How to: Share and Receive Feedback on Dossier Materials
This premium feature is only available to users with Dossier Deliver accounts or users with Dossier Institution accounts.
This Interfolio Dossier feature allows users to collect feedback on academic materials and plans for self-presentation of your academic work, research, creative production, teaching, and service to the academic community.
FAQ about Feedback and Sharing
- Comments are restricted to be viewed only between the document owner and also the owner of said comment. You cannot have commenters collaborate.
- If you want to receive feedback on a new version of a document, you must upload it and share that new document with the reviewer.
- Users do not need an Interfolio account to review a document. If the reviewer/commenter does not have an Interfolio account, they must login via the link provided in their email.
- Updating a document (such as a Non-Confidential Letter of Recommendation or a CV) will remove all previous feedback on the old version of the document.
In this article:
Two Types of Users Who Can Use Sharing and Feedback Feature
1. Dossier Deliver Users
This section is only relevant for users who have paid for their Dossier Deliver account to request, manage, and send their materials and confidential letters.
If you are a Dossier institution user see the section below.
With an active Dossier Deliver account, you can share your Dossier materials (with the exception of the letter of recommendation) and your collections of materials with anyone regardless of whether that person has an Interfolio account.
2. Dossier Institution Users
This section is only relevant for users who have had their account provided directly by an Interfolio client institution.
If you are a Dossier Deliver user who paid for their personal account see the section above.
With your Dossier Institution account you can share individual items and collections of materials stored in your Dossier with other Dossier Institution users at your institution. The person you share with will be able to view those materials online through their browser, within an Interfolio environment, and write comments on them. In order to access the shared document/collection, current Interfolio users will have to sign into their own Dossier account.
You can hold an account of both user types: by having a Dossier Institution AND a Dossier Deliver account.
To share an individual document from your Dossier, click to open the item in the materials viewer
From the document viewer page, click the "Share" button
Add the emails of the person or persons from your list of contacts with whom you want to share the item from your Dossier, enter a message if necessary, and click "Share"
Note that you will need to have the person in your contact list. You can easily add them from here by clicking "Add Them."
For more information on adding contacts see How to: Create Your List of Contacts and Send Letter Requests to Multiple Writers.
Document owners have the option to include a message that will appear in the email notifying the reviewer/collaborator and giving them access to the shared materials.
When sharing with multiple people, reviewers will NOT be able to see the comments made by others with whom the document owner have shared the item.
In the image above, the account is using a Dossier Deliver profile. Dossier Institution users may only search for users within their institution.
Note that when an item is shared, it will appear marked as "shared" in the list of materials in your Dossier
Reviewers and collaborators will receive an email with a link allowing them to access the shared item
If reviewers cannot find the email, they should check their spam filter.
This from the email links directly opens to the shared item.
If the reviewer/collaborator are not logged in to their Interfolio Dossier account, the only way they can access the item or collection is through the link included in the notification email.
Each person that has been requested to review and provide feedback, can view the material in their browser
Recipient view: If the reviewer/collaborator shared the item has an active Dossier account, the shared item will also appear on the "Shared with Me" tab from the navigation bar.
The table will display all documents shared with you.
The reviewer/collaborator can leave comments with feedback on the shared material for the document owner to view.
The document owner will receive an email notification when new comments are left by the person with whom they shared the item
The document owner can review, respond to, and resolve comments left by the reviewer
Users can search for keywords in comments from the left pane of the viewer
In the example below, the user has searched for "research." The list of results displays in bold text in the list of comments, and in the comments as they appear on the document.
Click "Download comments" at the bottom left of the viewer to download a pdf of the comments on an item, the document owner can also set whether or not to display comment markers on the displayed document
If the document owner has shared with multiple collaborators, they can only view and respond to the comments of one reviewer at a time, and all threads are restricted to both reviewers.
Document owners can switch between collaborators from the dropdown list labeled "Collaborate with..."
If you choose a collaborator for whom you have revoked access to a particular document, document owners will be notified that the collaborator no longer has access to the item
Collections of materials can be shared from the Collections tab of your Materials page. You can also share a collection of materials from the home page of the collection.
