Adding and Managing Case Materials

Administrators and Committee Managers in Interfolio Review, Promotion & Tenure can add materials to a case, including candidate documents, committee documents, and external evaluations. It is possible to upload most popular document formats, as well as links to videos and web pages.

Administrators and Committee Managers may also set permissions for viewing and downloading case materials, and set the packet section in which materials will appear on the case page.

It is also possible for Administrators and Committee Managers to share packet materials with Committee Members or candidates. Note that external evaluations cannot be shared with the candidate.

This article explains how to add and manage materials from the case page.

Adding materials:

On the "Case Materials" tab of the case page, find the section where you want to add materials and click "Add File" to the right of the page

To add a document to a section, click "Add File"
Upload document files:

Click to browse and upload files, or drag and drop.

We accept .pdf, .doc, .docx, .xls, .xlsx, .txt, .ppt, .pptx, and .html files. You can also link to videos and web pages.

Note that you can now include files from a previous review of the candidate.

Enter a name for the document and a description of the kind or category, select your file, and click "Save"  
Uploading files from a previous review:

RPT administrators setting up a case for a faculty member can access and add documents from a previous review for that same faculty member.

If there are previous cases associated with the candidate, the admin will see a “Previous Reviews” tab and have the option to add a file from a previous case.

RPT administrators searching for previous reviews will not see cases for which they are recused.

After selecting a previous case:

  • The admin sees all file names from that previous review for inclusion in the upcoming review listed as:
    • Artifact Name
    • Section
  • The admin can search the list of applicant media from the previous packet by name or the packet section name.
  • The admin can then select and copy one or more applicant files from the previous packet to the current packet requirement.
  • The admin has an option to select all documents listed.

RPT Administrator selecting documents from a previous review for a future review will not see External Evaluations / candidate attachments as available artifacts.

Candidate Side: If the candidate has been notified of their case, when an RPT Admin or CM adds a new artifact to the candidate requirement section, they will get an alert notice that tells them the file will be visible to the candidate and asks them to confirm they want it added. If user selects yes, then the file will be added to the packet.

Add and move materials to a Candidate Requirement Section (adding required documents on behalf of candidate):
Administrators can add required documents on behalf of candidate:

An administrator can upload a document as a fulfillment to a requirement on behalf of a candidate. These documents are added to the candidate’s dossier.

Once a document is moved or added to the Candidate Documents section on the candidate packet, it cannot be moved out of that section.

The name of the person who added each document displays on the case page of a candidate:

We now display the name of the individual responsible for adding an artifact to a packet on the case page of a candidate.

Each entry displays the name, date: Month, Date Year (e.g. Nov 13, 2018)

Note: We have moved this information from the document edit window and placed it beside the document on the case page of the candidate.

Committee managers and administrators can drag-n-drop one or more packet materials (or links) to a Candidate Requirement Section on the case page of a candidate:

When a file is moved from an internal section to the candidate packet, the user will get a confirmation modal

When a file is moved from an internal section to the candidate packet, the user will get a confirmation modal
Detailed info about this feature:
  • An RPT CM/Admin can reorder and reassign selected files to a Candidate Requirement Section (Note: User can also move documents in bulk).
  • An RPT CM/Admin can reassign a committee evaluation or confidential attachment to a Candidate Requirement Section
  • An RPT CM/Admin can move packet attachments and links from an Internal Section to a Candidate Requirement Section (individually or in bulk) via drag and drop
  • An RPT CM/Admin cannot move committee evaluations or confidential attachments from an Internal Section to a Candidate Requirement Section (individually or in bulk)
  • An RPT CM/Admin cannot move committee evaluations or confidential attachments from an Internal Section to a Candidate Requirement Section (individually or in bulk)
  • An RPT CM/ or Admin can move packet attachment to a required document slot via action bar move button
  • An RPT CM/ or Admin can move one or more packet attachments at a time, but  can’t move a packet attachment and a fulfillment (required candidate document) at the same time
  • An RPT CM/ or Admin can move packet attachments with any format
  • When a file is moved from an internal section to the candidate packet, the user will get a confirmation modal that says “Any file added to the candidate packet will be visible by the candidate,  candidate name. Are you sure you want to add the file(s) to the candidate packet?”
Committee managers and administrators can use the action bar to move one or more materials (or links) to a Candidate Requirement Section on the case page of a candidate:

RPT CM/Admin can use the new Actions Bar to select and move one or more packet attachments or packet links (individually or in bulk) from an Internal Section to a new target Candidate Requirement Section, and those materials become applicant documents or links.

