper Flow is supported and organizations must be upgraded to the next available version.Vodori will provide at least 90-days advanced written notice of any changes to the Release Schedule.
2020
Version 2020.01First available: January 24, 2020 End-of-life: July 29, 2020
Version 2020.04First available: April 10, 2020 End-of-life: October 14, 2020
Version 2020.07 First available: July 10, 2020 End-of-life : January 6, 2021
Version 2020.10First available: October 9, 2020 End-of-life: April 14, 2021
2019
Version 2019.01 First available: January 25, 2019End-of-life: July 24, 2019
Version 2019.04First available: April 12, 2019End-of-life: October 16, 2019
Version 2019.07First available: July 12, 2019End-of-life: January 8, 2020
Version 2019.10First available: October 24, 2019End-of-life: April 15, 2020
View ArticlePURPOSE
The Release Notes provide a high-level description of the latest information about new features, enhancements to existing features and fixed issues.
They also include adoption and support information to help get you started with your upgrade.
Vodori provides a functional, validated update to Pepper Cloud 4 times per year. Customers are required to update to the latest available version within 90 days of the release.
WHATS NEW?
OPT-IN
Customers can elect to use these features. Requirements gathering and configuration may incur additional cost.
FDA Submission preparation
Pre-populated date fields.
Dependent fields.
OUT-OF-THE-BOX
These are standard features of Pepper Flow that work immediately with no configuration.
Extractable audit trail (Activity Timeline)
The Activity timeline has been renamed to Audit trail.
The audit trail can be downloaded and exported to a .CSV file
New Annotations colors
A user can change the color of the annotation icon to better differentiate their comments
Delegation
A user can specify a deputy to perform tasks on their behalf for a set period of time.
Deputies can be set from the Profile area.
Use this feature when the user will be out of the office.
Self- service password and email change
A user can reset their password and change their email from the Profile area.
Email/password change requests are valid for 24 hours and must be verified by the user.
This feature is not applicable to users that sign in with an organization external authentication provider.
Add new reference points to approved references
A user can add reference points to an approved reference without commencing a revision job
SUPPORT
Visit our Online Help Center at https://help.vodori.com.
Live chat with Vodori directly in Pepper Flow or from the Online Help Center.
Email [email protected] to create a support ticket or to provide feature feedback.
Contact your Customer Success Manager for a demonstration of the new features.
View ArticlePURPOSE
The Release Notes provide a high-level description of the latest information about new features, enhancements to existing features and fixed issues.
They also include adoption and support information to help get you started with your upgrade.
Vodori provides a functional, validated update to Pepper Cloud 4 times per year. Customers are required to update to the latest available version within 90 days of the release.
WHATS NEW?
OPT-IN
Customers can elect to use these features. Requirements gathering and configuration may incur additional cost.
Added Active Directory support for user accounts for both authentication and esignature.
Added a new role granting a user the ability to participate in any job without having been selected as a collaborator.
OUT-OF-THE-BOX
These are standard features of Pepper Flow that work immediately with no configuration.
Supporting Documents
Supporting documents have been introduced to enhance the functionality and usability of reference linking.
Supporting documents can be added to a job at any time prior to a job completing.
A user may upload a supporting file directly to a job without requiring an additional workflow.
Annotations
Users may comment on any job they have permission to view, prior to the job completing.
Ability to collaborate with others through @user mentions. Mentions notify the selected user to follow-up in a comment feed.
When creating a reference point, highlighted text will automatically populate into the text box.
Audit Trail
Added new audit trail entries to capture supporting document activities.
The history of changes made to a comment is now captured in the Audit Trail.
Real-Time Updates
While viewing a document, a user is shown which other users are also viewing the same version and job.
Changes made by other users such as casting votes or adding comments now display within the viewer without requiring a refresh of the browser.
Administrative
Added ability for Vodori administrators to regenerate thumbnails.
Added ability for Vodori administrators to import and export configuration files across environments.
Other
Revised message styling, Bright red caution icon increases emphasis of the errorConsistent colors across all error messaging:Red - errorYellow - alertBlue - informationGreen - successful
An unsupported browser message notifies users if using a browser other than Chrome.
A document details report capturing metadata values is available on the Insights tab to all users.
FIXED ISSUES
Includes bugs and maintenance
Feature
Issue
Resolution
Viewer
Differences in display between an automatic PDF rendition and the uploaded MS Office file.
Added ability for Vodori administrators to upload a rendition of a file for display in the viewer.
Fonts
Limited font support contributing to display discrepancies for some MS Office files.
Created mechanism for Vodori administrators to add additional fonts for use by the thumbnailer. Added commonly used fonts to the existing set of fonts.
Form fields
Values pasted into form fields failing to save.
Values in form fields save regardless of how they were input.
Filters
Poor text wrapping causing long filter names to be difficult to read.
Improved text wrapping to accommodate longer filter names.
SUPPORT
Visit our Online Help Center at https://help.vodori.com.
Live chat with Vodori directly in Pepper Flow or from the Online Help Center.
Email [email protected] to create a support ticket or to provide feature feedback.
Contact your Customer Success Manager for a demonstration of the new features.
View ArticleCSV Separator Defaults in Pepper Flow
All CSV (Comma Separated Values) files exported from Pepper Flow will default to the North American standard settings for separators, a comma.In some regions (Europe, for example) CSV files downloaded from Pepper Flow will not open correctly and the data within will be displayed incorrectly.
This is due to regional computer settings that have default list separator options where files will either be read with a comma separator or semicolon separator. In Europe, the default is for the semicolon to be a delimiter instead of a comma.
The guides below walk through the process of adjusting your computer settings so that you can successfully view Pepper Flow's CSV files on either Windows and Mac OS.
Changing CSV Defaults on Windows
To change the CSV separator default for Windows:
Open the Windows Start Menu and click Control Panel
Open the Regional and Language Options dialog box
Click the Regional Options tab
Click Customize/Additional settings (Windows 10)
Type a comma into the 'List separator' box (, )
Click 'OK' twice to confirm the change
Changing CSV Defaults on Mac
To change the CSV separator defaults for Macs:
Navigate to yourSystem Preferencesand select theLanguage & Regionoption.
Click theAdvancedbutton in the bottom-right corner.
In theNumber separatorsoptions, change the decimal setting from acomma(, ) to aperiod( . )
ClickOKin the bottom right corner
Note:After you change the list separator character for your Mac or PC, all programs will use the new character as a list separator. You can change the character back to the default character by following the same procedures listed above.
View ArticlePepper Flow stores all previous versions of documents, including annotations.
View all previous versions
View most recently approved version
View all previous versions
Click "Library" in the navigation.
Select a document card. The document will open in the Viewer.
