User Roles in Interfolio Review, Promotion & Tenure (Summer 2021 Update)

In Interfolio Review, Promotion & Tenure, there are four different user roles: Institutional Administrators, Administrators, Committee Managers, and Users/Committee Members. These three 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 (also 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. In addition, Committee Managers have communication powers within the system; they can e-mail 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, an Administrator must manually select them to serve this role.

Administrators are the users with the most power within Interfolio RPT. In addition to being able to access documents, e-mail candidates, and committees, and move a case forward or backward, Administrators are the only users who can create templates, forms, and cases for the units to which they have access. Administrators can also create users and standing committees. 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, an 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. Administrators will lose such access only when "recused" from a case at a particular workflow step.

Institutional Administrators are administrators at the highest level of an institution. They have all the powers of 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!

We have added new user roles to RPT.  You can learn more from this article on the new Case Manager and Template Administrator Roles in Review, Promotion & Tenure.


Interfolio Promotion & Tenure User Role Capabilities:

Institutional Administrator 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
Recuse an administrator from one or more case review steps in a template
TRUE
TRUE
FALSE
FALSE
FALSE
FALSE
Recuse (temporarily remove) a standing committee member from a case review step in a template
TRUE
TRUE
FALSE
TRUE
FALSE
FALSE
Recuse a case manager from one or more case review steps in 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
FALSE
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 your 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