Manage Case Statuses
Case statuses provide a fast, consistent way to track where a case is in the RPT workflow and to communicate progress, action needs, or final outcomes. Institutional Administrators create the official, color‑coded statuses that appear across all units, while Unit Administrators, Case Managers, and Committee Managers apply, remove, or create case‑specific statuses directly within individual cases. These statuses can be assigned one case at a time or as a bulk action from the Cases page. Common case statuses include Under Review, With Candidate, On Hold, Late, Archived, Cancelled, Case Completed, Tenure Granted, Promotion Denied, and Sabbatical Denied. Institutions may use any combination of these or create custom statuses to reflect local processes or review needs. Because case statuses support clarity and reporting across the institution, understanding the difference between global (institution‑level) and local (case‑level) statuses is essential for maintaining consistent review practices.
Permissions
- Institutional Administrators: Control the official, color‑coded statuses available institution‑wide. These statuses are created in the Administration > Statuses settings and become available to all lower units (schools, colleges, departments).
- Unit Administrators, Case Managers, and Committee Managers: Control statuses at individual cases. These users can assign an existing status to a case, remove a status from a case, and create custom case-only statuses. Statuses created at the case level apply only to the specific case and will not appear anywhere else in the institution.
Candidates cannot see the case status on the 'Your Packets' page or anywhere on the packet itself.
Manage Institution-Level Case Statuses
Institution‑level statuses ensure consistency across all units. Once created in Administration Settings, they become available for selection in any case at the institution or its subordinate units.
- Navigate to the Administration page and select the Statuses tab on the left-hand side. If someone has already added statuses to the program, they will appear here.
- From here you can click the +Add Status button to create a new status, or click the Pencil (Edit) icon next to the desired status to edit the name, change the associated color, or delete the status altogether. Click Done or Update when finished.
Drag and drop statuses to change the order in which they appear in case dropdowns. The order here controls how statuses display everywhere in RPT.
Deleting a status removes it from future use but does not remove it from any active or closed case where it has already been applied.
- The new status can be applied to individual cases by Unit Administrators, Case Managers, or Committee Managers.
Assign and Manage Case‑Level Statuses
- On the desired case, you can assign a status under the ‘Status’ section.
- If no status has been assigned, click Select Status at the top. If a status is already assigned it will display here and you can click Change instead. You may have to scroll down through the dropdown list to see more options.
Unit Administrators, Case Managers, and Committee Managers can Add Custom Statuses that only apply to the case for which it is created. These custom statuses do not appear under the institution-wide status list on the Administration page and therefore cannot be reused in other cases
FAQs
Can you add or remove case statuses in bulk?
Yes, on the Cases page, check the boxes next to the desired cases to change the statuses. Select whether you would like to Add or Remove the status from the More Options dropdown.
Is it possible to add more than one status to a case?
No, each case can only have one status at a time.