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Overview of User Roles in Interfolio RPT

In Interfolio Review, Promotion & Tenure (RPT), there are six different user roles: Institutional Administrators, Unit Administrators, Template Administrators, Case Managers, Committee Managers, and Users/Committee Members. These roles have different levels of access to materials and actions within the system.

 

Anyone added to Interfolio RPT is automatically called a user. Users have the most basic and restricted access in the system. Once a user is added to a committee, they are often referred to in that context as Committee Members. A user must be added to a committee in order to view a candidate’s packet, download documents (if allowed), and leave comments (if allowed) on the particular case they have access to.

 

Committee Managers possess all of the capabilities of Committee Members, plus a few more. Most noticeably, Committee Managers have the power to move a case either backward or forward after a committee has finished reviewing it. In addition, Committee Managers have communication powers within the system; they can email both the candidate and committee members from within the product and can record committee votes in the program. In order to make a user a Committee Manager, a Unit Administrator must manually select them to serve this role.

 

Case Managers can take most actions across all cases in their unit. This includes creating cases, and editing workflows, requirements, and instructions. Case managers can manage case-specific settings and committees, and view/manage standing committees for their unit. Case Managers cannot manage templates, view reports, or manage account settings for the institution. Case Managers can be recused from cases like Unit Administrators. 

 

Unit Administrators are the users with the most power within Interfolio RPT. In addition to being able to access documents, email candidates, and committees, and move a case forward or backward, Unit Administrators can create templates, forms, and cases for the units to which they have access. Unit Administrators can create users and standing committees. Unit Administrators can exist at any organizational level in RPT and have the ability to perform administrative functions for all units within their administrative hierarchy. For example, a Unit Administrator at a university will have access to settings, cases, and committees for all units at or beneath the university level, such as colleges, departments and so on. Unit Administrators will lose such access only when recused from a case at a particular workflow step.

 

Template Administrators can create and edit templates in their unit. They cannot create cases, view reports or manage account settings.

 

Institutional Administrators are administrators at the highest level of an institution. They have all the powers of Unit Administrators, but can also set whether or not comments and downloads are enabled for an institution, add custom branding to the appearance of Interfolio, establish case statuses that can be used across an institution, and set up and manage committee voting at an institution.

 

New User Roles: Case Manager and Template Administrator

Interfolio has made two new user roles available in RPT; the Case Manager and the Template Administrator. Currently, they are available on an opt-in basis per institution. Check out this article on the new Case Manager and Template Administrator Roles in RPT to learn more.

 

Interfolio RPT User Role Capabilities:


 
Institutional Administrator
 
Unit Administrator
 
Case Manager
 
Template Administrator
 
Committee Manager
 
Committee Member
 
Administration
Create and manage candidate forms (forms to filled out by a candidate) TRUE TRUE FALSE FALSE FALSE FALSE
Create and manage case data forms (forms about a candidate or case) TRUE TRUE FALSE FALSE FALSE FALSE
Create and manage committee forms (forms reviewing a candidate or case) TRUE TRUE FALSE FALSE FALSE FALSE
Enable/disable comments for an institution TRUE FALSE FALSE FALSE FALSE FALSE
Enable/disable downloads for an institution TRUE FALSE FALSE FALSE FALSE FALSE
Add/ edit custom branding (logo and colors) TRUE FALSE FALSE FALSE FALSE FALSE
Create/edit institution-wide custom statuses TRUE FALSE FALSE FALSE FALSE FALSE
Set up committee voting (enable feature and add institution-wide voting options TRUE FALSE FALSE FALSE FALSE FALSE
Users & Groups
 
Add/edit and manage organizational units TRUE TRUE FALSE FALSE FALSE FALSE
Add/edit and manage users TRUE TRUE FALSE FALSE FALSE FALSE
Assign users to one or more units TRUE TRUE FALSE FALSE FALSE FALSE
Assign users as Administrators TRUE TRUE FALSE FALSE FALSE FALSE
Assign users as Committee Managers TRUE TRUE TRUE TRUE FALSE FALSE
Create/manage standing committees TRUE TRUE TRUE TRUE FALSE FALSE
Assign users to a standing committee TRUE TRUE TRUE TRUE FALSE FALSE
Remove users from a standing committee TRUE TRUE TRUE TRUE FALSE FALSE
Templates
 
Create/edit/delete a template TRUE TRUE FALSE TRUE FALSE FALSE
View templates TRUE TRUE FALSE TRUE FALSE FALSE
Case Configuration
 
