User Roles in Interfolio Review, Promotion & Tenure (Outdated)
In Interfolio Review, Promotion & Tenure, there are four different user roles: Institutional Administrators, Administrators, Committee Managers, and Users/Committee Members. These three roles have different levels of access to materials and actions within the system.
Anyone added to Interfolio RPT is automatically called a “user.” Users have the most basic and restricted access in the system. Once a user is added to a committee, they are often referred to in that context as Committee Members. A user must be added to a committee in order to view a candidate’s packet, download documents (if allowed), and leave comments (also if allowed) on the particular case they have access to.
Committee Managers possess all of the capabilities of Committee Members, plus a few more. Most noticeably, Committee Managers have the power to move a case either backward or forward after a committee has finished reviewing. In addition, Committee Managers have communication powers within the system; they can e-mail both the candidate and committee members from within the product and can record committee votes in the program. In order to make a user a Committee Manager, an Administrator must manually select them to serve this role.
Administrators are the users with the most power within Interfolio RPT. In addition to being able to access documents, e-mail candidates, and committees, and move a case forward or backward, Administrators are the only users who can create templates, forms, and cases for the units to which they have access. Administrators can also create users and standing committees. Administrators can exist at any organizational level in RPT and have the ability to perform administrative functions for all units within their administrative hierarchy. For example, an Administrator at a university will have access to settings, cases, and committees for all units at or beneath the university level, such as colleges, departments and so on. Administrators will lose such access only when "recused" from a case at a particular workflow step.
Institutional Administrators are administrators at the highest level of an institution. They have all the powers of administrators, but can also set whether or not comments and downloads are enabled for an institution, add custom branding to the appearance of Interfolio, establish case statuses that can be used across an institution, and set up and manage committee voting at an institution.
Interfolio Promotion & Tenure User Role Capabilities: | ||||
Institutional Administrator | Administrator | Committee Manager | Committee Member | |
---|---|---|---|---|
Administration | ||||
Add/edit and manage organizational units | TRUE |
TRUE |
FALSE | FALSE |
Add/edit and manage users |
TRUE |
TRUE |
FALSE | FALSE |
Assign users to one or more units |
TRUE |
TRUE |
FALSE | FALSE |
Name users Administrators or Committee Managers |
TRUE |
TRUE |
FALSE | FALSE |
Assign users to a committee |
TRUE |
TRUE |
FALSE | FALSE |
Create and manage candidate forms (forms to filled out BY a candidate) |
TRUE |
TRUE |
FALSE | FALSE |
Create and manage case data forms (forms ABOUT a candidate or case) | TRUE |
TRUE |
FALSE | FALSE |
Enable/disable comments for an institution |
TRUE |
FALSE | FALSE | FALSE |
Enable/disable downloads for an institution |
TRUE |
FALSE | FALSE | FALSE |
Add/ edit custom branding (logo and colors) |
TRUE |
FALSE | FALSE | FALSE |
Create/edit institution-wide custom statuses |
TRUE |
FALSE | FALSE | FALSE |
Set up committee voting (enable feature and add institution-wide voting options) |
TRUE |
FALSE | FALSE | FALSE |
Committees | ||||
Create/manage standing committees | TRUE |
TRUE |
FALSE | FALSE |
Permanently Add/remove users to/from standing committees |
TRUE |
TRUE |
FALSE | FALSE |
Create/delete case-specific (ad-hoc) committee | TRUE |
TRUE |
FALSE | FALSE |
Add/remove case-specific (ad-hoc) committee to or from a case |
TRUE |
TRUE |
FALSE | FALSE |
Add single reviewer (committee of 1) to a case review step |
TRUE |
TRUE |
FALSE | FALSE |
Edit name, instructions due date of a case-specific committee |
TRUE |
TRUE |
FALSE | FALSE |
Add users to, or remove users from a case-specific committee |
TRUE |
TRUE |
TRUE | FALSE |
Assign temporary members to a standing committee |
