Create and Manage Case Statuses
Case statuses allow institutions to label and track cases throughout the Review, Promotion & Tenure (RPT) workflow. Statuses help administrators and reviewers understand where a case stands, whether additional action is required, and when a review cycle is complete. Statuses are set at the highest level of an institutional hierarchy, so once created, these statuses can be applied to any case created by the institution or any of its lower units (schools, departments, and more).
Common case statuses include Under Review, With Candidate, On Hold, Late, Archived, Cancelled, Case Completed, Tenure Granted, Promotion Denied, and Sabbatical Denied. Institutions may use any combination of these or create custom statuses to reflect local processes or review needs.
Permissions
- Institutional Administrators: Control the official, color‑coded statuses available institution‑wide. These statuses are created in the Administration > Statuses settings and become available to all lower units (schools, colleges, departments).
- Unit Administrators, Case Managers, and Committee Managers: Control statuses at individual cases. These users can assign an existing status to a case, remove a status from a case, and create custom case-only statuses. Statuses created at the case level apply only to the specific case and will not appear anywhere else in the institution.
Create and Manage Institution-Level Case Statuses
- Navigate to the Administration page and select the Statuses tab on the left-hand side. If someone has already added statuses to the program, they will appear here.
- From here you can click the +Add Status button to create a new status, or click the Pencil (Edit) icon next to the desired status to edit the name, change the associated color, or delete the status altogether. Click Done or Update when finished.
The order of statuses here determines their appearance in the dropdown list when a user applies a status to a case. Simply drag and drop the statuses to arrange them in the desired sequence.
When a status is deleted in RPT Administration, it is removed from future use, meaning it will no longer be available for selection in new cases. However, deleting a status does not remove it from existing active or closed cases where it has already been applied.
- The new status can be applied to individual cases by Unit Administrators, Case Managers, or Committee Managers.