Click "History" in the bottom toolbar.
Select a job that occurred on a document version.
The Viewer will update to display the version and job you selected.
Document versions
View most recently approved version
When a new version of a document has been uploaded but not yet approved, you can easily access the most recently approved version from the library.
Click "Library" in the top toolbar.
Hover over the document status in the bottom left corner of the card.A dropdown will appear, displaying the current version and the previously approved version.
Click the approved version to open it in the Viewer.
Relatedhelp topics
Documents
View ArticleDelete an annotation or reference point
Edit an annotation or reference point
Delete an annotation or reference point
Hover over the the area under the X in the annotation to display the Prepare a job for review pencil and trash icons.
Click the trash icon to delete the annotation.
Edit an annotation or reference point
Hover over the the area under the X in the annotation to display the pencil and trash icons.
Click the pencil icon.
Update your comment.
When you're done, click "Update comment."
Related help content
Why can't I add or edit annotations?
Archived: Add an annotation
View ArticleSupporting documents are supplementary materials that facilitate the review process. Common supporting documents include journal articles, translation certificates and package inserts.
Supporting documents can be added when preparing a job for review. The "Supporting Documents" tab, located in the Annotations panel on the right of the Viewer, lists all documents that are being used to facilitate the review process for a promotional document.
Options for adding supporting documents
When adding a supporting document, you have four options to choose from:
" Smart Reference" will suggest reference points on promotional documents based on previous usage.
"From library" allows you to link references and promotional documents that have already been added to the library.
Use this option for documents that will be re-used across multiple promotional pieces.
Examples: journal articles, package inserts, regulatory documents, approved promotional documents
"Upload" allows you to add documents ad hoc from your computer.
Use this option for one-off pieces that support a specific job. Uploaded documents cannot be accessed in the library.
Examples: invoice for a branding item, briefing documentsto agencies, translation certificate
"URL"allows you to link to an external website.
Add annotations to a document
Related help topics
Add a supporting document to a promotional document
Set up a reference
View ArticleWhen you are assigned a review task, you should look at a few things prior to casting your vote.
Task details
Document
Annotations
Properties
Task details
In the task panel, view instructions related to the task. You can also see other users assigned to the task and a progress bar.
Click "Hide task details" to close the task panel while you review the document. When you have completed your review, open the task panel and cast your vote.
Document
Review the document. To hide annotations on a document, click the "Preview" toggle in the Viewers top toolbar.Click the Notifications double arrow icon in the top rightto collapse the Annotations panel.
Review a job with an unsupported file format
When reviewing a job with an unsupported file format, you must download the document from the Viewer, review the document outside of Pepper Flow, and return to the job in Pepper Flow to cast your vote. Leave annotations in the Annotations panel by clicking "Add general annotation."
Annotations
The Annotations panel on the right shows all annotations and supporting documents associated with the document in review. You may add new annotations or reply to existing annotations.
Properties
Click "Details"in the bottom toolbar to view all properties associated with the document and job. This screen includes information like geography and go live date. Content owners may also provide additional context, such as a reason for the documents creation.
Related help topics
Find tasks assigned to you
Voting
View ArticleThe Viewer provides annotation tools in the top toolbar. Use these tools to draw and comment on your document.
Annotation tools
Add a comment on the document
Add a general annotation
Reply to a general annotation
Change comment color
Mention another user in an annotation
Add a supporting document
Preview mode
Annotation tools
Add a supporting document to a promotional document Place an annotation anywhere on the document
Draw a box around a section of content
Draw an arrow to a section of content
Highlight a selection of text
Strikethrough a selection of text
Note: Certain document formats, such as .jpg files and other images, do not allow highlight or strikethrough of text.
Add a comment on the document
Open the document in the Viewer.
Select an annotation tool.
Mark the section youd like to associate with a comment.
Type in your comment. When complete, click "Add Comment."
Repeat steps 1-4 as many times as needed.
Add a general annotation
Add a general annotation when when you to provide general feedback about a document, or when reviewing a document that is not a supported file type.
Click "Add general annotation" in the Annotations panel.
In the annotation box that displays, enter your comment.
When you're done, click "Add comment."
The comment will display in the Annotations panel, alongside your other annotations.
Reply to a general annotation
In the Annotations panel, click the numbered circle for a general annotation.
In the annotation box that displays, enter your comment.
When you're done, click "Add Comment."
Change comment color
When adding or editing a comment, click on the colored dot in the top left corner.
Select the color you'd like.
Click "Add Comment."
Your comment color will default to the last color used.
Mention another user in an annotation
When adding or editing an annotation, click into the text area.
Type in the @ symbol and the first few letters of a users name.
A user dropdown will appear below the text area. Only users with permission to see the document will display.
Select a user by clicking their name or pressing the tab key.
Click "Add Comment."
By default, users will get an in-app () and email notification each time they are mentioned in a comment. However, users can turn off these notifications in the Notification Preferences section of their user profile.
Add a supporting document
See Add a supporting document to a promotional document.
Preview mode
To hide annotations on a document, click the "Preview" toggle in the Viewers top toolbar. Click the double arrow icon in the top right to collapse the Annotations panel.
Related help topics
Archived: Delete and edit annotations and reference points
Prepare a job for review
Review a document
View ArticleThe Jobs board provides an overview of all jobs in progress and recently completed jobs. Depending on your user role, you will see all jobs in the system or only jobs relevant to you. Job cards are ordered by due date or, when not available, by most recently updated.
Job card
Jobs board columns
Filter Jobs board
Job card
The Jobs board is made up of individual job cards. Each card provides details about an individual job.
Prepare a job for review
Document name
Document ID (version number)
Job type
Assignees completing the current task
Current task
Geography
Target approval date
Jobs board columns
As a job progresses through its tasks, its corresponding job card will move to the appropriate column.
Jobs board column
Definition
Starting
The job has some properties completed, and the document has an ID. No file has been uploaded into the system.
Preparing
The document has been uploaded. The content owner, initiator, and/or collaborators are filling in properties, adding supporting documents, and selecting assignees.
Reviewing
Assignees are voting and completing other job-related tasks. During vote tasks, assignees who voted have a circle on their avatar representing their vote.
Completed
The job has been approved, rejected, or canceled.
Filter Jobs board
Use quick filters to find jobs based on their activity or due date.
"Due in 5 days": Jobs that have a target date of five days from now.
"Past due": Jobs that have missed their target date.
"No recent activity": Jobs in which no one has taken action in the last five days.
"Action required": Jobs in which you have a task assigned. An orange bookmark will indicate assigned tasks.
Click "All Filters"to find jobs based on other information, such as products, geographies, or content owner.
Related help topics
Jobs
View ArticleUpdate the expiration date of a document by starting an expiration extension job.You can only extend the expiration for documents that have not yet expired.
