Review Workflow Templates

The review workflow process is based upon a template. The template identifies how many steps are in the workflow and what needs to occur within each step. Templates are reused multiple times when creating a Review Workflow process. 

Create a Template

To create a new template, navigate to the Workflow tab and then Review Workflow Templates.  Select Create New. 

The Name of the Workflow Template will only be seen by administrators. The Type of Workflow Template is also only seen by administrators and meant to be an easy way to group or sort your templates. Select either a Date Driven or Task Driven workflow.  A Template Builder will appear after selecting Create Workflow Template.

• Date Driven: Workflow progresses to the next step based on scheduled dates
  • Workflow will move from one step to the next based on specific dates that are entered into the system
• Task Driven: Workflow progresses to the next step once tasks are completed
  • Workflow will move from one step to the next based on when a candidate or reviewer completes their task(s)

The Review Step Levels on the left hand panel are based upon your institution's unit hierarchy. Click and drag a Review Level Step into the Template Builder. The level selected will inform the system how to group candidates when configuring the review workflow. Click and drag steps into the template to mirror the desired workflow.  Each step can be renamed.  By clicking on a circle within a step and dragging it to the next step, steps can be linked together to show the flow of the workflow.

By clicking on a step within the Template Builder, the right hand Properties Panel will appear. Set the below properties regarding the selected step:

Duration (Date Driven Only): Set the number of days allocated to complete this step.  Select the Business Days checkbox if weekends should not be counted

Reviewer Anonymity: Enable or disable anonymity for reviewers

Start Delay (Date Driven Only): Set the number of days to wait before starting this step

Step Visibility: Control who can see this step and its progress

Allow Faculty Response: Enable or disable the option for faculty to provide a response

Faculty Response Duration: Set the number of days allowed for faculty to submit their response. Faculty Response will be available during the entire chosen duration.  A task will appear for a faculty member until the Due date has passed. 

Display Task after Due Date (Date Driven Only): Enable or disable the display of tasks after their due date

Notification Type: Choose how notifications are delivered for this step

Configure Workflow Steps

Next, configure the step by clicking on the ellipsis menu and selecting Edit Step.

This is where admins outline what needs to occur within the step.  Instructions, Forms, Documents, and Vitas can be added to steps. 

Instructions will appear at the top of the candidate's portfolio, which is where they complete any forms, documents or vita's that are associated with the step.

By clicking Create New Form, the form builder will appear.  Admins can create a form to request information to be filled out during a step.  Select Add Existing Form to utilize a form that has previously been created. 

Add New Document will allow an Admin to request that a specific document be uploaded by the candidate or reviewer within this step.  Select Add Existing Document to utilize a document that has previously been created.

Add Vita Document will automatically attach the selected customized documents (often a CV and/or Annual Report) to the candidates review. This option is only available for Individual Level steps.

Once all changes have been made, select Apply Changes.  An overview will appear within the step of the Template Builder. Continue to configure all steps within your workflow.  After all changes have been made, select Publish Template. Only published templates can be used to create a review workflow.

Duplicate a Review Workflow Template

Navigate to the Workflow Tab and then Review Workflow Templates. Saved, Published, and Archived templates can be duplicated. Click on the Actions menu and select Duplicate.

This will duplicate the selected template and allow the user to make modifications to the template. A duplicated template will have '_Copy' appended to the name to signify it is the duplicated template.  This can be removed and the template can be renamed as desired.