Send a Message with Attached Files to Any Institutional User and Allow/Request a Response

Admins and Committee Managers can send a message, with documents attached, to committees and other Review, Promotion, & Tenure users, and can request/allow the recipient of the documents to upload a file in response.

Users can indicate where the response should appear in the case when it is received.

Important: Users concerned about privacy and confidentiality issues should rest assured that:

  • Only Administrators and Committee Managers of the current case can share files.
  • It is difficult to accidentally share files.
  • As with all activity in the system, the case Activity Log will record and document when files are shared.
  • During the implementation process, Client Success Managers will work with institutions to ensure that faculty and staff receive comprehensive training on Review, Promotion, & Tenure and that institutional policies are well documented and understood.

On the case page, click the name of the case

Open the "Case Details" tab

Click "Email" at the top of the list of Committee Members

Indicate who should receive the email

You can specify multiple committees and individuals as recipients.

By default, the message goes to members of the current committee. You can Select "User" and search for one or more Review, Promotion, & Tenure users to add the list of recipients

You can also add other committees and individuals in the workflow of the case as recipients. Click "Committee," and search for or select a committee from the list of committees or individuals

All members of selected committees, and individual users will appear listed as recipients, and you can choose to remove individuals if necessary

Enter a subject and compose your message and click to send

You can preview how the message will appear to recipients before you send it

To add files and allow a response to the files you send:

Click "Add" at the bottom left of the page to share files with the message recipients

No files will be directly attached to the email. Recipients will receive email notification that files have been shared, and will need to login to their account to view the shared files.

Click the "add" icon to select files to share

Click "Enable File Response" to the right of the page if you want users to respond to the file

Check this box to allow recipients to submit a file in response to the message and attached files.

Enter a message reason, and a deadline,

Select the section where you want the response to appear on the case page (Candidate Docs, External Evals, Committee Docs)

When the response comes in, the file will appear in the section you indicate.