Details:

  • RPT CM/Admin cannot reassign a committee evaluation or confidential attachment to a Candidate Requirement Section
  • We follow an existing pattern for not allowing the selection of a Section.
  • User receives alert confirmation dialogue if moving via drag-n-drop
  • User can move one or more packet attachments at a time but can’t move a packet attachment and a fulfillment at the same time
  • User can move packet attachments with any format
Committee managers and administrators can use drag-n-drop to move candidate required documents:
  • User can use drag-n-drop functionality to rearrange packet media
  • User can move one or more fulfillments (required documents) from one requirement to another
  • User can reorder fulfillments within the same requirement
  • User can move one or more packet attachments from one internal section to another
  • User can reorder packet attachments within the same internal section
Administrators (and applicants) can reassign an uploaded document that satisfies a requirement, to satisfy another requirement in the same packet:

Administrators can move fulfillment from one required document to another in the same packet. Fulfillment can only be moved to and from required document.

Applicant can also move fulfillment from one required document to another, and fulfillments can only be moved to and from required document.

Admin or CM can move internal section document to another internal section:

Admin or CM can move packet section document from one internal section to another.

Editing material settings or deleting the materials you add:

Click "Edit" next to the document, and select "Edit Settings" or "Delete" (if it is available)

When editing You can move the file to a different packet section, and control who has access to view it (Admins only, Admins & Managers, Admins & Entire Committee)

To change the order in which the file appears in the packet section, hover over the the file and drag & drop

To change the order in which the file appears in the packet section, hover over the the file and drag & drop
Using the action bar on the case page to select, move, download, and share materials individually or in bulk

When an RPT administrator or committee manager selects more than one document in a candidate packet, they will see an action bar with:

  1. Select all: Click the box at the left of the bar to select all files
  2. Download (if downloads are turned on for the institution)
  3. Share
  4. Settings
  5. Move Files: This action shows list of candidate sections as header, then requirement sections as the options
Editing settings in bulk

Click the boxes at the left of the documents to select multiple files

Click the boxes at the left of the documents to select multiple files

Click "Settings" on the action bar at the top of the page

You can turn downloading on or off (if downloading is allowed by your institution) or set the access level indicating who can view the files.

Downloading files (if permissions allow downloading)

Click "Download" at the top of the page and choose to download a PDF or ZIP file. We will send you an email with a link to your documents.

Sharing materials with the candidate or Committee Members:

See the following articles for more information on sharing materials:

Note that candidate's can not see committee facing packet materials unless you share the materials with them, and candidate's can never see external evaluations.

Select one or more files to open the action bar at the top of the list, then click "Share" and choose to share the selected materials with the candidate or Committee Members.

Select one or more files to open an action bar at the top of the list
Moving materials to a new packet section:

Select the materials you want to move, click "Move" on the action bar, and select the new section for the materials from the dropdown list of case sections.

When an RPT administrator or committee manager selects one or more documents in the internal sections, AND one or more document in the candidate packet, the "Move" button is disabled with a message that says "You can not move files between the candidate packet and internal sections. "

"Move" button is disabled
Adding an internal packet section:

Administrators and Committee Managers can add internal packet sections from the Case page. See here for more detailed information about creating custom packet sections.

Click the "Case Options" button at the top right of the list and select "Add Internal Section"

Name and describe the new packet section

Internal Sections

An RPT user looking at internal sections will see a message that says:

"These sections are available to committee members reviewing the case and cannot be viewed by the candidate. Please note that some materials added to internal sections can be shared with the candidate by an administrator or committee manager."

Allow or disallow candidate editing of packet:

Click the "lock" icon above sections of the packet containing candidate materials to lock or unlock candidate editing

When unlocked, candidate editing is enabled, and the candidate can add, edit, or submit materials for the section. When locked, candidate editing is disabled, and the candidate can not add, edit, or submit materials for the section.