Create and use legacy review

Benchling's legacy review system offers a structured approach to reviewing and witnessing Notebook entries. This system ensures data integrity and compliance by allowing designated auditors to review entries against predefined criteria. By integrating review processes directly into your Notebook workflow, teams can maintain consistent documentation standards.

This guide covers legacy review features. If you are looking for information on current features, please see the article on creating and using review processes.

Set up review criteria

Review criteria help standardize the evaluation of Notebook entries by defining specific checkpoints or requirements that entries must meet before approval. To set review criteria on a template:

1. Navigate to the desired Notebook template
2. Click on the Review tab
3. Click the blue + icon next to Review Criteria Groups to add a new group
4. Name the criteria group appropriately
5. Within the group, click the blue + icon next to Criteria to add individual criteria
6. Define each criterion clearly

7. Click Done to save the criteria

   

Edit or delete review criteria

1. Navigate to the Review tab of the Notebook template
2. Hover over the review criterion or group

3. Click the edit icon to edit or the trash icon to delete it

   

Apply review criteria to an individual entry

1. Open the Notebook entry
2. Click on the Review tab
3. Reviewers can select Pass or Fail for each listed criterion
4. After evaluating all criteria, click Accept to approve or Reject to decline the entry

Note: it's recommended to set review criteria at the template level to ensure consistency across entries. Review criteria can be used even if auditor review is not enabled for a project.

Add auditors to projects

Auditors are designated individuals responsible for reviewing and approving Notebook entries. Assigning auditors ensures that only authorized personnel can perform reviews. To add auditors to a project:

1. Navigate to the desired project

2. Click the gear icon and select Project Settings

   

3. Under the Review process section, check the box for Use auditor review

   

4. Click Manage access
5. In the Manage access modal, check the box under Auditor for each collaborator you wish to designate as an auditor

6. Click Done in the Manage access modal

   

7. Click Save in the Project Settings modal to apply changes

Permissions and access

Only individuals or teams with Read or higher permissions can be set as auditors. Organizations cannot be designated as auditors. If a team is assigned as an auditor, an individual from that team must be selected when sending an entry for review.

Send entries for review

Once auditors are assigned, you can send Notebook entries for their review. To send an entry for review:

1. Open the Notebook entry you wish to send for review

2. Click the Information button on the right sidebar

   

3. Select Send for Review
4. In the modal, select the appropriate auditors and data reviewers

5. Click Create review

   

Note: After sending an entry for review, it becomes locked and cannot be edited unless the review is retracted.

Entry status lifecycle

• Pending Review – Entry is sent for review and awaiting decision.
• Approved – Entry was reviewed and approved.
• Rejected – Entry was reviewed and rejected. Must be retracted, edited, and resent to continue.

Managing the review process

After an entry is sent for review, you can monitor and manage its status through the Review tab.

Retract a review

1. Navigate to the Review tab of the entry
2. Click Retract
3. Optionally, provide a reason for retraction

4. Click Submit

   

Resend an entry for review

1. After retracting, make any necessary edits to the entry
2. Navigate back to the Review tab
3. Click Resend for Review
4. Select auditors and data reviewers as needed

5. Click Send for Review

   

To approve or reject an entry:

1. Open the entry requiring your review
2. Navigate to the Review tab
3. Evaluate the entry against the set criteria
4. Click Approve to accept or Reject to decline the entry

Reassign a review stage

1. Navigate to the Review tab
2. If available, click the Reassign button next to the auditor or reviewer name
3. Choose a new individual to take over the review stage
4. Click Save to confirm the reassignment

Audit trail and metadata

Each review action (e.g., sent, approved, rejected, retracted) is logged with a timestamp. Reviewer identity and decision are recorded for compliance tracking. Retracted and resubmitted reviews retain a full history of previous review activity.

Frequently Asked Questions

Q: Can I edit an entry after sending it for review?

A: No, entries are locked once sent for review. You must retract the review to make edits.

Q: Can teams be designated as auditors?

A: Yes, but when sending an entry for review, you must select an individual from the team as the auditor.

Q: How do I set review criteria for entries?

A: Review criteria can be set within Notebook templates under the Review tab or directly within individual entries. You can also edit or delete criteria as needed.

Q: What happens if an entry is rejected?

A: The entry remains in a rejected state until it's retracted, edited, and resubmitted for review.

Q: Can I assign multiple auditors to a single entry?

A: Yes, you can assign multiple auditors and data reviewers when sending an entry for review.

Q: What do entry statuses mean?

A:

• Pending Review – Entry is awaiting decision.
• Approved – Entry was reviewed and approved.
• Rejected – Entry was reviewed and declined.

Q: Is there a record of who approved or rejected an entry?

A: Yes, all review actions are logged with metadata, including reviewer name, time, and decision, and can be viewed in the entry's review history.

Q: Can I use review criteria even if I’m not using auditor review?

A: Yes, review criteria can be applied and completed on entries even if auditor review is not enabled for the project.