Manage Case Review Steps
Case review steps define the structure and progression of a review workflow in Interfolio Review, Promotion & Tenure (RPT). Each step determines when review occurs, who participates, what requirements must be completed, and how access and visibility change as a case moves forward. Template Administrators can define and edit case review steps within templates, while Unit Administrators and Case Managers can edit case review steps within individual cases. Using templates to define review steps is recommended, as it ensures consistency across cases. This article explains how administrators view, edit, and manage case review steps when working with templates or individual cases.
About Case Review Step Progression
Case review steps control when review activity occurs, but they do not automatically move a case forward. Key progression concepts to understand include:
- Candidate submission and deadlines affect candidate access, not workflow advancement.
- A case may auto‑advance only once, typically after the candidate submits the first packet section.
- All subsequent workflow advancement is manual and must be initiated by an administrator.
- Advancing a case immediately recalculates access and visibility for candidates, reviewers, and administrators.
Administrators should confirm that all required review work is complete before advancing a case.
Manage Case Review Steps
When editing a case or template, navigate to the Case Review Steps page to view the full workflow. This page shows:
- Each review step in order
- The current workflow step for the case
- Committees assigned to each step
- Academic Levels with administrative access at each step
Viewing the entire workflow allows administrators to confirm access and participation at a glance. Check out the accordions below for instructions on how to manage the review steps from this page.
Manage Case Review Steps Structure
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Reorder Steps: Select ‘Reorder’ from the ‘Additional Options’ dropdown at the top of the page to drag and drop the steps to rearrange them in the preferred order.
Reordering Case Review Steps is not tracked in the Case Activity Log
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Add Steps: Click ‘+Add Step’ in the upper left-hand corner to specify the name, due date (soft deadline), committee participation, and academic level access for administrators.
The due date selected here is a soft deadline to help set expectations for reviewers without locking the case or forcing progression.
When creating or editing a template, only committees defined at the same unit level as the template are available for selection. Committees from lower‑level units will not appear.
To use lower‑unit committees, you must add the committee when editing the individual case (once created). From here, you will be able to select committees from the same unit level as the individual case.
- Delete Step: A review step cannot be deleted if the case is currently on that step. You must move the case forward or backward before attempting deletion.
Edit Step Details
Click Edit next to the desired case review step to be taken to the Edit Details page.
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Edit Step Details: Edit the step name and due date.
The due date is a soft deadlines which does not lock the case but help set expectations for committee reviewers.
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Manage Academic Level Access: Manage Academic Level access to control which Committee Members, Case Managers, and Administrators can view and act on a case at a specific workflow step. Administrators can assign access at the Academic Level or individual user level:
- Select an Academic Level from the dropdown to grant administrative access to all users at that level at once.
- Click the ‘X’ next to an assigned Academic Level to remove administrative access for the entire level.
- Click Recuse next to an individual name to remove access for that specific user without affecting others at the same level.
Manage Committees
Scroll down to the Reviewers section to add, remove, and manage committee membership and requirements. Changes made to standing committees at the case level are temporary and apply only to that case. To make permanent changes, update the standing committee from the Users & Groups page.
Check out this article About Managing Ad-Hoc and Standing Committees for more information on committee management.
FAQs
Can units track cases if their Academic Level is not listed on the case review steps?
No, units cannot track cases if their Academic Level is not included in the case review steps. Access to cases and associated reporting data is determined by the academic levels assigned to each workflow step. To resolve this add the unit’s Academic Level to the case, or add users from the unit as committee members or reviewers, enabling them to track the case's progress and access related reporting.
Can an RPT Case Step be deleted while the case is currently on that step?
No, attempting to delete a step that a case is currently on will result in an error. The Committee Manager or Administrator must move the case backward or forward to a different step before deleting the desired step.