authoring and review defined
Structured authoring (also known as rules-based, component-based or policy-based
authoring) and co-authoring (also known as collaborative, joint or simultaneous
authoring) are two similarly named terms but with quite different definitions. It is also worth understanding precisely what is meant by
collaborative review and where this fits in the overall document production
PleaseCompose provides a structured authoring1 environment for the creation of new
Structured authoring uses technology to define and enforce a document’s content,
structure and style based on pre-determined rules and in accordance with company
standards. Content elements (e.g.
company bio, or any other commonly used material) and formatting rules (e.g.
font size) are stored and maintained in one
place for reuse in future documents.
When an author wishes to create a new document (e.g. a proposal,
policy, SOP, etc.) they simply select the appropriate template. The act of
selecting the template populates it with the up-to-date content elements. The
author therefore can be confident that the new document includes the most
up-to-date versions of the relevant company bio, etc. Using structured authoring
in this way significantly reduces template maintenance and author training and leads to
higher quality documents.
The new document is then ready for any further work as required, such as
co-authoring and review, before approval and delivery. So structured authoring
uses rules to:
Enforce the consistent use of pre-approved content
Include pre-defined format and style rules into the structure of the document
Initiate a new document at the very start of the document production process.
1 Please note that we are assuming that the terms ‘structured
authoring’, ‘rules-based authoring’, ‘component-based authoring’ and
‘policy-based authoring’ are, for our purposes, interchangeable.
PleaseReview provides a controlled document co-authoring environment allowing
complete control over ‘who can do what to where’. It allows multiple co-authors
to collaboratively and simultaneously author and review an existing
Co-authoring (or collaborative, joint or simultaneous authoring) refers
to multiple individuals working together to write a
document. By inviting others to add their own expertise or subject matter
knowledge to that document, the content is richer and more complex than might
otherwise have been produced by one individual.
New content is added by several individuals collaborating on the document
Authors are focused on the content, rather than the style of the document
Occurs during the document production process, usually just before or during
PleaseReview provides a controlled document review environment with complete
control over ‘who can do what to where’ during the review as well as ‘who can
see what’ within the review. It allows multiple reviewers to
collaboratively and simultaneously comment and mark-up (review) an existing
Document review (sometimes called peer review) refers to multiple individuals
working together to review a document. This tends to happen once a document’s
content is more stable, as reviewers are not expected to make major changes to
the content (although they may re-write paragraphs, etc.) but are invited to
comment and suggest minor edits. By making it easy for multiple
individuals to review the document in a collaborative environment, there is minimum duplication
reviewers can view and respond to each others' proposed changes and comments
resulting in a higher quality review, which in turn leads to a higher quality
Multiple individuals are invited to add comments
and propose changes to the content of an existing document
The document owner(s) decides which edits and comments to accept or reject
The review takes place once the majority of the document's content has been
compiled. When the review is complete, the document is ready for
approval and publication.