Note: If you need to revise a document, create a new version instead.
In the Library, click on the document for which you'd like to extend the expiration date.
Click "More Actions"in the bottom toolbar.
Click "Extend Expiration".This may vary slightly depending on your organization's configuration. Notifications
On the Extend Expiration screen, specify the new expiration date and a reason for the extension.
Depending on your organizations SOPs, click"Done"or"Select Reviewers" in the bottom right.
Once the extension job is approved, the expiration date will be updated in the Properties screen. Information about the job will appear in the audit trail.
Related help topics
Modify a document
View ArticleYou can withdraw an approved document by starting an Expiration job.
Open the document you'd like to expire in the Viewer.
Click "More actions" in the bottom toolbar.
In the modal, select "Expire". This may vary slightly depending on your organization's configuration.
Fill out all required fields. Depending on your organizations SOPs, the document will be expired immediately or after it has been approved for expiration.
Documents
Related help topics
Notifications
Modify a document
View ArticleWith the right permissions, you can cancel a job at any time, whether or not votes have been cast. The job initiator, content owner, collaborators and coordinatorhave the ability to cancel a job. Canceled jobs retain all of the job and documents history, annotations, and details.
In the Jobs board, click the job card of the job you'd like to cancel.
Click"More actions" in the bottom toolbar.
Click "Cancel Job". Expire a document
Provide a reason for cancellation.
Click "Cancel Job".
Pepper Flow will update the job status to Canceled, and the job card will move to the Completed column on the Jobs board. The jobs initiator and collaborators will receive a notification about the cancellation.
Related help topics
Notifications
Viewer
View ArticleA job summary report is a consolidated view of information and events that occurred during a job.You can download one at any time for any job, including expired or canceled jobs.
Download job summary report
Information included in the report
Download job summary report
Click a document in the Library.
Click the download icon in the bottom toolbar.
Select "Download job summary" or "Download job summary with annotations"in the menu. See who else is voting on a job
The report will open in a new tab. Click "Print to PDF" in the upper right to save the report locally.
Information included in the report
A job summary report varies based on the status of the job. It can display the following, when applicable:
Job and document information, copied from the Properties screen
Selected assignees and their votes
If you select Download job summary with annotations, all unresolved annotations on the document will also be included.
Related help topics
Jobs
View ArticleThis article explains how to add annotations in the latest version of Pepper Flow. For older versions, see the archived article.
The Viewer providesannotation tools in the top toolbar. Use these tools to draw and comment on your document.
Annotation tools
Add a comment on the document
Add a general annotation
Reply to a general annotation
Change comment color
Mention another user in an annotation
Add a supporting document
Preview mode
Annotation tools
Add a supporting document to a promotional document Place an annotation anywhere on the document
Draw a box around a section of content
Draw an arrow to a section of content
Highlight a selection of text
Strikethrough a selection of text
Note: Certain document formats, such as .jpg files and other images, do not allow highlight or strikethrough of text.
Add a comment on the document
Open the document in the Viewer.
Select an annotation tool.
Mark the section youd like to associate with a comment.
Type in your comment. When complete, click "Add annotation."
Repeat steps 1-4 as many times as needed.
Add a general annotation
Add a general annotation whenwhen you to provide general feedback about a document, or when reviewing a document that is not a supported file type.
Click "Add general annotation" in the Annotations panel.
In the annotation box that displays, enter your comment.
When you're done, click "Add annotation."
The comment will display in the Annotations panel alongside your other annotations. Unlike annotations with an associated annotation dot,general annotations have no small white triangle on the left side when active.
Reply to an annotation
Click an annotation in the Annotations panel or an annotation dot.
Click "Reply."
In the text area that displays, enter your comment.
When you're done, click "Leave Reply."
Change comment color
When adding or editing a comment, click on the colored dot in the top right corner.
Select the color you'd like.
Click "Add annotation."
Your comment color will default to the last color used.
Mention another user in an annotation
When adding or editing an annotation, click into the text area.
Type in the @ symbol and the first few letters of a users name.
A user dropdown will appear below the text area. Only users with permission to see the document will display.
Select a user by clicking their name or pressing the tab key.
Click "Add annotation."
By default, users will get an in-app () and email notification each time they are mentioned in a comment. However, users can turn off these notifications in the Notification Preferences section of their user profile.
Add a supporting document
See Add a supporting document to a promotional document.
Preview mode
To hide annotations on a document, click the "Preview" toggle in the Viewers top toolbar. You can also use keyboard shortcuts, ctrl ; (PC) or ; (Mac).
Click thedouble arrow iconin the top right to collapse the Annotations panel.
Related help topics
Prepare a job for review
Review a document
View ArticleHere are common reasons you may be unable to add, edit or delete an annotation.
Your user role limits your ability to annotate during the current task.
The job is complete. You can only add, edit and delete annotations in an active job.
Youre viewing a previous version of the document. Use the history menu to navigate to the most recent job.
Youre viewing an unsupported file type. For unsupported files, use Add general annotation instead.
(If youre trying to edit or delete an annotation) The annotation or reference point was left by someone else. You can only edit or delete your own comments. The exception to this rule is users with Coordinator permissions, who can edit or delete any annotations or reference points in an active job.
Related help topics
Viewer
Add an annotation
See who else is voting on a job
View ArticleThis article explains how to delete and edit annotations in the latest version of Pepper Flow. For older versions, see the archived article.
Delete an annotation or reference point
Edit an annotation or reference point
Delete an annotation or reference point
Click on an annotation in the Annotations panel.
Click the Prepare a job for review ellipsis icon in the top right.
In the dropdown, select "Delete."
*Note that a deleted annotation's number will not be reused on the document. Annotations made after deleting an annotation will continue with the next sequential number.
Edit an annotation or reference point
Click on an annotation in the Annotations panel.
Click the ellipsis icon in the top right.
In the dropdown, select "Edit."
Update your comment.
When you're done, click "Update comment".
Related help content
Why can't I add or edit annotations?
Add an annotation
View ArticleDuring a job, someone may assign you tasks to help prepare or review a document. Pepper Flow will notify you about these tasks in a few ways.
Notifications
Jobs boardaction required filter
Notifications
By default, Pepper Flow sends email and in-app notifications alerting you of your task assignments. Each notification links directly to the jobs Viewer screen.
You can adjust your notification preferences in your User Profile.
Jobs board action required filter
On the Jobs board, each job card that requires action from you is marked with an orange bookmark in the upper right.
You can also filter the Jobs board to show job cards that require action from you.
Click "Jobs" in the navigation.
Click the "Action required" checkbox.
Notifications
Related help topics
Jobs board
Jobs
View ArticleJobs represent and record the workflow in which a document is reviewed and approved.
