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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.

 

Interfolio has made two new user roles available in RPT; the Case Manager and the Template Administrator.

 

Interfolio RPT User Role Capabilities:

Administration

 
Institutional Administrator
 
Unit Administrator
 
Case Manager
 
Template Administrator
 
Committee Manager
 
Committee Member
 
Create and manage candidate forms (forms to filled out by a candidate)

X

X

X

X

Create and manage case data forms (forms about a candidate or case)

X

X

X

X

Create and manage committee forms (forms reviewing a candidate or case)

X

X

X

X

Enable/disable comments for an institution

X

X

X

X

X

Enable/disable downloads for an institution

X

X

X

X

X

Add/ edit custom branding (logo and colors)

X

X

X

X

X

Create/edit institution-wide custom statuses

X

X

X

X

X

Set up committee voting (enable feature and add institution-wide voting options

X

X

X

X

X

Users & Groups
 

 
Institutional Administrator
 
Unit Administrator
 
Case Manager
 
Template Administrator
 
Committee Manager
 
Committee Member
 
Add/edit and manage organizational units


 

Cannot manage SSO information.

 

X

X

X

X

Add/edit and manage users

X

X

X

X

Assign users to one or more units

X

X

X

X

Assign users as Administrators

X

X

X

X

Assign users as Committee Managers

X

X

Create/manage standing committees

X

X

Assign users to a standing committee

X

X

Remove users from a standing committee

X

X

Templates
 

 
Institutional Administrator
 
Unit Administrator
 
Case Manager
 
Template Administrator
 
Committee Manager
 
Committee Member
 
Create/edit/delete a template

X

X

X

View templates

X

X

X

Case Configuration
 

 
Institutional Administrator
 
Unit Administrator
 
Case Manager
 
Template Administrator
 
Committee Manager
 
Committee Member
 
Create/edit a case

X

X

X

Add a case data form requirement to a case (attach a case data form to a case)

X

X

X

Create/edit candidate packet requirements for a case

X

X

X

Generate and add FAR Vita to a case

X

X

X

Add a candidate form requirement to a case (attach a candidate form to a case)

X

X

X

Allow candidates to add packet sections

X

X

X

Set up a case workflow (series of case review steps)

X

X

X

Set up committee document and form requirements

X

X

View form responses when set to administrators only

X

X

X

Create/delete case-specific (ad-hoc) committee

X

X

X

Add users to, or remove users from a case-specific committee

X

X

Add single reviewer (committee of 1) to a case review step

X

X

X

Edit name, instructions due date of a case-specific committee

X

X

Assign temporary members to a standing committee

X

X

Recuse an administrator from one or more case review steps

X

X

X

Recuse a case manager from a case review step

X

X

X

Recuse (temporarily remove) a standing committee member from a case review step

X

X

Close/reopen a case

X

X

X

Delete a case

X

X

X

X

X

Case Administration

 
Institutional Administrator
 
Unit Administrator
 
Case Manager
 
Template Administrator
 
Committee Manager
 
Committee Member
 
View all cases in unit (case list)

X

X

X

Apply and remove an existing status to a case

X

X

Create and apply a custom status for particular case

X

X

Move a case forward or backward

X

X

Add internal sections to a case that are not visible to candidate

X

X

Upload new materials to a case

X

X

Change the document group in which materials appears

X

X

Reorder packet documents

X

X

Edit title and type of documents added to a case by a committee

X

X

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)

X

X

Set download privileges

X

X

Set access to materials (including external evaluations)

X

X

Allow/disallow candidate editing of packet materials

X

X

Request/edit/resend external evaluation requests

X

X

Access external evaluations (depending on settings for case)

X

Upload documents to satisfy committee document requirements

X

X

Record the results of a committee vote

X

X

Regenerate FAR Vita attached to a case

X

X

View History of FAR Vita attached to a case

X

X

Download print documents (depending on settings for institution or document)

X

Read case documents and forms (access of candidate, committee, and other docs are dependent doc permission settings)

X

Annotate (make notes) on documents in the document viewer, and export annotations.

X

X

Close/reopen a case

X

X

X

Delete a case

X

X

X

X

X

Communication

 
Institutional Administrator
 
Unit Administrator
 
Case Manager
 
Template Administrator
 
Committee Manager
 
Committee Member
 
Notify a candidate of their review

X

X

X

Email a candidate

X

X

Email committee members

X

X

Enable/disable comments for a case review steps

X

X

Leave comments on a case

X

View notifications

X

Share materials with candidate and allow response

X

X

Share materials with committee members from committees outside of workflow

X

X

Reports & Logs

 
Institutional Administrator
 
Unit Administrator
 
Case Manager
 
Template Administrator
 
Committee Manager
 
Committee Member
 
Generate and download reports including case info, forms, and voting results reports

X

X

X

X

View Case Activity logs: case movement, changes in status, and messages sent

X

X

X

X

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