Managing job-based reviews

Flow Review managers organize and manage flow reviews, configure review pipelines, and assign reviewers.

Files that fail validation are automatically queued for review by a human reviewer. Reviews are surfaced in the Flow Review app, which helps human reviewers organize and conduct reviews.

How reviews work

When a flow job hits a checkpoint and one or more records fail validation, the flow job pauses at the checkpoint and a review is generated and queued in Flow Review. The flow job remains paused until someone reviews validation failures and restarts the flow.

Only one review can exist for a flow job at any given time; however, the system generates successive reviews under these conditions:

• A record fails subsequent validations.

• A reviewer completes a review and moves it to a different group of reviewers.

• A manager reassigns a review from one user to another.

Organizing and managing reviews

The way you organize flows within the Instabase file system impacts who can access related reviews. Reviewers must be members of the subspace where the flow lives as well as the pipeline assigned to the flow, if any.

Pipelines organize review work so that reviews can be assigned to a subset of reviewers. Use pipelines to manage reviewer access to documents according to your organization’s security and privacy requirements. Typically, this means that pipelines are configured to correspond to business unit or organizational hierarchy, such as identity verification or mortgage underwriting.

Pipelines must be configured by a user with site-level permissions to manage flow pipelines. You can add pipeline managers at Admin > Site Permissions > Manage Flow Pipelines. Users granted this permission can then create and manage pipelines at Admin > Flow Pipelines.

In addition to pipelines, you can use tags to group reviews in a more flexible, ad hoc manner across subspaces. Unlike pipelines, tags don’t have to be configured in advance or managed by an administrator, and you can assign multiple tags to a review.

You can add both pipelines and tags using custom logic in a flow, or you can add them manually during review. For pipelines, you can configure how reviews are assigned: either manual or round-robin, where reviews are assigned to each member in turn.

In the Flow Review dashboard, you can assign reviewers and add pipelines or tags. You can also search by class, field, name, job ID, or document name, and you can filter results based on status, assignee, and other facets.

Reviewer permissions

Reviewers have access to reviews only for subspaces and pipelines for which they’re assigned permissions.

Flow Review access within subspaces is granted using the collaborator role. Pipeline access across subspaces is managed with Flow Pipeline permissions. You can grant these permissions for pipelines:

• read - Users can view reviews and logs.

• write - Users can save corrections to reviews and mark batches as reviewed. Includes read permission.

• execute - Users can resume a flow. Includes read permission.

• manage - Users can assign reviews within the pipeline, or be re-assigned reviews to approve.

• delete - Users can delete the pipeline.

Configuring reviewer permissions

As a best practice, follow these high-level steps to manage reviewer access.

1. At Admin > Groups, create one or more reviewer groups, and add reviewer users to the groups.

2. At Admin > Spaces and subspaces, assign reviewer groups the Collaborator role in subspaces where they need to review flow jobs.

3. Optional. At Admin > Flow Pipelines, create pipelines to group reviews according to your organization’s security and privacy requirements.

   Note

   You must have site-level Manage Flow Pipelines permissions to complete this step.

   Grant reviewer groups Read, Write, and Execute permissions for the pipelines where they need to review flow jobs.

Viewing change history

After modifying extraction data, edited fields display a clickable link with change history beginning with the extracted value at the bottom. Change history includes the new value, reviewer name, timestamp, and if applicable, the flow step at which the edit was made. For nested field types, including lists, tables, extracted tables, extracted table lists, and dicts, change history includes the reviewer name, timestamp, description of the change, and if applicable, the flow step at which the edit was made.

Viewing metrics

Users with site-level permissions to manage flow pipelines can access review metrics for each pipeline. In order to track metrics for a given flow job, the job must be assigned to a pipeline before the flow run.

In Flow Review, the Job Metrics tab displays stats about the number of reviews in each review state (Awaiting Review, Reviewing, Review Complete) as well as the average time spent in each state. Metrics are calculated and displayed separately for each pipeline, and you can further filter the results by job ID and time range.

In addition to overall review counts by status, a table provides timing and duration information about relevant reviews. You can this download information as a CSV file. Downloaded CSV files provide durations in milliseconds and timestamps in milliseconds since epoch.

In the Details window for any review, you can see information about other reviews related to the same flow job. Because a flow job can trigger multiple reviews—such as when a review is assigned to a different reviewer or pipeline—these details can give you insight into the overall duration of a flow run.