Job types
Locate job details
Job types
Jobs types represent the workflows in which you can review and approve a document. All documents must go through an approval job before they go through another job type.
Job type
Goal of workflow
Approval
Review and approve a document
Expire
Review and approve a document to be removed so it is no longer available for use
Extend
Review and approve a document to remain approved beyond its original expiration date
Distribute
Suggest a document for use in ageographical region
Localize
Modify, review, and approve document for ageographical region
Locate job details
Find information about a job, including the number of circulations, start date, initiator, collaborators, and job type, in the Viewer.
Click "Jobs"in the navigation.
Click ajob card. The job will open in the Viewer.
Click "Details" in the bottom toolbar.
You can also view other jobs on a document using the " History" menu.
Related help topics
Prepare a job for review
Jobs board
View ArticleWhen selecting users on the Manage Assignees screen, you must select at least one assignee for each required group. Required groups are marked with an asterisk (*).
Select assignees for a task
Autofill assignees
Select assignees for a task
Click "Add assignees".
In the popup, select the assignee(s) that should review your job.
If you select more than one user for a review group, determine whetherallof the assignees are required to review and vote, or if only one of the selected assignees needs to review and vote. By default, only one of the selected assignees will be required to review and vote.
Click "Update".
Repeat steps 1-3 for all groups. When you're done, click "Start review".
Autofill assignees
After you've selected assignees at least once, you will have the option to autofill groups based on your previous selections.
At the top of the screen, click "Autofill". Pepper Flow will autofill the groups it can based on your previous selections. You can still edit those selections as needed.
Optional: Check "Always autofill assignees" if you'd like Pepper Flow to autofill by default.
View ArticleDepending on your documents status and the current task, you will have to take different steps to modify a document.
Note: You cannot make edits (such as text updates) to the actual file using annotation tools. You must upload a new file.
Modify a document after its approved
Upload a new document while preparing a job
Modify a document after its approved
If you want to create a new version of an approved document, or you want to change properties on the Details screen, you must start a new approval job.
Open the document you want to edit in the Viewer.
Click "More Actions" in the bottom right corner of the toolbar.
Click "New Version". This option may vary slightly depending on your organizations SOPs. Cancel a job
Complete the required fields on the Start Job screen.
Click "Save & Generate ID". Pepper Flow will generate a document ID.
Click "Continue".
To upload a file, drag the file into the Viewer upload area, or click within the dotted line. If you only need to update properties, click "carry over the existing file".
Your file will display in the Viewer. Instructions on how to prepare the document will appear in the task panel.
Add annotations or supporting documents as needed.
Click"Details" in the bottom toolbar and fill out the required fields.
Once complete, click "Save and close details".
Click "Continue" in the task panel to assign tasks to your team.
Fill out all of the required fields on the Manage Assignees screen.
Click "Start Review".
Your job will progress to the next task. Assignee(s) will be notified that a task has been assigned to them.
Note: If an approval job is already in review, you cannot start a new approval job without canceling the in-progress job, or waiting until the in-progress job is complete.
Upload a new document while preparing a job
In the Viewer, click "Upload" in the bottom toolbar.
To upload a file, drag the file into the Viewer upload area, or click within the dotted line. Click "Cancel"to return to your current file.
Your new document will display in the Viewer.
Continue preparing the document for review.
Note: When using theupload feature, all annotations you made on the document youre replacing will be removed. Supporting documents will persist in the Supporting Documents tab.
Related help topics
Prepare a job for review
Expire a document
View ArticleIn the Library or Jobs screen, click "Start Job" in the upper right.
Select the approval job you need for your document. The jobs available in the menu are based on your permissions and company's configuration. Viewer
Complete the required fields on the Start Job screen.
Click "Save & Generate ID".Pepper Flow will generate a document ID.
Click "Continue".
To upload a file, drag the file into the Viewer upload area, or click within the dotted line.
Your file will display in the Viewer. Instructions on how to prepare the document will appear in the task panel.
Add annotations or supporting documents as needed.
Click "Details"in the bottom toolbar and fill out the required fields.
Once complete, click"Save and close details".
Click "Continue"in the task panel to assign tasks to your team.
Fill out all required fields on the Manage Assignees screen.
Click "Start Review".
Your job will progress to the next task. Assignee(s) will be notified that a task has been assigned to them.
Related help topics
Training video: Start a job
Jobs
Documents
View ArticleSmart Reference suggests references for promotional documents based on previous usage. When selecting Smart Reference, Pepper Flow will compare the text in your new document with previously linked claims and identify similar phrases. If matches are found, Pepper Flow will suggest references that you can choose to accept or decline.
Before you start
Run Smart Reference
Why didnt Smart Reference have any suggested references?
Before you start
Smart Reference relies on previously highlighted claims in your promotional documents to make suggestions. Therefore, for the tool to work, you and your team need to start highlighting text and adding references to your supporting document annotations.
Run Smart Reference
Click the "Supporting Documents" tab and select "Smart Reference."Pepper Flow will compare the text in your new document with all previously linked reference claims and identify similar phrases. Supporting documents
Pepper Flow will display a dialog box stating We found XX reference suggestions. Click "View suggestions."
Review each suggested reference or reference point and select one of the following options:a) "Reject."The annotation will not be added to the document.b) "Accept." Pepper Flow will automatically add theselected annotation to the document.
Continue to accept or reject individual reference suggestions. Alternatively, you can select "Accept all" or "Im done" at the bottom of the viewer.
Why didnt Smart Reference have any suggested references?
When running Smart Reference, you may not get any results.
There are a few reasons this could have occurred:
You haven't used the highlight tool to link text in promotional documents to supporting documents. The Smart Reference tool will only provide suggestions based on previous linked references that were created using the highlight tool.
You haven't added references to the Library. The Smart Reference tool only uses documents added from the Library, not uploads or URLs.
The Smart Reference tool didnt find any matches. The algorithm used to determine suggested references takes many things into account, including the number of times a reference has been used, the number of words highlighted, and the order of the words.
File type. Flow will only suggest references for text that it can identify. If text is embedded in an image or graphic, Flow will not identify that text and will not provide suggested references.
Related help topics
Set up a reference
Add a supporting document to a promotional document
View ArticlePepper Flow supports general and specific supporting document relationships to aid in the review process.
Where to add supporting documents
Add a supporting document from the library
Upload a supporting document
Add a URL as a supporting document
Where to add supporting documents
When you are preparing a job for review, you can add supporting documents in two places:
In the Annotations panel : Use this option when a supporting document only relates to a promotional document in general, not to a specific place on the promotional document. Supporting documents added in this way will only appear under the "Supporting Documents" tab in the Annotations panel.
