This is the first video of a series about working in collaborative mode. It demonstrates creating a reference set in collaborative mode. We go through different steps in the workflow: creating a task, adding members to a reference set, reviewing the work, and promoting the changes. We’ll use a simple single author with single reviewer scenario for this example.

This video is part of our series about working in collaborative mode. You can find the videos of this series at:

Once you’ve seen the video, you can find additional documentation at:


This is the first video of a series about working in collaborative mode. Today I would like to take you through the different steps of a typical use case, in which we are creating a new reference set.

When working in collaborative mode, we are using tasks, which are listed here in this view. We can take a closer look at tasks by opening the task editor. Just double-click on a task to open the editor, we can see this one here. The work that has to be performed is specified in this section called Summary. This task is a reference set authoring task for Ibuprofen products.

The Assignees section down here displays the different users that are involved in this task. The first user in the workflow is the project manager who creates a task and assigns it to different team members. This is what we can see here called “Reported by.” The person who is doing the actual authoring work is shown here as the Author. In our case this would be reference set authoring but it can be any kind of authoring. The last person in the workflow is the Reviewer who assesses the author’s work. This user also has the permission to promote the work of the author (or parts of the work) into the main repository. Once this is done, the task is completed and the workflow is closed.

Now let’s go through a use case. To show the different stages of the workflow I created three different accounts. Right now we’re working on my account, you can see my name here. I will be the project manager in this use case. My colleague Balazs, this is his account, will be the author and Brandon, this is his account, will be the reviewer.

I’m the project manager, so I’m going to create a task. To create a task you just click on this button up here in the task list and this brings up a wizard. First you need to select what kind of authoring work you would like to do, which is called artifact type, this is it down here. You can see the different artifacts that are available: You can do SNOMED CT authoring, LOINC authoring, Value-domain authoring, or Reference set authoring, which is what we will do today. Then we need to enter a name for our task. I will just call it “Create Diclofenac reference set”. Here I can enter a summary, I could further specify my task, but I’m just going to keep it with this here.

Now we need to enter a name for the new reference set, we will just call it “Diclofenac” and indicate what type it is: It’s a simple type reference set and the components will be SNOMED CT concepts. It would also be possible to modify an existing reference set. In this case you would have to enter the name of the reference set here but today we want to create a new one. Then I go to “Next”.

On this page we need to specify who’s involved in the task. Depending on the number of team members involved, we have different scenarios. Today we will do the most simple scenario, which is just one author and one reviewer but it’s also possible to have two authors and two reviewers and then even an adjudicator, who has the final decision. If you use the key combination Ctrl + space, you can bring up the user names of your team members. I would like to specify Balazs as the author and Brandon should be the reviewer.

Now let’s finish and submit the task. The task is submitted to the task management system; in my case this is Bugzilla. This means that all team members that are involved in this task – so in this case it would be Balazs and Brandon – would now get an email notification that I created a task that they are assigned to. Now my job as a project manager is done.

Let’s go to Balazs’ account. He’s the author, let’s refresh his view. I created a query for him that automatically refreshes every minute but you can also do this manually if you don’t want to wait so long. Here  is the task that I just created, and let’s open it. We can see that this task is now assigned to the author, to Balazs and if he wants to start working on it, all he has to do is activate the task by clicking this button here.

Activating is quite important. When you’re activating a task you are moving to a separate branch. You can see that down here. This says “Create Diclofenac reference set.” This means Balazs is not working on Main anymore, he’s working on a separate branch. That’s kind of like working in a separate room because all the work that he’s going to do, all the changes that he’s making are not visible to other authors, only to him and to his team members so to Brandon and the project manager in this case. Only once the work has been promoted to Main everybody else can see it, but right now we’re working on this separate branch.

On this branch a reference set is created, which is called Diclofenac. We can open this reference set here and it’s empty. So he doesn’t have to create a reference set on his own, this is automatically part of the task activation.

I already found the part of the hierarchy that I would like to include. Now let’s just add this concept and the descendants to the reference set, and save the work. So this reference set has members.

Let’s assume Balazs has finished his work and he would like to hand over the task to the reviewer. To do this he has to move the workflow forward. The task status is always displayed up here and right now it’s assigned to Balazs and he has to set it to “Resolve as FIXED”. This mean: I’m finished with my work, I can hand it over to the reviewer and save the status change. If you look here, the green dot used to be at the author and now the green dot is at the reviewer. The green dot always shows who is in charge of the task right now.

Now let’s go to Brandon’s account. Here’s the task. Brandon is the reviewer. If he’s ready to start his work, he would also activate the task. There is a second tab on the task editor, which is called Review. This tab is available for the author and the project manager as well, so you can always review the work that was done on that particular branch. Now Brandon can see all the concepts that Balazs added to the reference set and he can decide if he wants to accept a concept as part of the reference set or deny it. He can either do this manually or he can just accept the whole batch. Let’s deny two of them here. It’s also possible to enter a comment, for example the reason for the denial.

Once he’s done with the review, he would save his work and then move the workflow forward by saying OK I’m done, this task is now VERIFIED and save the new task status. You always have to save it because otherwise as soon as you change this, it would move the workflow, which you might not want do. So this is to make sure you really want to hand it over.

Now is the very last part of the workflow: Since Brandon is the reviewer he can decide if this work is promoted to Main. To do this, he has to press this Promote button. It was not enabled before, because you always have to set the task state to VERIFIED, all of the members have to be either accepted or denied. You have to make sure that you didn’t forget one. Once this is done you can promote it.

While we are promoting – look, we’re still working on the branch – we will move to Main. This means that now the reference set will be available for everybody. There’s no task activated anymore. Now we’re on Main and the reference set is on Main. Let’s just find it, here it is, open it. Do you remember that we denied two of the reference set members? Balazs originally had reference set members, two were denied and only the ones that Brandon actually accepted were promoted to Main.

OK, that’s all I wanted to show for today. I hope you enjoyed this introduction. There will be more videos about collaborative authoring.