Check out our upcoming webinars and client office hours calendar here!

How Can We Help?

Search icon

Search Results

Add and Manage Case Materials (for Case Managers)

Unit Administrators, Case Managers, and Committee Managers in Interfolio Review, Promotion & Tenure (RPT) can add materials to a case, including candidate documents, committee documents, and external evaluations. It is possible to upload most popular document formats, as well as links to videos and web pages. Unit Administrators, Case Managers, and Committee Managers may also set permissions for viewing and downloading case materials, and set the packet section in which materials will appear on the case page. It is also possible for Unit Administrators, Case Managers, and Committee Managers to share packet materials with committee members or candidates. This article explains how to add and manage materials from the case page.

 

Note that external evaluations cannot be shared with the candidate.

 

If you are unable to add files to a case and you believe you should have permission to do so, contact an Administrator of the case.

 

Manage Case Materials

Add Materials to a Case

Navigation: Cases > Name of Case > Case Materials > Add File > Browse to Upload > Save

  1. Click Cases under Review, Promotion & Tenure (RPT) on the navigation menu.
     Review, Promotion & Tenure section with Cases highlighted
  2. Click the Name of the desired case.
  3. Ensure the Case Materials tab is selected.
  4. Click Add File adjacent to the section desired to add materials.
Source Details
Video To link to a video file, select the Video tab and enter the Title, URL, and description for the video. You can add videos hosted on YouTube and Vimeo.
Webpage To link to a webpage, select the Webpage tab and enter the Title, URL, and description for the video. 
Upload File from Computer Accepted file types include .pdf, .doc, .docx, .xls, .xlsx, .txt, .ppt, .pptx, and .html files. 
File from Previous Review

If there are previous cases associated with the candidate, the Unit Administrator and Case Manager will see a Previous Reviews tab. Those recused or not added to a case will not see files for that case or even that tab.

 

Select the Previous Reviews tab, if it is available, and select the desired case to add files from. After selecting a previous case, the Unit Administrator and Case Manager for that specific case can see all file names from that previous review for inclusion in the upcoming review listed as Artifact Names or Sections. Search the list of applicant media from the previous packet by name or the packet section name, select and copy one or more applicant files from the previous packet to the current packet requirement, and have the option to select all documents listed.

5. Click Browse To Upload or Drag & Drop materials to upload desired files.

Note that files from a previous review of the candidate can now be included.

 

6. Click Save when finished.

If the candidate has been notified of their case, when an RPT Unit Administrator or Case Manager adds a new artifact to the candidate requirement section, they will get an alert notice that tells them the file will be visible to the candidate and asks them to confirm they want it added. If the user selects yes, then the file will be added to the packet.

 
 
 

Manage Materials within a Case

Action Description
Add/Move

Unit Administrators or Case Managers can add required documents as a fulfillment to a requirement on behalf of a candidate. These documents are added to the candidate’s Dossier. Once a document is moved or added to the Candidate Documents section on the candidate packet, it cannot be moved out of that section.

The name of the person who added each document displays on the case page of a candidate. The name of the individual responsible for adding an artifact to a packet is now displayed on the case page of a candidate. Each entry displays the name, date: Month, Date Year (Nov 13, 2018)

 
Admin Fulfillments

An RPT Unit Administrator or Case Manager can remove a document added by a Unit Administrator or Case Manager as a requirement fulfillment on behalf of a candidate.

  • Unit Administrators and Case Managers see the delete option in the edit popover menu.
  • Users can delete an administrator-added fulfillment.
Drag & Drop

Unit Administrators, Case Managers, and Committee Managers can drag and drop one or more packet materials (or links) to a Candidate Requirement Section on the case page of a candidate. When a file is moved from an internal section to the candidate packet, the user will get a confirmation modal. 

 

  • The user can use drag & drop functionality to rearrange packet media
  • The user can move one or more fulfillments (required documents) from one requirement to another
  • The user can reorder fulfillments within the same requirement
  • The user can move one or more packet attachments from one internal section to another
  • The user can reorder packet attachments within the same internal section
  • An RPT Case Manager or Unit Administrator can reorder and reassign selected files to a Candidate Requirement Section (The user can also move documents in bulk).
  • An RPT Case Manager or Unit Administrator can reassign a committee evaluation or confidential attachment to a Candidate Requirement Section
  • An RPT Case Manager or Unit Administrator can move packet attachments and links from an Internal Section to a Candidate Requirement Section (individually or in bulk) via drag-and-drop
  • An RPT Case Manager or Unit Administrator cannot move committee evaluations or confidential attachments from an Internal Section to a Candidate Requirement Section (individually or in bulk)
  • An RPT Case Manager or Unit Administrator cannot move committee evaluations or confidential attachments from an Internal Section to a Candidate Requirement Section (individually or in bulk)
  • An RPT Case Manager or Unit Administrator can move packet attachment to a required document slot via the action bar move button
  • An RPT Case Manager or Unit Administrator can move one or more packet attachments at a time, but can’t move a packet attachment and a fulfillment (required candidate document) at the same time
  • An RPT Case Manager or Unit Administrator can move packet attachments with any format
  • When a file is moved from an internal section to the candidate packet, the user will get a confirmation modal that says “Any file added to the candidate packet will be visible by the candidate, candidate name. Are you sure you want to add the file(s) to the candidate packet?”
Action Bar

Unit Administrators, Case Managers, and Committee Managers can use the action bar to move one or more materials (or links) to a Candidate Requirement Section on the case page of a candidate. RPT Case Managers and Unit Administrators can use the new Actions Bar to select and move one or more packet attachments or packet links (individually or in bulk) from an Internal Section to a new target Candidate Requirement Section, and those materials become applicant documents or links.

  • RPT CM/Admin cannot reassign a committee evaluation or confidential attachment to a Candidate Requirement Section
  • An existing pattern is followed for not allowing the selection of a Section.
  • The user receives an alert confirmation dialogue if moving via drag & drop
  • The user can move one or more packet attachments at a time but can’t move a packet attachment and a fulfillment at the same time
  • The user can move packet attachments with any format
Edit/Delete

Click Edit next to the document, and select Edit Settings or Delete (if it is available)

Administrators and Case Managers can delete any material added by themselves or another Committee Manager. Committee Managers can only delete materials added by themselves. Only candidates can delete files that they've uploaded.

 
  • When editing the file can be moved to a different packet section, and control who has access to view it (Admins only, Admins & Managers, Admins & Entire Committee)
  • To change the order in which the file appears in the packet section, hover over the file and drag & drop
  • Using the action bar on the case page to select, move, download, and share materials individually or in bulk
Other
  • Unit Administrators (and applicants) and Case Managers can reassign an uploaded document that satisfies a requirement, to satisfy another requirement in the same packet.
  • Unit Administrators and Case Managers can move fulfillment from one required document to another in the same packet. Fulfillment can only be moved to and from the required document.
  • Applicant can also move fulfillment from one required document to another, and fulfillments can only be moved to and from the required document.
  • Unit Administrators or Case Managers can move internal section documents to another internal section.
  • When an RPT Unit Administrator, Case Manager, or Committee Manager selects more than one document in a candidate packet, they will see an action bar with:
    • Select all: Click the box at the left of the bar to select all files
    • Download (if downloads are turned on for the institution)
    • Share with Candidates or with Committee Members
    • Settings
    • Move Files: This action shows a list of candidate sections as a header, then requirement sections as the options
  • You can turn downloading on or off (if downloading is allowed by your institution) or set the access level indicating who can view the files.
 
 
Was this article helpful?
Give feedback about this article