To an annotation : Use this option when a supporting document needs to be associated with a specific area in the promotional document. Supporting documents added in this way will appear under both the "Annotations" tab and the "Supporting Documents" tab in the Annotations panel.
Add a supporting document to the Annotations panel
Open the promotional document in the Viewer.
Click "Supporting Documents"in the Annotations panel on the right.
Click "Add supporting documents".
A dropdown will open. Select whether youd like to use the Smart Reference tool, add a reference or promotional document from the Library, upload a file, or link to a URL.
Whycan'tI comment?
Add a supporting document to an annotation
Open the promotional document in the Viewer.
Add an annotation by using one of the annotation tools.
Click thelink icon in the bottom left.
A dropdown will open. Select whether youd like to add a reference or promotional document from the Library, upload a file, or link to a URL.
Add a supporting document from the Library
To begin adding a supporting document from the library to the Annotations panel or to an annotation, select "From library" in the dropdown.
A dialog box will open. It contains the following:
Search bar. You can search by document name or by reference point text.
Filter dropdown. By default, the list is filtered to references.
Sortable columns. By default, the list is sorted by the most frequently used documents.
Parent documents. Select the checkbox next to the document name if youd like to add a whole document as a supporting document.
Reference points. For references with reference points, open this accordion to see the available points and add them.
New reference point. If youdon'tsee the reference point you need, click this link to open the reference and add a new point.
Add new document to library. If you forgot to add a supporting document that belongs in the library, use this shortcut to start a new job.
Select the checkbox next to the document or reference point youd like to add. You can select several documents or points. Once youre done, click "Add".
Your selected documents and reference points will appear in the Annotations panel and, if applicable, in the annotation.
Note: Reference documents are uploaded into Pepper Flow by starting a job. You must set up a reference prior to adding a reference point to a document.
Upload a supporting document
To upload a supporting document to the Annotations panel or to an annotation, select "Upload" in the dropdown.
A dialog box will open. Click "Select files".
Add the files you want to upload from your computer.
Afteryou'veadded your files, you will see a table with the files listed. By default, the file name will be used, but is editable. Choose a name that will make sense to your reviewers, and add helpful descriptions when needed.
Click "Add". Pepper Flow will upload all of your files.
After all of your files have been uploaded, press "Close".
Your uploaded documents will appear in the Annotations panel and, if applicable, in the annotation.
Add a URL as a supporting document
To add a URL as a supporting document to the Annotations panel or to an annotation, select "URL"in the dropdown.
A dialog box will open. Add a name and URL for each item youd like to add.
Click "Add".
Your URLs will appear in the Annotations panel and, if applicable, in the annotation.
Related help topics
Set up a reference
Supporting documents
Delete and edit annotations and reference points
View ArticleUse zoom to view your documents in greater detail. By default, documents will display at 100% of the width of the document viewing area.
To zoom in:
Click Viewer plus iconin the bottom toolbar.
Continue clicking to zoom in to 500% magnification.
Use the scroll bars along the bottom and right sides of the viewing area to move around the document.
To zoom out:
Click minus iconin the bottom toolbar.
Continue clicking to zoom out to 25% of the documents original display.
If you are zoomed out/in and want to return to the documents original display, click the arrowsin the bottom toolbar.
Related help topics
View ArticlePepper Flow displays all reviewers who will vote on a job in several places.
Vote colors
Group avatar
Job card
Viewer
Audit Trail
Manage Assignees
Job Summary Report
Vote colors
When a reviewer has voted, Pepper Flow displays a colored dot representing the reviewer's vote in the bottom corner of their avatar on the corresponding jobs card and in the Viewer. If a reviewer has not cast a vote, no dot will appear on their avatar.
Color
Vote
Green
Approved
Blue
Amend & Progress
Purple
Amend & Return
Yellow
Amend & Resubmit
Red
Rejected
Group avatar
If a group is assigned to a task, you will see the Review a document group avatar in place of a user avatar. Once someone in the group accepts the task, the assigned user's avatar will replace the group avatar.
Job card
When a reviewer has voted, Pepper Flow displays a colored dot representing the reviewer's vote in the bottom corner of their avatar.
In the screenshot example below, the first reviewer voted Approve. The other two reviewers have not yet voted.
Viewer
When a job is in review, all reviewers appear in the task panel. When a reviewer has voted, Pepper Flow displays a colored dot representing the reviewer's vote in the bottom corner of their avatar.
In the screenshot example below, the second reviewer voted Approve. Neither the third reviewer nor a member of the group has voted.
Audit Trail
See specific information about each voter and their vote in the "Audit Trail", including the time and date of the vote.
Open the document in the Viewer.
Click "Details" in the bottom toolbar.
Click the"Audit Trail"tab near the top toolbar.
Manage Assignees
See all the job assignees in the Manage Assignees dialog box.
Open a document in the Viewer.
In the task panel, click "Edit" next to the assignees' avatars. You can also click the task count next to the progress bar.
Job Summary Report
Reviewers and any votes cast are also included as part of the Job Summary Report.
Related help topics
Voting
Edit assignees
View ArticleThe properties tab of the Details modal records all information for jobs and documents.To access properties, click "Details" in the lower left of the Viewer.
Property types
Update properties
Property types
Pepper Flow groups properties into three types.
Property type
Description
Job overview
This information is specific to the job. Examples include job type, job start and completion date, job initiator, and number of circulations.
Document info
This information is specific to the document. Examples include file type, file size, expiration date, content owner, and method of dissemination.
Collaborators
Collaborators are users who can make edits to the job prior to the review process.
Update properties
Properties can be updated by the initiator or collaborators when a job is in the preparing task. Some properties may also be editable when a job is in a property update task.
Open a document in the Viewer.
Click "Details"in the bottom left.
Update any editable fields. Fields marked with an asterisk (*) are required.
Click "Save and close details"to save your changes, or click "Cancel"to revert all changes.
Note: Some details cannot be edited, either becausethey'reautomatically generated (file type, file size, version) or becausethey'reonly editable on the Start Job screen. Your organizations configuration will dictate which fields are editable on the Start Job screen and which are editable in the properties screen.
Related help topics
Viewer
Documents
Jobs
Prepare a job for review
View ArticleReferences are uploaded into Pepper Flow by starting a job. Depending on your organizations SOPs, the reference may go through a review before it is approved in the Library.
Upload a reference
Create reference points
Where referenced
Upload a reference
In the Library, click "Start Job."
Select "Reference." This option may vary depending on your organizations SOPs.
Complete the required fields on the Start Job screen.
Click "Save & Generate ID."Pepper Flow will generate a document ID.
Click "Continue."
To upload a file, drag the file into the Viewer upload area, or click within the dotted line.
