Share Case Materials with Candidates or Committee Members
Unit Administrators, Case Managers, and Committee Managers can use Interfolio's Review, Promotion & Tenure (RPT) to share packet materials and other documents with individual users at the institution or committee members involved in a case's workflow. Sharing case materials is different from emailing a candidate. Instead of sending files as attachments, this option controls candidate access to documents within RPT and enforces confidentiality rules. Sharing case materials allows administrative users to give candidates access to specific documents in a case when appropriate, such as committee materials or supporting documentation. Shared materials are made available through the candidate’s RPT account rather than being attached directly to an email. When enabled, candidates can also be given the opportunity to respond to shared materials by uploading a document as part of a formal response or rebuttal.
This feature is particularly useful for:
- Sharing recommendations with committee members assigned to earlier steps in the workflow, eliminating the need to revert cases or rely on external email communication.
- Sending specific portions of a case to individuals who should not access the entire case. For instance, certain documents can be shared with academic leaders, like the provost, without adding them as committee members.
Recipients are notified via email when files are shared and are prompted to log in to their Interfolio account to access the shared documents.
Privacy and Confidentiality
- Certain materials, such as confidential external evaluation documents, cannot be shared with candidates, even if they are part of the case. Non‑confidential documents may be shared when institutional policy allows.
- Files that are shared can be downloaded, regardless of the download settings within the case.
- As with all activity in the system, the case Activity Log will record and document when files are shared.
Share Case Materials
- Navigate to the Cases page and click the Name of the desired case to navigate to the case's page.
- Select the checkbox(es) next to the material(s) desired to be shared with Committee Members. Then click Share > With Candidate or With Committee Members from the toolbar.
You can only share case materials with users who are part of the case.
- Complete the Message to Committee form that appears. From here you can include a message to the candidate explaining why the materials are being shared.
If messaging the committee, you can specify multiple committees and individuals as recipients. To add additional recipients, select either User or Committee, then use the dropdown menu to search for the available users or committees in the workflow.
By default, ALL members of the selected committees and individual users are listed as recipients. You can remove specific individuals if needed.
- If enabled, administrators can also Enable the candidate to respond to shared materials by uploading a document. This response option is used for formal candidate responses or rebuttals and is tied to the shared files.
Providing a due date when sharing materials and allowing a response is strongly recommended. Without a due date, candidates may not see a clear prompt to take action when logging in. This due date is a hard deadline and responses can not be submitted after this date.
- Click Add under ‘Share Files’ to attach files or forms to the message.
Files will not be directly attached to the email. Recipients will receive email notification that files have been shared and will need to log in to their account to view the shared files.
- Before sending the message, click Preview to see how the message will appear to recipients. Click Send when finished.
Candidates are able to download files that are shared with them. To learn more about how candidate responses are managed, check out this article about how to View and Respond to FIles Shared by a Committee.