Add and Assign Users in RPT
Interfolio Review, Promotion & Tenure (RPT) allows institutions to manage user accounts, assign roles, and connect users to units and standing committees. Administrators can create new user accounts, place users into the correct organizational units, assign administrative roles, and add users to standing committees so they can participate in case reviews. This article explains how to add new users, assign units and roles, and manage membership on standing committees.
If you remove a user from the institutional unit (Level 1), you must delete and re‑add the user to select the institutional unit again. This will also require reassigning their roles and re‑adding them to any standing committees they previously belonged to.
UIDs are case sensitive.
Add a User
- Navigate to the Users & Groups page and click the + Add User button in the upper right-hand corner.
Users with an SSO login are identified by a Key icon to the left of their name.
- Fill out the information on the ‘Add User’ window. Click Save when finished.
If your institution uses UID (User ID), the ‘User Type’ and ‘User ID’ fields appear:
- User Type: Select Internal for faculty, staff, or students already associated with the institution. Select External for individuals without institutional affiliation (e.g., external evaluators or applicants).
- User ID: Internal users must have a UID. External users cannot have a UID; the field is disabled. UIDs are case sensitive.
If your institution uses SSO, the ‘Enforce SSO’ box determines whether the user must log in using institutional credentials.
Leave the box checked for internal users. Uncheck the box only for external users who will not authenticate through SSO.
If the ‘Send Welcome Message’ option is checked, the user receives an account activation email. If no custom text is added, RPT sends a standard welcome message.
The welcome email can be resent anytime from the Edit User window.
Assign Users to a Unit, User Roles, and Standing Committees
- Navigate to the Users & Groups page and ensure the Users tab is selected. Click the Pencil (Edit) icon next to the desired user.
Users with an SSO login are identified by a Key icon to the left of their name.
- The Edit User window will display where you can update the user details, send a welcome message, and assign them to the appropriate unit, role and/or committee.
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Units & Roles Tab: Assign users to a unit and set the user's role as a Unit Administrator, Case Manager, or Template Administrator.
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Committees Tab: Select a committee from the dropdown to change their role to Evaluator or Manager.
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Units & Roles Tab: Assign users to a unit and set the user's role as a Unit Administrator, Case Manager, or Template Administrator.
From the Users & Groups Management page, a user can only be assigned to standing committees. However, once added, they will appear as available for ad-hoc committees created within their respective unit.
FAQ
Can I create a case for someone who does not yet have an institutional email address?
Yes. Administrators can create a case for any candidate by adding them to RPT as a user using their current personal or professional email address. Occasionally, administrators may need to create a case for a candidate who does not yet have an institutional email address. This scenario is common during appointment processes for newly hired faculty who have not yet been issued institutional credentials. This allows the candidate to appear in the case‑creation workflow even if they do not yet have institutional credentials.
If the candidate will later receive institutional credentials, you can add or update their SSO Identifier at any time. It is possible they may end up with a personal‑email‑based account and a new institutional‑email‑based account. If two profiles exist you will need to merge the two accounts. Be sure to note which user details should be primary. In most cases, the user profile with institutional credentials will be the primary user.