Create reference points as needed. When you're done, click "Complete task"in the task panel.
Create reference points
Create reference points so you can later add reference points as annotations in your promotional document during the job preparation stage.
Open your reference in the Viewer.
Click to add a new annotation, or select a tool in annotation toolbar. Mark the section youd like to associate with the reference point.
Tip: If you select the highlight tool, the text you highlight will automatically be used as the reference point.
Add any supporting text needed for the reference point and click "Add Annotation." Search and filter documents
Repeat steps 2-3 to add as many reference points as you need. When you're done, click "Complete task"in the task panel.
Where referenced
See all documents in the Library that link to a particular reference or reference point. This can help when you are reviewing a reference that is approaching expiration or uploading a new version of a reference.
Find all documents using a reference
Open the reference in the Viewer.
Click the "Where referenced"link in the Annotations panel.
Find all documents using a reference point
Open the reference in the Viewer.
In the Annotations panel, click a reference point.
Click theellipsis icon in the top right and select "Where referenced."
Note: If you are using version 2019.07 or older, hover over a reference point and click "Where referenced" instead.
You will be taken to the Library. The documents that link to that reference or reference point will be displayed in the results.
Relatedhelp topics
Add a supporting document to a promotional document
Supporting documents
View ArticleCreate, update, and deactivate Pepper Flow and Pepper Folio users in the user management screen. Only system administrators have access to User Management.
Access User Management
Find users
Add new users
Edit existing users
Deactivate users
Activate users
View account audit
Access User Management
If you have the appropriate permissions, you will be able to access the user management screen.
Log in to Pepper Flow.
In the navigation, click the dot grid icon.
Select "App Administration."
If you're on the newest version of Pepper Flow, click "User management" in the navigation.
Find users
All registered users will appear in the table by last name, first name, email, groups, last login date, and status. Sort the table by clicking the applicable column headers. Use the filters and search at the top of the page to locate specific users.
Add new users
To grant access to a new Pepper Flow and/or Pepper Folio user:
Click "New user" in the upper right of the User Management screen.
In step 1, fill out general user information, select user status, and select an authentication provider. Click "Continue."
In step 2, select the appropriate group(s). Each group contains a description and a count of the active users within that group. Click on the count to open a modal containing the groups users.
Alternatively, copy the groups of an existing user. Click "Copy existing user" to open a modal in which you select the user you would like to copy.
When you are done setting up the user, click "Complete."
Edit existing users
Locate the user you would like to edit in the table.
Click "Edit."
Update the applicable information.
Click "Continue" to update user groups.
When youre done, click "Complete."
Deactivate users
To deactivate one user:
Locate the user you would like to deactivate in the table.
Click the ellipsis icon and select "Deactivate."
To deactivate multiple users:
Select the checkbox next to the users' names.
In the dark grey toolbar, select "Deactivate users."
Activate users
To activate one user:
Locate the user you would like to activate in the table.
Clickthe ellipsis icon and select "Activate."
To activate multiple users:
Select the checkbox next to the users' names.
In the dark grey toolbar, select "Activate users."
View account audit
Account audits show the full history of a user's account information and permissions.
Find the user for which youd like to view the account audit in the table.
Click the ellipsis icon.
Select "View account audit."
View ArticleThe Licenses screen provides an overview of the licenses in use by your company.
Access Licenses
If you have the appropriate permissions, you will be able to access the Licenses screen.
Log in to Pepper Flow.
In the navigation, click the User profile dot grid icon.
Select "App Administration" to go to the Licenses screen.
View which users are utilizing a license
On your Licenses screen, find the license youre interested in.
Click View users.
The link will take you to the User Management screen with the appropriate license filter applied.
Alternatively, you can filter the user list.
In the navigation, select User management.
At the top, click the License filter dropdown and select a license.
What can I do if I run out of licenses?
As you add or edit users, you may find thatyou'verun out of licenses. You have two options if youd like to provide a license to another user:
Contact your CSM to purchase licenses.
If youre not ready to purchase licenses, you can deactivate users currently utilizing a license.
Related help topics
User Management
View ArticlePepper Flow provides a variety of operational insights to identify ways to improve performance.
Access Insights
Report types
Run a report
Access Insights
Depending on your user permissions, you may or may not have access to the reporting capabilities in Pepper Flow.
Jobs
Report types
Report type
Description
Completed Jobs
View each individual job, including the document name, job type, content owner, job start and completed dates, and the final vote status of the job.
Document Details
View a custom set of properties for specific documents. Select the properties you want to see, such as product or country, before generating your report. The columns that appear in the report are tailored to your organizations SOPs.
Expiration
View documents approaching their expiration during a specified date range. The report includes the document name and ID, content owner, current document status, and when the document is scheduled to expire.
Job Type
View the number of jobs started and completed by type, as well as time to approval, number of circulations, and jobs not completed by their target approval date.
Reviewers
View each reviewers workload and their voting tendencies. The report includes each user separated by role, number of approvals theyve been assigned and completed, their average review time, and number of times theyve voted Approve, Amend & Resubmit, Amend & Return, Amend & Progress, and Reject.
Run a report
Click "Insights"in the navigation.
Select the report youd like to run andclick "Continue".
Specify the appropriate report criteria and click "Continue".
Once the report is generated, you can do a few things:
To download the report, click "Download CSV".
To run the same report with different criteria, click "Edit details".
To run a different report, click "Run new report".
Related help topics
Documents
View ArticleWhen a user sets you as their delegate, you can access their account to perform actions on their behalf. When accessing their account, any actions you perform (voting, starting a job, commenting) will be audited as an action you took on their behalf. Multiple users can set you as their delegate over the same time period.
Access your delegator's account
Perform tasks as a delegate
Return to your account
Access your delegators account
When you have an active delegation period, the navigation displays multiple avatars in the top right.
Click on your user avatar in the top right.
Under Work on behalf of, click on the delegators name. User profile
Pepper Flow will take you to the delegators Jobs board. From there, you can navigate Pepper Flow as that user.
Perform tasks as a delegate
As a delegate, you can perform any actions your delegator has permissions to do. Your name and your delegator's name will be attached to the actions you perform for auditing purposes. That includes any comments you add, jobs you start, or votes you make.
Return to your account
While working on behalf of a delegator, you will see a blue bar at the top of the screen as a reminder that you are completing working as someone else.
Return to your account by doing one of the following:
Click "Back to your account"in the blue bar at the top of your screen.
OR
Click the user icon in the top right corner.
Select "Back to my account."
Related help topics
Set delegation
View ArticleWhen youre going to be unavailable for a set amount of time, set a delegate to perform tasks on your behalf. A delegate can access Pepper Flow on your behalf to start jobs, vote and comment on jobs you have access to, and generally perform any actions that you have permissions to do for the entire selected time frame.
