Email Committee Members, Share Case Materials and Request/Allow a Response
Administrators and Committee Managers can share packet materials and other documents with members of any committee involved the workflow of a case, and with individual Interfolio Review, Promotion, & Tenure users at an institution.
Sharing case materials and documents is useful, for instance, for sending committee recommendations to members of a committee assigned to previous steps in the workflow (rather than sending the case back or emailing outside of the system).
Sharing with other Review, Promotion, & Tenure users also means that it is possible to send a portion of a case to a person who should not see the entire case. For example, you can send specific documents to academic leaders, such as the provost, without making that person a Committee Member of one of the committees in the workflow of the case. Because all file sharing is recorded in the case Activity Log, you will always have a record of who, what and when case materials were shared
Admins and Committee Managers can send a message, with documents attached, to committees and Review, Promotion, & Tenure users, and can request that the recipient upload a file in response.
When files are shared with a Committee Member or individual, the recipient will be notified by email and prompted to log in to their Interfolio account to view the shared files.
Important: Users concerned about privacy and confidentiality issues should rest assured that:
- Only Administrators and Committee Managers of the current case can share files.
- It is difficult to accidentally share files.
- As with all activity in the system, the case Activity Log will record and document when files are shared.
- During the implementation process, Client Success Managers will work with institutions to ensure that faculty and staff receive comprehensive training on Review, Promotion, & Tenure and that institutional policies are well documented and understood.
On the Case list, click the name of the case for which you want to share materials
On the Case Materials tab of the Case page, select the materials you want to share with Committee Members
Selecting materials will open the blue action bar.
Click "Share" in the blue action bar, and select "With Committee Members" form the dropdown
Indicate who should receive the shared files
You can send the message and attached files to RPT users, and also to committees or individuals in the workflow.
You can specify multiple committees and individuals as recipients.
By default, the message goes to members of the current committee. To add another user, select "User" and search for one or more Review, Promotion, & Tenure users
To send to a committee, click "Committee" and search for or select a committee from the list of committees or individuals in the workflow
All members of selected committees, and individual users will appear listed as recipients, and you can choose to remove individuals if necessary
Enter a subject and compose your message
Shared files are listed at the bottom left of the window
Click "Add" to add more files, or the "x" to remove shared files.
No files will be directly attached to the email. Recipients will receive email notification that files have been shared, and will need to login to their account to view the shared files.
You can preview how the message will appear to recipients
Click "Enable File Response" to the right of the page if you want users to respond to the file
Check this box to allow recipients to submit a file in response to the message and attached files.
Enter a message reason, and a deadline,
Select the internal case section where you want the response to appear on the case page
When the response comes in, the file will appear in the section you indicate. Responses to files shared with a committee member can only be set to post to internal sections.