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Add and Manage Case Materials

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.

 

Add Case Materials

1. Navigate to Name of desired case under Cases 

Navigation: Cases > Name of Case

  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.
 
 

2. Add Files

  1. Ensure the Case Materials tab is selected.
  2. Click Add File adjacent to the section desired to add materials.
  3. Click Browse To Upload or Drag & Drop materials to upload desired files.

    Accepted file types include.pdf, .doc, .docx, .xls, .xlsx, .txt, .ppt, .pptx, and .html files. You can also link to videos and web pages.

     

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

     
    • Select the tabs below to view more information on how to upload different types of sources.

      Video

      To link to a video file, select the Video tab and enter the Title, URL, and description for the video.

       
       

      Webpage

      To link to a webpage, select the Webpage tab and enter the Title, URL, and description for the video. 

       
       

      Files from previous review

      If there are previous cases associated with the candidate, the Unit Administrator and Case Managers 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 Name or Section, 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 an option to select all documents listed.

       
       
  4.  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 user selects yes, then the file will be added to the packet.

 

Other Actions to Take

Select the tabs below to view more information on further actions to take when adding case materials

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 Manages, 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. 

Detailed information about this feature

  • User can use drag & drop functionality to rearrange packet media
  • User can move one or more fulfillments (required documents) from one requirement to another
  • User can reorder fulfillments within the same requirement
  • User can move one or more packet attachments from one internal section to another
  • 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 (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 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.
  • User receives alert confirmation dialogue if moving via drag & drop
  • 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
  • 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)

  • 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 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 required document.
  • Applicant can also move fulfillment from one required document to another, and fulfillments can only be moved to and from required document.
  • Unit Administrators or Case Managers can move internal section document 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
    • Settings
    • Move Files: This action shows list of candidate sections as 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.
  • Check out this article Sharing Case Materials with Candidates and this article Sharing Case Materials with Committee Members for more information on sharing case materials.