Set your delegate
End your delegation
Extend your delegation
Set your delegate
Open your user profile.
Select the "Delegation" tab.
Click "New delegation period".
In the dialog box, select a date range for the delegation and the user youd like to delegate your tasks to.
Click "Save changes".
Perform tasks as a delegate
Your delegate will receive an email notification about the upcoming delegation and an email on the day the delegation begins.
Note: You can set multiple delegation periods and assign them to different users, but the set dates cannot overlap.
End your delegation
Your delegation will automatically end on your selected end date. At that point, your delegate will no longer be able to perform tasks on your behalf.
You can end your delegation early by doing one of the following:
ClickEnd delegation periodin the blue bar at the top of your screen.
OR
Open your user profile.
Select the "Delegation" tab.
Click "Cancel delegation".
Extend your delegation
If you need to extend the date range for an active or upcoming delegation, do the following:
Opening your user profile.
Select the "Delegation" tab.
Click "Change end date" on the delegation youd like to extend.
Select a new date and click "Save changes".
Related help topics
User profile
View ArticleWhen a document is distributed to your area, you must review it and determine if youd like to use it in your area. If you accept the distribution, you then upload a localized version of the file or use an identical copy of the original. In either case, you will also need to route the document for approval in your area. If you decline the distribution, the document will not be copied to your area, and no additional actions are required.
Accept a distribution
Decline a distribution
Accept a distribution
Open the distribution job in the Viewer.
Review the document and document properties.
If you decide you'd like to use this document, click "Accept Distribution" in the task panel. Types of distributions
On the next screen, complete the properties.
Click "Save & Generate ID" to start a new local approval job.
Decline a distribution
Open the distribution job in the Viewer.
Review the document and document properties.
If you decide not to use this document, click "Decline Distribution" in the task panel.
No further actions are required, and the job will be removed from your Jobs board.
Related help topics
View ArticleSend approved files to other users in your organization for them to adapt and use. The way you send files depends on your organization. For example, you may send content from one geographic area to another, or from one department to another.
For example, the U.S. team at an organization creates and approves a brochure. Once approved, they distribute the brochure to the Brazil team. The Brazil team then chooses to accept or decline the file based on their needs. If they accept, they can localize and route for approval in Brazil.
Distribution vs. localization
Automatic distribution
Manual distribution
Localization
Distribution vs. localization
To share content with an area for which you do not manage, use distribution. Distribution shares content with area managers, who decide whether theyd like to accept or decline the content.This is commonly referred to as a push distribution because you are pushing content to other groups to use. If the area managers accept, they will then go through localization.
To adapt content approved for your area, use localization. Localization copies a document from the parent area and allows you to make changes for your area as needed. This is commonly referred to as a pull distribution because you are pulling content that other groups have approved to use in your area.
Automatic distribution
Automatically share a document with other areas as soon as it's approved.
While preparing the job, select the area(s) you would like to distribute the file to in the Properties. Review a distribution
Route the job for approval.
Once approved, the file will be distributed to the selected area(s), and the area managers will receive a notification that they have a distribution available to them.
Manual distribution
Share a document with other areas after it's approved.Manual distribution functions similarly to automatic distribution, but does not require you to select which areas to distribute to prior to review.
Open the file you would like to distribute in the Viewer.
Click "More Actions" in the bottom toolbar.
Select "Distribute". This option may vary depending on your organization's configuration.
On the next screen, choose the area(s) youd like to distribute the file to.
Click "Start Distribution".
Once the file has been distributed, the area managers will receive a notification that they have a distribution available to them.
Localization
Copy and adapt approved content for your area.
Open the file you would like to distribute in the Viewer.
Click "More Actions" in the bottom toolbar.
Select "Use Locally".This option may vary depending on your organization's configuration.
On the next screen, complete all required properties.
Click "Save & Generate ID".
Related help topics
View ArticleWhen selecting assignees, an initiator may assign a review task to a group. If you are a member of that group, you can accept the task on behalf of the group.
Open the job in the Viewer.
In the task panel, click "Accept Task." See who else is voting on a job
Once accepted, the review task will be assigned to you, and your avatar will replace the group avatar.
Related help topics
Voting
Review a document
View ArticleGenerate an auto-populated 2253 form using your organization's templates and the properties of documents in a submission.
Create a new submission or open an existing submission.
Click "Download"in the top right.
Select the template you'd like to use. These are based on your organization's configuration. Update a submission
By default, the download includes all files included in the submission.If you'd like to download the form only, check "Download 2253 form only".
Click "Download".
Related Articles
Create a submission
View ArticleOnce you have created a submission, you can add/remove files, edit the submission name, download the files included in the submission (with or without a pre-populated 2253 form), and update the submission status.
Edit a submission name
Add files to a submission
Remove files from a submission
Update a submission status
Edit a submission name
By default, submissions are named based on the date they were created. The name of a submission can be edited at any time prior to the submission being marked as Ready for dissemination. To update the name:
Open the submission you'd like to update.
Next to the name of the submission, click "Edit Name". Generate a 2253 form
Update the text in the name field.
Click "Update".
Add files to a submission
Click "Add files"in the top right corner of the submission.
In the modal, select the checkboxes of the files you'd like to add to the submission.
Click "Add documents".
Remove files from a submission
Hover over the file you'd like to remove from the submission.
Click on the circle icon located to the left of the file name.
Once you have selected your file(s), click "Remove from submission".
Updating a submission status
When you're ready, update the status of a submission from In submission prepto Submitted to the FDA, followed byReady for dissemination.
Update from the individual submission page
Open the submission you'd like to update.
Click the "Status" dropdown and select the new status.
Update from the submission list
Click "Submissions" in the navigation.
Open the submission you'd like to update.
Click the "Status" dropdown and select the new status.
Related help topics
Create a submission
View ArticleCreate submissions in Pepper Flow to help prepare 2253 submissions to the FDA. Submissions can include files from Pepper Flow, their included references, and an auto-populated 2253 form.
Click "Submissions"in the navigation.
Click "Create submission". Generate a 2253 form
Select the checkbox next to the file(s) youd like to include in your submission.
Click "Start submission".
Pepper Flow will take you to your submission, where you can add/remove files, edit the submission name, download the files included in the submission (with or without a pre-populated 2253 form), and update the submission status.
Related help topics
Update a submission
View ArticleIf you forgot your PIN, reset it by clicking "Forgot PIN"on the Change PIN screen in your Profile or when prompted to enter your PIN while voting. Clicking either link will send you an email with instructions on how to reset your PIN.
