Create a Case Based on a Template

A template is a predesigned case that can be used for creating new cases quickly. Administrators can create templates and make them available as a starting point for new ByCommittee P&T cases created within a particular unit. Templates can be created for use by any unit in the hierarchy of an organization. Editing a template will change it for all future uses. This article explains how to create a case based on a template.

1.1. Select "View Cases" on your ByCommittee Promotion & Tenure dashboard

Select "View Cases" on your ByCommittee Promotion & Tenure dashboard

2. Click "Create Case" in the upper right hand corner of the Case List screen

Click the "Add Case" button

3. Select a unit for the case and click "Confirm"

Cases can be created for any unit in the hierarchy of an organization (university, college, school, department, etc.)

Select a unit for the case and click "Confirm"

4. Select a template

You will see a list of templates available for cases created within your unit.

Click "Preview" to view a summary of the template.

Select a template
5. Fill out the "Case Information" page:

5.1. Select a case type from the dropdown menu

When building a case from a template, the case type may be filled in for you.

5.2. Enter the candidate's name and email, and select whether or not the candidate will submit a packet

For the question "Will the Candidate Submit a Packet?" choose "Yes" if the candidate will be submitting materials online through ByCommittee. This setting cannot be changed after this step.

Enter the candidate's name and email and select whether or not the candidate will submit a packet

5.3. You many need to answer case data forms that have been attached to the template for the case

Case data forms are used to include additional information about candidates at your institution and will not be visible to the candidate.

If case data form requirements were set when creating the template and you need to answer these forms as part of creating the case, click "Answer" to fill out the form.

5.4. You can also add case data forms that should be completed about the candidate or case  

The forms you add here can only be filled out by an Administrator. Candidates will never see the questions or answers of a case data form.

Note that case data forms are created from the Administration page and attached when creating or editing a template or case. See here for more information on how to create a new case data form.

Case Data Forms

5.4.1. Select a form to add and click "Save"

Select a form to add and click "Save"
6. Create "Candidate Requirements":

6.1. Set a due date for the candidate's packet

6.2. Add instructions to the candidate

Candidate instructions included in the template for the case may appear here, but (if your institution allows) you can edit these and/or add your own instructions.

Include specific instructions to the candidate about assembling their packet and any other procedures, policies, or deadlines at your institution. You can also include links to required forms and online resources such a handbook outlining your policies.

Add instructions to the candidate

6.3. Create a packet of required candidate documents and forms

The template will likely include packet requirements. If necessary, you can edit the packet requirements by adding or deleting packet sections, or editing, adding or deleting requirements within a packet section.    

You can add new custom sections to the packet, each with specific required documents, forms and due dates.

You can also allow candidates to add their own packet sections.

Create a packet of required candidate documents and forms

Click the edit pencil to change the name of a section, add a description, set a due date, and indicate if candidates will be allowed to add additional documents (beyond the requirements) to the section.

Edit the "Candidate Documents" section of the packet
6.4. Click "Add Section" if you want to add a new section to the packet
Click "Add Section" to add a new section to the packet

6.4.1. Enter the name, description, and due date for the packet section, and indicate whether or not candidates can add additional documents to the section

Enter the name, description, and due date for the packet section, and indicate whether or not candidates can add additional documents to the section

6.4.2. The new section will appear with the information you added

The new section will appear with the information you added

6.4.3. To change the order in which the packet sections will appear to the candidate, put your cursor over the section name and drag and drop

To change the order in which the packet sections will appear to the candidate, put your cursor over the section name and drag and drop

6.4.4. You can also allow candidates to add additional sections to their packet

6.5. Click "Add Requirement" to add a document or form requirement to a packet section  
Click "Add Requirement" to add a document or form requirement to a packet section  

6.5.1. If the requirement you want to create is a document:

  1. Enter the name
  2. Add any notes about the requirement
  3. Indicate if the document is required or optional
  4. Enter a number of documents. This can be a specific number, a range, or have no limit.
If the requirement you want to create is a document:

6.5.1.1. If the requirement you want to add is a form, click the "Form" button at the top of the window

If the requirement you want to add is a form, click the "Form" button at the top of the window

Forms are created from the Administration page. For more information see this article on how to  Create a New Form.

7. Set up the workflow of case review steps

The template may include some or all of the case review steps that are part of the workflow for cases created using the template.  

You may need to add case review steps that are specific to the case you are creating based on the template.

Each step you add must have at least one committee or individual assigned to it. You can assign additional committees or individuals if multiple committees or individuals require access to the packet at the same step.

You should end up with a workflow that includes all of the steps (in sequential order) that will be part of the promotion and/or tenure review for the case.

Set up the workflow of case review steps for the case

7.1. Click "Add Step" to add a case review step to the workflow

Set up the workflow of case review steps for the case

7.2. Name the case review step, set a due date for when the step must be completed

All case review steps must have at least one committee or individual.

Name the case review step and assign a standing committee from the dropdown list

7.3. Select who will review the case at each step; a standing committee, ad-hoc committee, or individual user

  • Standing committees are created at the unit level (i.e. university, school, college etc.) and can be reused for cases in that unit.
  • Ad-hoc committees are created on a per case basis. An admin will need to add members to this committee before a case can be initiated.
  • An individual user can review the case, but will not be able to collaborate with others. To allow multiple members to review together, create a standing or ad-hoc committee.
If you need to add more than one committee to a step:

7.1. Click the edit pencil to the right of the step

If you need to add more than one committee to a step in the template, click the edit pencil

7.2. Click "Add Committee" to give another committee or individual access when cases reach this step

Click "Add Committee" to give another committee access to cases at this step

7.3. Select who will review the case at this step; a standing committee, ad-hoc committee, or individual user, and click "Add"

7.4. Set whether or not each committee or individual can move the case forward or backward

If checked, the manager of the committee, or the individual reviewer can move the case forward or backward in the workflow of case review steps.

If checked, the Committee Manager of that committee can move the case forward or backward in the workflow of case review steps.
8. Manage Administrators

When editing the step, you can also "Manage Administrators" who will have access to the case at this step.

Certain Administrators who should not have access to cases built on the template at a particular workflow step may have been recused during the process of creating the template on which you are building your case.

8.1. Open the "Manage Administrators" tab

8.2. Click to recuse the Administrator

If editing a standing committee, you can also recuse committee members.

Open the "Manage Administrators" tab to view the Administrators who will have access to the case at this step
9. Add or edit committee instructions:

9.1. Click "Edit Details"

You can also add or edit instructions for a committee in a template

9.2. Click to open the "Instructions" tab and enter instructions for the committee

10. Add document requirements for the committee to complete before the case can move to the next step in the workflow

You can require that the committee submit particular documents before moving the case.

10.1. Click to "Edit Details"

10.2. Open the "Required Documents" tab and click "Add Required Document"

10.3. Enter a title and description for the required document and click "Add"

11. Keep adding steps until you have built out the steps you want to include in the case

Keep adding steps until you have built out the steps you want to include in the template
If you need to change the order in which the steps appear:

Click "Collapse Steps" at the upper left of the page

It is easier to move the steps around if they are collapsed.

Click to collapse the steps

Click "Reorder" at the top right

Click "Reorder" at the top right

Drag and drop steps to change the order for the template and click "Done" to commit the change

Drag and drop steps to change the order for the template and click "Done" to commit the change

12. Click "Save and Continue" when you are finished adding steps to the case

Click "Save and Continue" when you are finished adding steps to the template

13. Review the case you've created

Check back over your case for errors and completion.