About Forms in RPT
Forms in Interfolio Review, Promotion & Tenure (RPT) are used to collect structured information from candidates, committees, and administrators throughout the review process. Forms help institutions gather consistent data, support evaluation and decision‑making, and maintain a complete record of review activity across cases and cycles. Unlike uploaded documents, forms in RPT are designed to collect structured responses, such as ratings, acknowledgements, evaluations, or internal data points. Forms ensure that required information is captured consistently and in a format that supports review workflows, reporting, and long‑term governance.
Forms are used at different stages of the review process and are completed by different participants depending on the form type. Some forms are completed by candidates as part of their packet, others by committee members during review, and others by administrators for internal tracking purposes. Understanding the purpose and placement of each form type helps administrators configure reviews intentionally and avoid misusing forms where documents or other tools may be more appropriate.
This article provides an overview of the different types of forms used in RPT, where they appear in the workflow, and how access and visibility are managed.
For step‑by‑step instructions on creating or editing forms, check out our article about how to Create and Manage Forms in RPT.
Form Types in RPT
RPT includes three distinct types of forms, each designed for a specific role and use case within the review workflow.
Candidate Forms
Candidate forms are attached under the Candidate Requirements section of a case and are completed by candidates within their candidate packet under the ‘Candidate Documents’ section. They are used to collect narratives, disclosures, background information, or other required inputs during a review. Candidate Forms.
Candidates click Fill Out Form to complete the attached candidate form.
Committee Forms
Committee Forms are attached under the Case Review Steps section of a case and must be completed by the person it was assigned to. It cannot be completed by a Unit Administrator, Case Manager, or Committee Manager on behalf of the person it was assigned to. These forms are commonly used to collect evaluations, ratings, votes, and narrative feedback as part of committee review and deliberation. Candidates cannot see or complete Committee Forms.
Committee members click Fill Out Form to complete the attached committee form.
When editing a form that already has recorded responses, RPT warns administrators to ensure historical data is preserved “This form has X existing responses. Updates to any headers or questions will only apply to active case steps that have no responses or to new cases created with this form.” 
Edits do not overwrite existing submissions. Changes only affect active steps with no responses yet and future cases using the updated form
Case Data Forms
Case Data Forms are attached under the Case Information section of a case and are completed only by Unit Administrators when editing a case. They are used to record additional institutional or administrative information about a candidate, such as rank, appointment dates, or service years. These forms are never visible to candidates or committees and are attached to the Case Information step.
Administrators click Answer to complete the attached case data form.
Form Permissions
| Unit Administrators | Candidates | Committee Members and Managers |
|---|---|---|
|
|
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Access, Visibility, and Data Preservation
Access to forms is controlled by role and workflow configuration. Only the intended participants can complete each form type, and visibility of responses is governed by institutional policy and review step access. Once a form has recorded responses, those responses are preserved as part of the case record. Editing a form does not overwrite existing submissions. Updates apply only to active review steps that do not yet have responses and to future cases where the form is used. This behavior ensures that institutions can refine forms over time while maintaining the integrity of completed reviews.
FAQs
Where do forms appear in the workflow?
Each form type appears in a specific part of the RPT workflow:
- Candidate Forms appear in candidate packet sections
- Committee Forms appear within the case review steps
- Case Data Forms appear under case information when editing a case
Creating a form on the Administration page does not automatically apply it to a review. Forms must be added during the template creation process or when managing reviewers of a case before they are available for completion. This separation allows institutions to reuse forms across multiple templates and review cycles.
What happens to forms when a case moves backward?
When a case is moved backward completed forms remain and respect step visibility settings.