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About Quality Check Interface and Notifications

This article focuses on the the product interface and notifications for the quality control process. All premium Dossier Deliver users will have their letters quality controlled when the letters are received, when the account is upgraded to premium, or before letters are sent out for delivery. Letters are not automatically quality checked for basic Dossier users, but letters can be checked upon request. Every time new letters are requested, Interfolio quality checks those letters. Communication is provided during this process whether that entails reassurance that the letter is approved or assistance if there are any errors.

 

All Dossier users will have their letters quality checked before they are sent. This process takes at most four days. However, processing could take longer depending on the overall volume of letters received. Interfolio does not restrict user from using letters that are still pending a quality check.

 

Letters marked as problem documents will not be sent unless specified by the user or the letter writer. If it is marked as missing features, it will be marked with a warning and will still be sent.

 

Check out this article on how to Upgrade to Dossier Deliver for more information.

 

The Dossier User's Experience

Letter Quality Check status

Below are all of the locations where a Dossier user can check the status of their letters that have been submitted to be Quality Checked by Interfolio.

 

Dossier Deliver User Notifications

Dossier Deliver users will see a notification on the new homepage if any of their requested letters have issues, they can click on the link for more detailed information on the letters.

 
 

Materials Page

The status of the letter will appear listed on the Materials page in the Status column, along with the other document statuses.
My materials page with Status selected

The quality check status will only be displayed for letters that have been received. The statuses can be interpreted as follows:

  • Quality Check Pending: the letter has not yet been through the quality check process
  • A red exclamation point: an issue has been found with the relevant letter.
  • A checkmark: the letter has passed the quality check process.
 
 
 

Letters Page

The status of the letter will appear listed on the Letters page in the Status column, along with the other document statuses.
My Letters page with Status selected

The quality check status will only be displayed for letters that have been received. The statuses can be interpreted as follows:

  • Quality Check Pending: the letter has not yet been through the quality check process
  • A red exclamation point: an issue has been found with the relevant letter.
  • A checkmark: the letter has passed the quality check process.
 

Users can view a summary of the quality check process for all of their letters under the My Letters of Recommendation tab.

 
 
 
 

View detailed results on Quality Check process

If a letter needs to be replaced, then it is recommended that the letter writer submit the updated letter to the URL within the notification email that they received when the quality check process was complete.

 

When viewing a Quality Checked letter, the requester sees the results of the quality check with the problem areas noted. The problems are noted and instructions provided on what to do. If a letter is not viewable, this is indicated in the doc viewer.

Note that the messaging is different than pictured. Interfolio just tells the user that the letter is not viewable.

 
 
 

Quality Check Statuses

Select the tabs below to view more information on quality check statuses from different views.

User view

  • Deliver users will see notification on the new homepage if any of their requested letters have issues.
  • The status of the letter will appear listed on the materials page.
  • The Quality Check status will also appear in a Quality Check column on the letters page.
 
 

Requester view

When viewing a Quality Checked letter, the requester sees the results of the quality check with the problem areas noted. The problems are noted and instructions provided on what to do, and the users can also choose to send the letter as-is. If a letter is not viewable, this is indicated in the doc viewer.

 
 

Letter Writer view

When no issues are present, there are all check marks. When issues are present, the writer will see a screen where they can correct errors by replacing letters.

 
 

Status Warnings

Click on the title of the letter from the letters page, or the link to the issue from the Dossier homepage. When viewing the detailed results, instructions can be found within the product by clicking on the issues link on the homepage.

 

Select the tabs below to view more information on different status warnings.

Half Moon

Half Moon = Warning

  • Letters with no signature or letterhead will have this status. This status alone will not cancel a delivery but is a warning to the user that if they need these items, they should reach out to their recommender to get an updated letter. The recommender will not be notified.
 
 

Exclamation Point

Exclamation Point = Problem document

  • Letters with this status should prompt Interfolio to cancel this delivery. The recommender of this letter will be notified about the issue.
 
 

Check out these article on FAQ About Letter Checks, how to Replace or Update Letters, or how to Get Help From Interfolio for further assistance.

 

The Letter Writer Experience with Interfolio Quality Control for Dossier

Select the tabs below to view more information on when issues are or are not found.

No Issues Found

When no issues are present, there are all check marks.

Only letter writers can view the letter contents within Interfolio Dossier. Applicants/recipients will just see a notification about the document being confidential.

 
 
 

Issues Found

If the letter has issues, letter writers can navigate to this page by way of the notification email, or by logging into their Dossier account to manage the letters that they have written. The letter writer will be able to see a screen where they can correct errors by replacing the letter.

 
 

FAQs

What does Interfolio check during the quality check process?

Interfolio will check the following items when performing the quality check of letters:

  • If the file containing the letter is viewable
  • If the letter has a physical or digital signature
  • If the letter is on an official letterhead. This includes a logo/seal
  • If the letter is written about the correct person
  • If the document is actually a letter of recommendation
  • Cosmetic issues

Applicants will be notified of the results of the quality check process within four business days.

 

Interfolio employees will never disclose the specific or summarized contents of the letter of recommendation. Through the Quality Control process, Interfolio will notify applicants of specific details or qualities of their letter (letterhead, signature, and more), as described in the article below. Please reach out to our Scholar Services team at help@interfolio.com with any further questions.

 
 

Types of Signatures that Interfolio Identifies through the quality check process

Interfolio understands that signatures are in most cases a requirement. Interfolio will reach out if the signature exists and what type of signature is in the letter. Most institutions, fellowship programs, and various other opportunities may require the traditional handwritten signature. If by chance the letter includes another type of signature or no signature at all, get in contact with the letter writer/evaluator in order to get that letter updated with the proper formatting.

 

Select the tabs below to view more information on different types of signatures.

Handwritten signatures

The letter writer/evaluator has put pen to paper and wrote their signature on the letter. Because the signature is written in by the letter writer, questions may arise on how to submit this letter. If choosing to have the letter writer submit their letter electronically, the letter writer will need to have the ability to scan their document to a computer, save it, and then submit it through the emailed request they receive. Letter writers can also mail their letter to Interfolio if the printed form option of delivery is chosen in the letter request form. Below are examples of a handwritten signature:

A signature (/ˈsɪɡnətʃər/; from Latin: signare, "to sign") is a handwritten (and often stylized) depiction of someone's name, nickname, or even a simple "X" or other mark that a person writes on documents as a proof of identity and intent. The point is the handwritten signature has to be written on the document by the signer.

 
 
 

Digital Signature

The digital signature is simply a small block of data that is attached to documents signed. It is generated from a digital ID, which includes both a private and public key. The private key is used to apply the signature to the document, while the public key is sent with the file. Digital signatures usually include a mark or stamp to authenticate it. Most organizations will accept a digital signature in place of a handwritten one. A digital signature is a type of electronic signature that encrypts documents with digital codes that are particularly difficult to duplicate. Here are a few examples below:

 
 

No Signature

When the writer typed their name in the signature block and changed the font to a more stylized type font, or does not include anything in the signature block. These are not considered a signature. Some examples of what would be considered a document without a signature are:


 
 
 

When will Interfolio quality check?

Quality check time is four business days. A confidential letter of recommendation enters the quality check process in two ways:

  1. When a letter of recommendation is used in a delivery, the document will be quality checked at that time.
  2. Once a user upgrades to Dossier Deliver, a quality check all of letters that were submitted on March 2018 and after will be performed. If a letter was submitted prior to March 2018 and it needs to be quality checked, either include it in a delivery or reach out to us directly to have it quality checked.