From the Collections page, located on the navigation bar
In the desired row, click on the 'Select' button, then click 'Share' from the options
To share from the home page of a collection, open the Collections page and click the name of a collection to open it
Then, click the "Share" button
Add the name and email of the person or persons with whom you want to share the collection
Sharing collections of materials works the same as sharing individual items from your Dossier. Enter the name and emails of the people you want to share with. You have the option to include a message to the person that will appear in the email notifying them and giving them access to the shared materials.
You can share with multiple people
Note: When sharing collections with multiple people, reviewers will NOT be able to see the comments made by others with whom you have shared the items within the collection.
People with whom you share will receive an email with a link allowing them to access the shared collection
Each person listed will receive an email with a link that allows them to view the collection.
The link in the above email opens the collection.
If the person with whom you have shared the collection does not have an account, or are not logged in to their Interfolio Dossier account, the only way they can access the collection is through the link included in the notification email.
Recipient view: Recipients of shared collections will be taken to the collection page where they can select materials from the collection to review
If the person with whom you share the collection does not have an Interfolio account, the link in the email will take them to a page that looks like the one below, where they can choose items to review from the list of materials in the collection.
If the reviewer/collaborator does have an account, the shared collection will open in their Dossier:
If reviewer/collaborator has an Interfolio account, the shared collection will also appear on the "Shared with Me" tab of the Materials section of their Dossier:
For more information on the collaborator experience, click here.
Document owners can manage their shared materials, including revoking access to individual items and collections and sharing their materials with others by adding to the list of collaborators.
To manage sharing of an item, open the item, and click "Manage Sharing" at the top right of the viewer
This button will only appear on items that are shared. Otherwise, the "Share" button, will appear here.
Click "Revoke access" to take away access from a reviewer/collaborator with whom you have previously shared the item
Click "Undo" to reverse this action and restore a person's access to the item
When managing the sharing of an item that is part of a collection, the document owner must revoke the access to the collection of the reviewer/collaborator whom has access to the item through a shared collection,
This will be noted when you open the "Manage Sharing" window, and will include a link to the shared collection.
When access to a document is revoked for a collaborator, the document owner can still see their comments if you select them as a collaborator in the document, but the document owner will see this notice that they no longer have access to the item
Collaborator/Reviewer view: When the collaborator tries to open the item, they will see a message explaining that they have lost access
Sample of the History Tab Information
Only the document owner can view the history of a shared item to see with whom and when it has been shared and when access has been revoked. With the materials viewer open, open the "History" tab
The "History" includes a record of when and with whom the item has been shared, when and for whom access was revoked, when an item was added to a packet, or sent to an opportunity, and when the item was added to Dossier
Searching for specific documents that you have shared is easy using the filtering tools available in your Dossier
When adding materials to a shared collection...
Likewise, when removing an item from a shared collection, document owner's are warned that some people with whom the item is shared may no longer be able to view or comment on these items
Sample of the confirmation message that is displayed
Comments made can only be viewed by the reviewer and the commenter.
When a user has been invited to review and provide feedback on a scholar's materials, they will receive an email as displayed below.
Click the View Item Button
Users that do not have an Interfolio account should either bookmark the link or save the received email to be able to navigate back to the document easily.
An Interfolio document viewer page will display and allow users to review and comment on the provided materials.
Users will be able to view the document on the right and any comments made will populate on the right and also the location of said comment will display on the document on the right.
If the reviewer/collaborator shared the item has an active Dossier account, the shared item will also appear on the "Shared with Me" tab of the Materials section of their Dossier:
Click the Add Comment Button to leave a comment in a specific location on the document.
The participating user will receive an email notification when new comments are left the reviewer/collaborator
The documenter owner can review, respond to, and resolve comments left by the reviewer
Users can search for keywords in comments from the left pane of the viewer
In the example below, the user has searched for "research." The list of results displays in bold text in the list of comments, and in the comments as they appear on the document.
Click "Download comments" at the bottom left of the viewer to download a pdf of the comments on an item, users can also set whether or not to display comment markers on the displayed document
