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Case Manager and Template Administrator User Roles

Interfolio has made two new user roles available in Review, Promotion & Tenure (RPT); the Case Manager and the Template Administrator. Currently, they are available on an opt-in basis per institution. This article provides a video introduction to the new roles and a written transcript of the video covering the following topics:

  • An overview of the Case Manager and Template Administrator roles.
  • Changes that occur when a Committee Manager is elevated to a Case Manager.
  • Changes that occur when a Unit Administrator is demoted to a Case Manager. 
  • Permissions that evolve with academic workflow levels.
 

Case Managers

Note that the Case Manager can be recused just like a Unit Administrator.

 

Select the tabs below to view more information on what Case Managers can and cannot do.

Can do

Case Managers can take most actions across all cases at their unit:

  • Create cases
  • Edit the workflow, requirements, and instructions
  • Manage case-specific settings, and committees
  • View and manage standing committees for their unit
 
 

Cannot do

Case Managers cannot:

  • Manage templates
  • View reports
  • Change account settings
 
 

Template Administrators

Institutions that want to take advantage of these new roles should take a moment to consider their business process and how permissions will be impacted once a user is provisioned with either of these new roles. 

 

Select the tabs below to view more information on what Template Administrators can and cannot do.

Can do

Template Administrators can:

  • Create and edit templates 
 
 

Cannot do

Template Administrators cannot:

  • Create cases
  • View reports
  • Manage account settings
 
 

Changes in Abilities

Select the tabs below to view more information on what abilities have changed with the new Case Manager role.

Committee Manager to Case Manager

Committee Managers who are promoted to Case Managers will have the ability to: 

  • Create new cases from scratch or by using templates
  • Manage case-level settings
  • View all closed cases in their unit hierarchy unless they are already recused from those cases
  • View all case details and packet materials that fall within their unit hierarchy
  • View and manage standing committees

Since Case Managers will also have access to closed cases within their unit hierarchy (unless they are already recused from those cases), Case Managers potentially have access to more sensitive information than they had previously, when they were just Committee Managers. While it is planned to introduce functionality to restrict visibility by workflow steps, this will not be available immediately when these new roles are released.

 
 
 

Administrator to Case Manager

When Unit Administrators are reassigned as Case Managers, these users lose the ability to:

  • Create and manage users
  • Manage the unit hierarchy
  • Manage administrative settings
  • Create and manage templates
  • Create and manage forms
  • View reports

A user can be assigned both Case Manager and Template Administrator roles. This provides users with control over cases and templates without having access to unit level tools such as forms, user management, and reporting.

 
 
 

Further Guidance on New User Roles

Should my institution adopt these new user roles?

Institutions that want to take advantage of these new roles should take a moment to consider their business process and how permissions will be impacted once a user is provisioned with either of these new roles. Listed below are some scenarios for adopting these user roles:

Scenario 1

For institutions that want to promote their Committee Managers to Case Managers, those users would now have the ability to: 

  • Create new cases
  • Manage case settings
  • View all case details and packet materials
  • View and manage standing committees
  • Access closed cases within their unit hierarchy, unless already recused

Other scenarios include if the organization has 

  • Department Head/Department Administrators
  • Committee Managers who need more permissions

Case Managers will have access to closed cases within their unit hierarchy unless they are already recused. This results in Case Managers potentially having access to more sensitive information than they have had previously. While it is planned to introduce functionality to restrict visibility by workflow steps, this will not be available immediately when these new roles are released.

 

The Committee Manager role may desired to be kept if…

  • Users are needed to be part of the review process, but not as case creators
  • Access to cases needs to be per step versus continuous case access
 
 

Scenario 2

For institutions that are considering updating some of their Unit Administrators to Case Managers, these users would lose the ability to:

  • Create and manage users
  • Manage the unit hierarchy
  • Create and manage templates
  • Create and manage forms
  • View reports

It is important to point out that a user can be assigned both Case Manager and Template Administrator roles. This provides users with control over cases and templates without having access to unit-level tools such as forms, user management, and reporting.

Keep the Unit Administrator role if….

  • User provisioning access is needed (not including committee specific management)
  • Form configuration access is needed
 
 

Scenario 3

For institutions that are considering updating some of their Committee Managers to also be Template Administrators, these users would gain the ability to:

  • Create and manage templates
  • Create/manage standing committees
  • Assign users to a standing committee
  • Remove users from a standing committees
  • Recuse a Case Manager from one or more case review steps in a template
  • View templates

It is important to point out that a user can be assigned both Committee Manager and Template Administrator roles . This provides users with access to review specific cases and additionally control over unit-level templates without having access to unit-level tools such as forms, user management, and reporting. 

 
 

Caveats of turning this feature on

  • It is recommended to only update existing Unit Administrators to Case Manager or Template Administrator roles.
  • These users will retain their recusals wherever set.
  • Do no assign new users Case Manager or Template Administrator roles. It will be necessary to manually recuse these users wherever necessary.
 
 

How to Adopt New User Roles

  1. Download the RPT Users list (check out this article for instructions on how to download the list of RPT users).
  2. Filter the list to Administrators (Unit Administrators) only.
  3. Of that Unit Administrator list, consider who would be most appropriately assigned the new Case Manager or Template Administrator role.  
    • For more information see the section above titled Should my institution adopt these new user roles?

Only assign Case Manager and Template Administrator roles to existing users. This allows for any current recusals across cases and/or templates to remain in effect. If assigning either of these roles to a new user, similar to the existing Unit Administrator role, the following steps should be taken to manually recuse these users:

  • Recuse (Temporarily Remove) a member of a standing committee from a case review step
  • Recuse a Unit Administrator in a template
  • Recuse a Unit Administrator from a case review step