Sending Files for Review in Contributor or Flare

Following are steps for sending files to others for review using Flare or Contributor (i.e., the review package process). For an example of one workflow, see Review Workflow—Sending to Others.

How to Send Files for Review

  1. Do one of the following:
    • Open a file (topic or snippet).
    • In the Content Explorer, select a file (topic or snippet).
    • In the File List window pane (View > File List), select one or more files (topic or snippet). You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items.
    • Open a table of contents (TOC) or browse sequence and select one or more entries within it. You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items.

      Note If you use the TOC option, individuals who receive the review package can view that package as a TOC using the TOC view option in the Review Packages window pane. This allows them to see the context and organization of the material that you send.

  2. Do one of the following, depending on the part of the user interface you are using:
    • Ribbon Select Review > Send For Review.

    • Local Toolbar Click .
    • Right-Click If you have a TOC or browse sequence open, right-click the entry and from the context menu, select Send For Review.

    The Send Files For Review Wizard opens.

  3. (Optional) If you want to add more files to the package file, do the following:

    1. Click .
    2. Use the multi-view buttons to find the file(s) you want to add. If you want to add multiple files, make sure is selected.

      Shows or hides the folders that the files are stored in.

      Shows or hides the files. If you click this button when the Show Folders button is selected, the area splits into two halves. The folder is shown on the left side, and the files and subfolders within it are shown on the right.

      Shows or hides hidden files and folders.

      If the Show Files button is the only one selected, you can click this button to move up one folder level.

    3. Find and select the file(s) you want to add to the package file. You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items. When you are finished click Open in the dialog.

    If you selected a topic that contains snippets, those snippets are also automatically added to the package.

  4. Below the Files grid, select Send a review package file.
  5. In the Review Package Name field, enter a name for the package file that will be sent to the reviewer.
  6. (Optional) If you have overridden any default variable definitions for a particular target, and you want the reviewer to see that definition rather than the default one, click in the drop-down field and select it.

    Example You have a variable called "UserGuideTitle," and your default definition for it in the Variable Set Editor is "User Guide A."

    However, for some targets, you override that definition in the Target Editor so that it becomes "User Guide B."

    Suppose you send a topic for review that has the variable inserted into it, and you keep the default variable selection in the Send Files for Review Wizard.

    In that case, the reviewer sees the "User Guide A" variable definition.

    On the other hand, in the Send Files for Review Wizard let's say you select a target that uses the alternate definition.

    In that case, the reviewer see the "User Guide B" variable definition.

  7. (Optional) If you want to include or exclude content in the review files based on condition tags, do the following:
    1. Click . The Conditional Text dialog opens.
    2. You can include or exclude conditions in a couple of different ways, or even use both:
      • Target Settings The easiest method is to click the Target Expressions drop-down and select a target in your project. The dialog is automatically populated based on the included and excluded conditions in that target.
      • Manual You can also complete this dialog manually. You can use the same steps that are used in the target for including and excluding certain condition tags. For more information about the Basic and Advanced modes, see Creating Basic and Advanced Tag Expressions.
    3. When you are finished, click OK.

      Example You have a topic that looks like this, with four different conditions applied to content:

      In the Conditional Text dialog accessed from the Send Files For Review Wizard, you select Target Expressions and choose User-Guide-A.

      When the reviewer opens the file, this is what is shown:

  8. (Optional) If you want to save a copy of the review package, click Save. Then find and select a folder to store it in and click Save again. You might use this option, for example, if you want to place the package in a network, SharePoint, or external resources folder where others can access it, instead of using the built-in email method. If you use this feature, you do not need to complete the rest of the steps. However, you do need to let the reviewer(s) know about the review package, and the reviewers will need to let you know when they are finished making changes to it. See SharePoint Integration and External Resources.
  9. (Optional) Click Next.
  10. (Optional) On the next page of the wizard, you can click in the Subject field and edit the default text that will be shown in the Subject field of the email sent to the reviewers.
  11. (Optional) Enter or select a message that will be shown in the main body of the email sent to the reviewers.
    • You can click in the Message area and edit or replace the default text.


    • You can select a saved message from the drop-down list above the Message field.

      About the Saved Message Option The save option is useful if you repeatedly use the same email message text when sending files for review. Instead of retyping the same message each time you go through the wizard, you can click to type a new message, and then you can save it. After the message is saved, you can select it from the drop-down list above the Message field. If you want to rename an email message, click .

  12. (Optional) If you do not have an email address in the list, click . Complete the fields in the New Address Book Entry dialog and click Add. Do this for each email recipient.
  13. (Optional) Once email addresses have been added to the list, click the Send check box next to the addresses that you want to include in the email.
  14. (Optional) Click Send. A message in Microsoft Outlook opens with the package file attached.
  15. (Optional) Send the email.

Note There is more than one way to transfer files between individuals using Flare and Contributor. For example, you can: (1) use the integrated email feature with Microsoft Outlook, (2) add files to SharePoint or External Resources where others can access them, or (3) save files to your computer (File > Save, then Save As or Save To) and then manually transfer them using some method (e.g., email). If you want to use the integrated email feature, you must have matching versions of Flare and Outlook. If you are using 64-bit Flare, you need 64-bit Outlook. Likewise, if you are using 32-bit Flare, you need 32-bit Outlook.

Note As an alternative to using the review package process, it is recommended that you use MadCap Central for your review process instead. See Central Review Process.

Note If Microsoft Outlook is not installed or an Exchange server cannot be found, you will be prompted to save the review file and send it manually.

Note If you send out review packages and then move or rename the project, you will receive an error stating that the package does not belong to the project when you attempt to import those review packages. That's because Flare looks for the path of the project. Therefore, in order for it to function correctly, you need to return the project to the original path and name.