Create a Case From a Template
Templates and cases form the backbone of the Interfolio Review, Promotion & Tenure (RPT) workflow. Templates establish the required materials, internal sections, review steps, and workflow logic used for a specific review type. Cases apply that structure to individual candidates. Once a template is created, administrators can generate single cases or multiple cases at once, ensuring consistency and saving time during large review cycles.
RPT supports multiple review types—including appointment, promotion, reappointment, review, sabbatical, tenure, and others. Each case inherits all components of the template (packet requirements, internal case sections, and review steps), but administrators can customize deadlines, committee assignments, case data, and candidate instructions to meet review‑specific needs.
Once created, a case becomes the candidate’s live review workspace. Candidates upload their materials, committees add documents and complete evaluations, and administrators oversee workflow movement and case progression.
Users cannot create cases for themselves in RPT. If a candidate requires committee access to their own case (for example, to upload materials), another individual must create the case and add the candidate to the review committee.
Case Creation Process
For large review cycles, multiple cases can be created simultaneously from the same template, enabling institutions to launch consistent, policy‑aligned reviews efficiently and at scale.
- Navigate to the ‘Cases’ page and click the Create Case button in the upper right-hand corner to start the case creation process.
- Complete the first step of the case creation process by clicking the + Select Candidates button to identify the individuals to be included in the case(s).
If the candidate does not appear on the list, add them as a user first. For external users (e.g., appointments), use their current professional or personal email. Be sure user information is up to date before case creation since once a case has been created, candidate information cannot be edited.
- After moving onto the second step, select the template that matches the review type. Use unit and Type filters under ‘Select Case Settings’ to narrow the list.
Click the hyperlinked name of the template to preview the template before selecting it. Ensure all required materials, steps, and instructions are correct; templates cannot be edited during case creation.
If creating a single case, a Custom Case option appears, allowing you to build a case without a template. This option is disabled for batch creation.
- Before creating the case, the final step allows administrators to set case-specific settings.
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Candidate Requirements: Set the candidate submission deadline and section due dates.
- Hard deadlines automatically lock and submit packets.
The type of deadline (hard or soft) is selected during template creation.
- Section‑level deadlines are always soft. Click Edit Candidate Sections to adjust section‑level deadlines.Identify the candidate requirement deadline and sections.
- Hard deadlines automatically lock and submit packets.
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Settings: Identify whether
- The candidate will participate in the evaluation (required if they will upload materials).
- The candidate should be notified immediately upon case creation (If notification is skipped, administrators may notify candidates later).
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Candidate Requirements: Set the candidate submission deadline and section due dates.
- Review all case details (including required materials, committees, deadlines, and workflow steps) before creating the case.
- When ready, scroll to the bottom and click Create [#] Cases. If a single case is created, you'll be directed to its page; if cases are created in bulk, you'll return to the Cases page.
Edit Existing Case After Creation
You can edit an existing case by selecting Edit Case from the ‘Case Options’ dropdown on the desired case page.
From this page, you can manage the case’s workflow settings, including the sequence of review steps, committee membership and requirements, and any candidate-facing instructions or deadlines. You can also update internal case sections (e.g. External Evaluations or other confidential reviewer materials) which remain visible only to committee members and administrators, never to the candidate.
Editing Restrictions
- You cannot update the candidate name or unit or the template-level structures inherited from the original template.
- Internal sections cannot be deleted if committee forms are attached.
- Required documents do not prevent section removal (they are not tied to section metadata).
- External evaluation sections can be removed when configuring internal sections.
FAQ
Why am I unable to create a case for a candidate with the same primary email address for two accounts in Super?
If you see the error "We're sorry, we were unable to create this account. Please make sure you are using the correct information and try again." when creating a case, it is because the candidate has the same primary email on two accounts in Super. The system does not allow duplicate primary email addresses across multiple accounts. To resolve this, merge the two accounts with the same primary email address.
I created a case for a candidate, why can't they see it?
There are two possible scenarios for this:
- The candidate needs to be notified again.
- Their accounts need to be merged.
Why do administrators appear differently in templates vs. cases when using Academic Levels?
This is expected behavior based on how Academic Levels are designed. Templates show administrators from the unit where the template is created and up the hierarchy, while cases show administrators from the unit where the case is created and up the hierarchy. If the case is created at a lower unit than the template, it may include additional administrators not visible in the template. Although templates allow selection of lower levels, they don’t display those admins to avoid clutter.
To ensure consistency, either create the case at the same unit as the template or turn off the Academic Level for that step.