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

  • QC Pending: the letter has not yet been through the QC process
  • A red exclamation point: an issue has been found with the relevant letter.
  • A checkmark: the letter has passed the QC 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 QC status will only be displayed for letters that have been received. The statuses can be interpreted as follows:

     
  • Users can view a summary of the QC process for all of their letters under the My Letters of Recommendation tab.
    • QC Pending: the letter has not yet been through the QC process
    • A red exclamation point: an issue has been found with the relevant letter.
    • A checkmark: the letter has passed the QC process.
 
 
 
 

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 QC 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 letter.

 
 

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 you need these items, you should reach out to your recommender to get an updated letter. The recommender will not be notified.
 
 

Exclamation Point

Exclamation Point = Problem document

  • Letters with this status should prompt us 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

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.