About Bulk Permissions Management with Academic Workflow Levels & New Roles

Academic workflow levels in Interfolio Review, Promotion & Tenure give users a way to manage access to cases for many users at once.

Administrators can manage access to cases at individual case review steps based on unit hierarchy instead of by user roles and control case access based on logic related both to the user's role, and to which unit (e.g. which department/school) the case is in.

About Academic Workflow Levels

Each unit that makes up an institution is labeled with an academic level according to the institution’s hierarchy. For example, if an institution is named Interfolio University and is made up of a hierarchy of University  > School > Department,  then each of those levels of hierarchy would be academic levels.

For example:

  • You might use a level named “University” or “Institution” to tag the very top level unit, e.g. Blake University
  • You might use a level named “College” or “School” to tag every unit that is a college/school, e.g. the School of Engineering
  • You might use a level named “Department” to tag every unit that is a department, e.g. the Department of Biology

Academic levels for an institution are managed from the Users & Groups section of RPT as shown below

Academic Levels on the Users & Groups Screen

Using Levels in Templates and Cases to Manage Case Access

Prior to release of this feature, case access was governed primarily by user role, with recusal on an individual basis. 

With academic workflow levels, users no longer need to individually monitor recusals for Administrators or other users in order to prevent them from accessing cases. 

Instead, access to a case will be controlled by which “level” of the academic hierarchy your case takes place in, and which level each user’s role is tied to. 

Note that users can also still manage access by recusing or unrecusing individual Administrators and Case Managers.

Managing Case Access at Case Review Steps

Within each template (and therefore each case), each individual workflow step can be assigned one or more academic levels. 

For any given workflow step, the only people who can see it are people who have the appropriate role at the level of the hierarchy set for that step.

This change does not automatically change access permissions you may already have in place. Every case review step, in every case and template, has all levels applied by default. You must change the access level for this method of access management to go into effect.

Any edits to the case step will require that users select a level as it is a required field.

Academic Level on Case Review Step

So for example, if you have a step called “Dean Reviews Candidate Dossier,” you might set the level for that step to be University, School, and Department. 

In this example, only users who have the Administrator, or (new) Case Manager role at the University, School, and Department” levels will be able to access the case while it is at that step. 

When the case moves to the next step, access to it will be governed by that step’s assigned levels. 

Academic Level on Step Detail panel

New User Roles

We have also added two new, more precise user roles.

Click here to read more about the Case Manager and the Template Administrator roles. When used with academic levels,  these more precise permissions will enable you to run your institution’s faculty evaluation processes both more efficiently and more securely.