Case Manager and Template Administrator User Roles in RPT

Interfolio has made two new user roles available in Review, Promotion & Tenure: 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  
  • What changes when a Committee Manager is elevated to a Case Manager?
  • What changes when an Administrator is demoted to a Case Manager?
  • How will permissions evolve with academic workflow levels?
Case Managers

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

Case Managers cannot

  • Manage templates
  • View reports
  • Change account settings

Note: The Case Manager can be recused just like an administrator.

Template Administrators

Template Administrators can

  • Create and edit templates at their unit

Template Administrators cannot

  • Create cases
  • View reports
  • Manage account settings

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.

Case Managers: Promoting Committee

Committee managers who are promoted to case managers will have the ability to: 

  • Create new cases from scratch or 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

Note: Because 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 have had previously, when they were just committee managers. While we do plan to introduce functionality to restrict visibility by workflow steps, this will not be available immediately when these new roles are released.

Case Managers: Demoting Administrators

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

Note: 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.

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.

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 to closed cases within their unit hierarchy, unless already recused

NOTE: 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 we plan to introduce functionality to restrict visibility by workflow steps, this will not be available immediately when these new roles are released.

  • Department Head/Department Administrator
  • Committee Manager who needs more permissions

Keep Committee Manager role if…

  • Part of review process, not case creator
  • Access to case needs to be ‘per step’ where appropriate 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 Admin role if you….

  • Need user provisioning access (not including committee specific management)
  • Need any form configuration access
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:
  • We recommended that you only UPDATE existing Administrators to Case Manager or Template Admin role
  • These users will RETAIN their recusals wherever set
  • DO NOT assign and NEW users Case Manager or Template Admin roles -- you will need to manually recuse these users wherever necessary 
Process for Adopting New User Roles in Review, Promotion & Tenure

Instructions for evaluating your user list

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

Recommended: Only assign Case Manager + Template Administrator roles to EXISTING users. This allows for any current recusals across cases and/or templates to remain in effect.

If you assign either of these roles to a NEW user, similar to the existing Administrator role, you should take the steps to manually recuse these users as you would normally: