Add and Manage Users in RPT
Unit Administrators can add users to Interfolio Review, Promotion & Tenure (RPT), assign units, assign administrative roles, and committees, and update user account information within the units they manage. This article explains how to add individual RPT users, but you may also add users in bulk by contacting interfolio.
If you remove a user from the institutional unit (Level 1), you must delete and re‑add the user to select the institutional unit again. This will also require reassigning their roles and re‑adding them to any standing committees they previously belonged to.
Add New Users
- Navigate to the Users & Groups page and click the Add User button at the top of the ‘Users’ tab.
Users with an SSO login are identified by a Key icon to the left of their name.
Administrators can view all users in the system under the Users & Groups section. However, they can only assign roles to users who are part of their assigned unit or any sub-units beneath it.
- Click the Pencil (Edit) icon to manage existing users including updating their assigned units, roles, and committees.
- Click the Pencil (Edit) icon to manage existing users including updating their assigned units, roles, and committees.
- Enter the user's information on the Add User window that appears.
If your institution uses UID (User ID), the ‘User Type’ and ‘User ID’ fields appear:
- User Type: Select Internal for faculty, staff, or students already associated with the institution. Select External for individuals without institutional affiliation.
- User ID: Internal users are required to have a UID. External users cannot have a UID; the field is disabled. UIDs are case sensitive.
To enforce SSO, click the checkbox adjacent to ‘If checked, this user will need to sign on using their institutional credentials.’ This will only appear for institutions with the appropriate SSO settings turned on.
UIDs are case sensitive.
3. If the ‘Send Welcome Message’ option is checked, the user receives an account activation email. If no custom text is added, RPT sends a standard welcome message. The welcome email can be resent anytime from the Edit User window.
4. Click the Save button when finished. The window will refresh and you will be able to manage Units & Roles, Committees, and the SSO Identifier by selecting the appropriate tabs.
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Assign Users to Units and Roles: Assign users to a unit and set the user's role as a Unit Administrator, Case Manager, or Template Administrator.
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Manage Committees: Select a committee from the dropdown to change their role to Evaluator or Manager.
From the Users & Groups page a user can only be assigned to standing committees. However, once added, they will appear as available for ad-hoc committees created within their respective unit.
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Manage SSO Information: Displays the persistent identifier associated with a user’s single sign-on (SSO) account. For SAML/Shibboleth integrations, this value (typically an ePPN or employee number) is automatically populated after the user successfully signs in through SSO. Administrators can review or update the identifier in this tab when needed.
The field may be blank if the user has not yet successfully signed in through SSO, is an external user who has been authorized to sign in another way, the institution does not enforce SSO, or the institution uses CAS/LDAP instead of SAML/Shibboleth.
5. Click Save when finished to be redirected back to the Users, Committees & Units page.Removing an SSO ID is not recommended and may result in the user losing access to the program. If an SSO ID is removed by mistake, it can always be updated again via the SSO Identifier tab.
Administrators and Committee Managers can Resend the Invitation Email to help their faculty access their account. That email will prompt faculty members to create a new password and allow them to access their account. If Committee Members are experiencing any trouble, they can Recover their Password from the Interfolio home page.
FAQs
Can I create a case for someone who does not yet have an institutional email address?
Yes. Administrators can create a case for any candidate by adding them to RPT as a user using their current personal or professional email address. Occasionally, administrators may need to create a case for a candidate who does not yet have an institutional email address. This scenario is common during appointment processes for newly hired faculty who have not yet been issued institutional credentials. This allows the candidate to appear in the case‑creation workflow even if they do not yet have institutional credentials.
If the candidate will later receive institutional credentials, you can add or update their SSO Identifier at any time. It is possible they may end up with a personal‑email‑based account and a new institutional‑email‑based account. If two profiles exist you will need to merge the two accounts. Be sure to note which user details should be primary. In most cases, the user profile with institutional credentials will be the primary user.
What happens to existing cases if I update a user’s email address?
Editing a user’s email address does not update the email stored in existing cases. The name and email captured at the time the case was created remain permanent in that case. If you need updated information reflected inside a case, you must recreate the case using the correct user details.
When users are added to RPT, do they automatically receive Dossier Institution?
Yes. When a user is added to RPT by any method, whether individually through the UI, through a bulk upload, or via the API, they automatically receive Dossier Institution access. No additional steps are required for the institution to enable Dossier for those users.