Interfolio Admin Guide: Part 4
Part 4 of this guide provides step-by-step information for the college dossier admin (CDA) on how to forward a case through each step, adding committee letters and votes along the way. But first, there are some important notes:
Nothing is Visible in Case Until Candidate Submits
Odds are a CDA will receive this complaint: "I entered all of my files into Interfolio, but my committee can't see any of them." Or a CDA may be asked, "Can you please go look and make sure everything looks okay before I submit?"
The key to remember here is that nobody, not even Interfolio administrators, can see files uploaded to a case by a candidate until the candidate submits the case or one of its sections that contains the files. This is an important privacy benefit provided to the candidate. Nobody will see anything until the candidate is ready to share it.
When Candidate Submits, Case Goes to Step 1
Once a candidate submits a case, it goes to its first review step. In decision-year templates, this is usually the Advisory Committee step. At this point, everyone who is added to the committee(s) assigned to that step will receive an email indicating that the case is ready for review. They will then be able to view the case contents.
When Candidate Submits, Case Gets Locked
When a candidate submits a case or a section of a case, the contents of that case or section can no longer be edited by the candidate. All submitted sections appear as locked. At that point, only the CDA can unlock a section so that a candidate can modify it again.
Any changes made after a section is unlocked must be submitted again for those changes to be seen. If a candidate simply uploads new files and does not submit, those changes will not be visible to reviewers and admins.
For Each Step: Add Letters and Votes, Then Forward Case
By this point, we will assume the candidate has submitted the case, sending it to the first step (usually Advisory Committee). The committee has reviewed the case, written a recommendation letter, and collected votes. It is time to add this information to the case and foward it to the next step.
Adding Recommendation Letters, Sharing with Candidate
Open the case by clicking on it from the Cases list.
Scroll down to the Internal Sections and click the Add File button within the Recommendation Letters section.
Upload the recommendation letter and title it with the name of the committee or individual it applies to. Click Save.
Next, you must share the recommendation letter with the candidate.
Once the page refreshes, scroll back down to the Internal Sections and click to expand the Recommendation Letters section, if you aren't already seeing the file you added.
Check the box next to the recommendation letter you uploaded. An options bar appears at the top. Click Share, and then select With Candidate.
Fill out the form for sending the candidate a message and then click Send.
The candidate will receive an email and Interfolio notification providing a link to view the recommendation letter. It will also be visible in a Committee Files link associated with the case.
Adding Votes
Open the case by clicking on it from the Cases list.
Click the Case Details tab.
Scroll down to the Voting Results section and adjust the number of Yes and No votes and apply the appropriate date.
Add notes as needed. When you are done, click Save.
Forwarding the Case
Open the case by clicking on it from the Cases list.
Click the Send Case button at the top of the screen and choose the Forward to option to select the next step.
Review and edit the notification message as needed and click Continue.
The case then appears in the case list with text indicating the current step
Forwarding From the Case List
It is also possible to forward one or more cases at a time directly from the case list. Check the box next to the case(s) to forward and then click the Send Forward option in the options toolbar appearing at the top.
Sending a Case Backwards
The CDA can also send a case back a step using the same process, only selecting the Send Backward option instead. Although it isn't possible to send a case back to its pre-submitted state where only the candidate could see the content, the CDA can unlock case sections for the candidate for further editing, as needed.