TRUE |
TRUE |
TRUE |
FALSE |
Temporarily remove (recuse) members from a standing committee | TRUE |
TRUE |
TRUE |
FALSE |
Set up committee document requirements |
TRUE |
TRUE |
TRUE |
FALSE |
Upload documents to satisfy committee document requirements |
TRUE |
TRUE |
TRUE |
FALSE |
Record the results of a committee vote |
TRUE |
TRUE |
TRUE |
FALSE |
Templates & Cases | ||||
Create/edit/delete a template |
TRUE |
TRUE |
FALSE | FALSE |
Create/edit/ a case | TRUE |
TRUE |
FALSE | FALSE |
Create/edit candidate packet requirements for a case |
TRUE |
TRUE |
FALSE | FALSE |
Allow candidates to add packet sections |
TRUE |
TRUE |
FALSE | FALSE |
Set up a case workflow (series of case review steps) |
TRUE |
TRUE |
FALSE |
FALSE |
Move a case forward or backward |
TRUE |
TRUE |
TRUE |
FALSE |
Close/reopen a case |
TRUE |
TRUE |
FALSE | FALSE |
Delete a case |
TRUE |
FALSE | FALSE | FALSE |
Recuse (temporarily remove) a standing committee member from a case review step |
TRUE |
TRUE |
TRUE |
FALSE |
Recuse an administrator from one or more case review steps |
TRUE |
TRUE |
FALSE | FALSE |
Recuse an administrator from one or more case review steps in a template |
TRUE |
TRUE |
FALSE | FALSE |
Apply and remove an existing status to a case |
TRUE |
TRUE |
TRUE | FALSE |
Create and apply a custom status for particular case |
TRUE |
TRUE |
TRUE | FALSE |
Generate and add F180 Vita to a case |
TRUE |
TRUE |
FALSE |
FALSE |
Regenerate F180 Vita attached to a case |
TRUE |
TRUE |
TRUE |
FALSE |
View History of F180 Vita attached to a case |
TRUE |
TRUE |
TRUE |
FALSE |
Communication | ||||
Notify a candidate of their review |
TRUE |
TRUE |
FALSE | FALSE |
Email a candidate |
TRUE |
TRUE |
TRUE |
FALSE |
Email committee members |
TRUE |
TRUE |
TRUE |
FALSE |
Enable/disable comments for a case review steps |
TRUE |
TRUE |
TRUE |
FALSE |
Leave comments on a case |
TRUE |
TRUE |
TRUE |
TRUE |
View notifications |
TRUE |
TRUE |
TRUE |
TRUE |
Share materials with candidate and allow response |
TRUE |
TRUE |
TRUE |
FALSE |
Share materials with committee members from committees outside of workflow |
TRUE |
TRUE |
TRUE |
FALSE |
Materials & Forms | ||||
Create/edit a candidate form |
TRUE |
TRUE |
FALSE | FALSE |
Add a candidate form requirement to a case (attach a candidate form to a case) |
TRUE |
TRUE |
FALSE | FALSE |
Create/edit a case data form |
TRUE |
TRUE |
FALSE | FALSE |
Create, edit, and manage committee forms made up of questions to be completed by members of a committee |
TRUE |
TRUE |
FALSE |
FALSE |
Add a case data form requirement to a case (attach a case data form to a case) |
TRUE |
TRUE |
FALSE | FALSE |
Upload new materials to a case |
TRUE |
TRUE |
TRUE |
FALSE |
Add sections to a packet that are not visible to candidate (committee documents) |
TRUE |
TRUE |
TRUE |
FALSE |
Reorder packet documents |
TRUE |
TRUE |
TRUE |
FALSE |
Change the document group in which materials appears |
TRUE |
TRUE |
TRUE |
FALSE |
Edit title and type of documents added to a case by a committee |
TRUE |
TRUE |
TRUE |
FALSE |
Delete materials added to a case by a committee (note that Committee Managers can ONLY delete materials added by themselves, not documents added by another user) |
TRUE |
TRUE |
TRUE |
FALSE |
Set download privileges |
TRUE |
TRUE |
TRUE |
FALSE |
Set access to materials (including external evaluations) |
TRUE |
TRUE |
TRUE |
FALSE |
Allow/disallow candidate editing of packet materials |
TRUE |
TRUE |
TRUE |
FALSE |
Allow candidates to add packet sections |
TRUE |
TRUE |
FALSE | FALSE |
Request/ edit/resend external evaluation requests |
TRUE |
TRUE |
TRUE |
FALSE |
Access external evaluations (depending on settings for case) |
TRUE |
TRUE |
TRUE |
TRUE |
Download print documents (depending on settings for institution or document) |
TRUE |
TRUE |
TRUE |
TRUE |
Read case documents and forms (access of candidate, committee, and other docs are dependent doc permission settings) |
TRUE |
TRUE |
TRUE |
TRUE |
Annotate (make notes) on documents in the document viewer, and export your annotations. |
TRUE |
TRUE |
TRUE |
TRUE |
Reports & Logs | ||||
Generate and download reports including case info, forms, and voting results reports |
TRUE |
TRUE |
FALSE | FALSE |
View Case Activity logs: case movement, changes in status, and messages sent |
TRUE |
TRUE |
FALSE | FALSE |