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Help for Applicants and Letter Writers with Letter Quality Check (Red or Yellow Flag)

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About this Article

In short:

All Dossier users will have their letters Quality checked before they are sent. This process takes at most 4 days.  

If a document is marked as a problem (red flag) document, it will not be able to be sent. If it is marked as missing features, it will be marked with a 'Warning' (yellow flag), and it will still be able to be sent.

All letters received by premium Dossier Deliver users will have their letters quality controlled when received, OR when they upgrade their account. Free Dossier users will have their letters quality checked when the letter is sent in a free delivery.

Need more details?

If you wish to have a more detail explanation of this feature, please reference this other article about the feature.

Help! My letter when through the QC process and there is a red or yellow flag!

  • Yellow flag = Warning.
    • Letters with no signature or letterhead will have this status. This status should not cancel a delivery but is a warning to the user.
  • Red flag = Problem document.
    • Letters with this status should prompt us to cancel this delivery.

Click on the title of the letter from your letters page, or the link to the issue from the Dossier homepage.

When viewing the detailed results, you can find instructions within the product by clicking on the issues link on the homepage.

If a letter has been flagged as having an issue, your letter writer can send the letter to the URL within the notification email they received regarding the issue(s), or they can send the letter to help@interfolio.com.

The Dossier User's Experience

How to stay informed on your letter's Quality Check status:

Below are all of the locations where a Dossier user can check the status of their letters that have been submitted to be QC'd by Interfolio.

Homepage notification for Dossier users of QC status:

Deliver users will see notification on the new homepage if any of their requested letters have issues, they can click on the link for more detailed information on the letters.

Materials page Indicator to Show QC Status in the Status Field

The status of the letter will appear listed on the materials page in the Status column, along with the other document statuses.

*The QC status will only be displayed for letters that have been received.

  • "QC Pending" - means the letter has not yet been through the QC process
  • A red exclamation point means that an issue has been with the relevant letter.
  • A checkmark indicates that the letter has passed the QC process.

While making a delivery, when selecting Letters, the Page will Display the Quality Check status

The QC status will appear in a "Quality Check" column, as displayed below.

  • "Pending" means the letter has not yet been processed yet for Quality Check.
  • A red exclamation point indicates an issue has been flagged.
  • A checkmark indicates that the letter has passed the QC process and is ready to be sent.

On the Letters page, 'My Letters of Recommendations' tab, users can view a summary of the QC process for all of their letters.

Below is an example of the Letters page, with a Quality Check column.

The QC status will appear in a "Quality Check" column, as displayed below.

  • "Pending" means the letter has not yet been processed yet for Quality Check.
  • A red exclamation point indicates an issue has been flagged.
  • A checkmark indicates that the letter has passed the QC process and is ready to be sent.
How to view the detailed results of the Quality Check process?

When viewing a QC'ed letter, the requester sees the results of the quality check with the problem areas noted

The problems are noted and instructions provided on what to do:

If a letter needs to be replaced, then we recommend the letter writer submit the updated letter to the URL within the notification email that they received when the QC process was complete.

If a letter is not viewable:

If a letter is not viewable, this is indicated in the doc viewer.

Note: The messaging is different than pictured. We tell them only that the letter not viewable.

The file that the writer uploaded was not viewable.

The Letter Writer Experience with Interfolio Quality Control for Dossier

If issues are NOT found during the Quality Control (QC) process

When no issues are present, there are all check marks.

Note: Only letter writers can view the letter contents within Interfolio Dossier, applicants/recipients will just see a notification about the document being confidential.

If issues are found during the Quality Control (QC) process

If the letter has issues, letter writers can navigate to this page by way of the notification email, or by logging into their Dossier account to manage the letters that they have written.

The letter writer will be able to see a screen where they can correct errors by replacing the letter, as displayed below.