Create/edit a case TRUE TRUE TRUE FALSE FALSE FALSE
Add a case data form requirement to a case (attach a case data form to a case) TRUE TRUE TRUE FALSE FALSE FALSE
Create/edit candidate packet requirements for a case TRUE TRUE TRUE FALSE FALSE FALSE
Generate and add FAR Vita to a case TRUE TRUE TRUE FALSE FALSE FALSE
Add a candidate form requirement to a case (attach a candidate form to a case) TRUE TRUE TRUE FALSE FALSE FALSE
Allow candidates to add packet sections TRUE TRUE TRUE FALSE FALSE FALSE
Set up a case workflow (series of case review steps) TRUE TRUE TRUE FALSE FALSE FALSE
Set up committee document and form requirements TRUE TRUE TRUE FALSE TRUE
 
FALSE
Create/delete case-specific (ad-hoc) committee TRUE TRUE TRUE FALSE FALSE FALSE
Add/remove case-specific (ad-hoc) committee to or from a case TRUE TRUE TRUE FALSE FALSE FALSE
Add users to, or remove users from a case-specific committee TRUE TRUE TRUE FALSE TRUE
 
FALSE
Add single reviewer (committee of 1) to a case review step TRUE TRUE TRUE FALSE FALSE FALSE
Edit name, instructions due date of a case-specific committee TRUE TRUE TRUE FALSE TRUE
 
FALSE
Assign temporary members to a standing committee TRUE TRUE TRUE FALSE TRUE
 
FALSE
Recuse an administrator from one or more case review steps TRUE TRUE TRUE FALSE FALSE FALSE
Recuse a case manager from a case review step TRUE TRUE TRUE FALSE FALSE FALSE
Recuse (temporarily remove) a standing committee member from a case review step TRUE TRUE TRUE FALSE TRUE
 
FALSE
Close/reopen a case TRUE TRUE TRUE FALSE FALSE FALSE
Delete a case TRUE FALSE FALSE FALSE FALSE FALSE
Case Administration
View all cases in unit (case list) TRUE
 
TRUE
 
TRUE FALSE FALSE FALSE
Apply and remove an existing status to a case TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Create and apply a custom status for particular case TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Move a case forward or backward TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Add internal sections to a case that are not visible to candidate TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Upload new materials to a case TRUE TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Change the document group in which materials appears TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Reorder packet documents TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Edit title and type of documents added to a case by a committee TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Delete materials added to a case by a committee (note that Committee Managers can ONLY delete materials added by themselves, not documents added by another user) TRUE TRUE TRUE FALSE TRUE
 
FALSE
Set download privileges TRUE TRUE TRUE FALSE TRUE
 
FALSE
Set access to materials (including external evaluations) TRUE TRUE TRUE FALSE TRUE
 
FALSE
Allow/disallow candidate editing of packet materials TRUE TRUE TRUE FALSE TRUE
 
FALSE
Request/ edit/resend external evaluation requests TRUE TRUE TRUE FALSE TRUE
 
FALSE
Access external evaluations (depending on settings for case) TRUE TRUE TRUE FALSE TRUE
 
TRUE
 
Upload documents to satisfy committee document requirements TRUE TRUE TRUE FALSE TRUE
 
FALSE
Record the results of a committee vote TRUE TRUE TRUE FALSE TRUE
 
FALSE
Regenerate FAR Vita attached to a case TRUE TRUE TRUE FALSE TRUE
 
FALSE
View History of FAR Vita attached to a case TRUE TRUE TRUE FALSE TRUE
 
FALSE
Download print documents (depending on settings for institution or document) TRUE TRUE TRUE FALSE TRUE
 
TRUE
 
Read case documents and forms (access of candidate, committee, and other docs are dependent doc permission settings) TRUE TRUE TRUE FALSE TRUE
 
TRUE
 
Annotate (make notes) on documents in the document viewer, and export annotations. TRUE TRUE FALSE FALSE TRUE
 
TRUE
 
Close/reopen a case TRUE TRUE TRUE FALSE FALSE FALSE
Delete a case TRUE FALSE FALSE FALSE FALSE FALSE
Communication
Notify a candidate of their review TRUE
 
TRUE
 
TRUE
 
FALSE FALSE FALSE
Email a candidate TRUE TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Email committee members TRUE
 
TRUE
 
TRUE FALSE TRUE
 
FALSE
Enable/disable comments for a case review steps TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Leave comments on a case TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
TRUE
 
View notifications TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
TRUE
 
Share materials with candidate and allow response TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Share materials with committee members from committees outside of workflow TRUE
 
TRUE
 
TRUE
 
FALSE TRUE
 
FALSE
Reports & Logs
Generate and download reports including case info, forms, and voting results reports TRUE
 
TRUE
 
FALSE FALSE FALSE FALSE
View Case Activity logs: case movement, changes in status, and messages sent TRUE
 
TRUE
 
FALSE FALSE FALSE FALSE