In your Profile
When voting
View ArticleTo submit a vote in Pepper Flow, you must first set up a PIN. Your PIN is a 6-digit code, separate from you password. Only users who review and vote on Jobs are required to have a PIN.
Set your PIN
Vote with your PIN
Set your PIN
Pepper Flow does not set a PIN for you. You are responsible for creating your own PIN. If you have not yet set your PIN, Pepper Flow will prompt you to set a 6-digit PIN when you cast your first vote. Forgot PIN
You can also set your PIN at any time in your Profile by clicking "Change PIN."
Vote with your PIN
After you select your vote and click "Vote,"you'll be prompted to enter your PIN.
Enter your 6-digit PIN and click "Confirm vote."
Related help articles
View ArticleWhen the final vote outcome for a circulation is Amend & Resubmit, Amend & Return, or Amend & Progress, you must edit to your document before the job can continue.
Open the document in the Viewer.
Click on each annotation number to activate its corresponding annotation dialog box and review its contents. Voting
Make amendments. Amendments are usually made to the document offline.
Once you have made a requested amendment, click "Resolve." The annotation number will change to gray and will be hidden by default, but can be seen again by applying a filter from the "Filters" dropdown in the Annotations panel.
Onceyou'vemade all amendments, click"Start New Circulation"in the task panel.
To upload a file, drag the file into the Viewer upload area, or click within the dotted line. If you only need to update properties, click "carry over the existing file."
Add any new annotations to the document and update properties as needed.
Now the job is ready to advance based on the final vote outcome from the previous circulation.
If the final vote was Amend & Resubmit, click "Complete task"in the task panel. You will select reviewers on the next screen and the job will move to the review task.
If the final vote was Amend & Progress, click "Done" in the task panel. You will return to the Jobs board and the job will move to the following task.
If the final vote was Amend & Return, click "Complete task" in the task panel. The job will move to the review task and the reviewers who cast that vote will vote again.
Related help topics
Notifications
Add an annotation
View ArticleJobs are approved in Pepper Flow through votes. All reviewers must review the document and cast a vote on what they think is the appropriate next step for the document.
Vote options
Cast a vote
Change your vote
Final vote outcome
Illustrated examples
Vote options
A reviewer may be able to select from 5 voting options when reviewing a document. The available voting options for each task are configured based on your organizations SOPs.
Vote
Definition
Approve
No changes are needed to the document.
Amend and Progress
Changes need to be made, but once those changes are made, the document can advance to the next task.
Amend and Return
Changes need to be made, and after those changes are made, the document needs to be reviewed again by all reviewers in this task, but can skip the task(s) before this one.
Amend and Resubmit
Changes need to be made, and after those changes are made, the document needs to be reviewed again by all reviewers in all tasks (i.e., start at the beginning of the review process).
Reject
Document will not be approved, regardless of changes made.
Cast a vote
Open up the document in the Viewer.
Review the document and its properties. Instructions about how to review and vote will appear in the task panel.
Once you are ready to vote, clickCast Your Vote in the task panel and select your vote. Jobs board
ClickVote.
If needed, enter your PIN before you confirm your vote.
Change your vote
If you're participating in a parallel review, you can change your vote up until all other reviewers cast their votes.
Click "Change vote" next to your vote status in the task panel
Update your vote selection from the dropdown
Click "Vote" and (if applicable) enter your PIN.
Final vote outcome
When all reviewers in a task have voted, Pepper Flow uses the most conservative vote as the final vote outcome for that task. For example, if two reviewers vote Approved but one votes Amend and Resubmit, the final vote will be recorded as Amend and Resubmit.
The jobs progresses according to the table below for each task outcome.
Final Vote
Job Progression
Approve
Job progresses to the next task. If this is the final task, the job progresses to complete, and the document status changes to approved.
Amend and Progress
The document returns to the Initiator with a job status of Incorporating Feedback. When the changes are completed, the review process begins at the next task in the job. If there are no additional tasks, the job progresses to complete.
Amend and Return
The document returns to the Initiator with a job status of Incorporating Feedback. When the changes are completed, the review returns to the task the vote was cast from, bypassing previous tasks.
Amend and Resubmit
The document returns to the Initiator with a job status of Incorporating Feedback. When the changes are completed, the review process begins back at the first review task. This increments the jobs circulation.
Reject
Job ends and does not progress to the next task. The initiator must start a new job.
Illustrated examples
One-step review
Two-step review
Related help topics
Whycan'tI add or edit annotations?
Amend a document
See who else is voting on a job
View ArticleDepending on your user roles and the type of task, you can edit assignees for an in-progress or future task.
Edit assignee(s) in an existing group
Add assignee(s) to a new group
Remove a group
Edit assignees(s) in an existing group
In the task panel, click "Edit" next to the assignees' avatars. You can also click the task count next to the progress bar. Viewer
In the modal, click "Edit assignees" for the group youd like to edit.
Check or uncheck users as needed. You can only assign users who are not already assigned to a different group in the same task.
If you select more than one user for a review group, determine whether all of the assignees are required to review and vote, or if only one of the selected assignees needs to review and vote. This option is not available for property update tasks or other non-voting tasks.
Click "Update".
Click "Save and close".
Add assignee(s) to a new group
New groups can be added to review tasks. They cannot be added to property update tasks or other non-voting tasks.
In the task panel, click "Edit" next to the assignees' avatars. You can also click the task count next to the progress bar.
In the modal, click "Add groups".
Select the group(s) youd like to add.
Click "Add group(s)".
The new group will be added to the task, and you can add assignees as you would for an existing group.
Remove a group
You can only remove non-required groups from a review task, and only before someone from the group votes. Required groups are marked with an asterisk (*).
In the task panel, click "Edit" next to the assignees' avatars. You can also click the task count next to the progress bar.
Under the group you'd like to remove, click "Remove group".
Click "Save and close".
Related help topics
Reviewing documents
See who else is voting on a job
View ArticlePepper Flow stores all past versions of a document, including annotations associated with each version. View document versions by clicking "History" in the bottom toolbar of the Viewer.
Major versions
Minor versions
Major versions
Major versions are identified by whole numbers, such as 1.0, 2.0, 3.0.
A major version number advances when you start a new approval job on a document. For example, version 1.1 of a document is approved.Two weeks later, you start a new approval job on the document. That draft document is version 2.0.
Note: Cancelling a job and starting a revision will increment the document's major version.
Minor versions
Minor versions are identified by decimal numbers, such as 1.1, 2.1, 3.1.
A minor version number advances when a document is modified during an approval job. For example, a reviewer finds a typo in version 1.1 of a document and votes amend and resubmit. When the content owner amends the document and resubmits it for review, the documents version number will change to 1.2.
Relatedhelp topics
How do I see a previous version of a document?
Document status
How do I modify a document?
View Article
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