The sensitive nature of review materials may be an important topic for your institution. An institution therefore has the ability to enable or disable the ability for process participants (candidates and reviewers) to download or print any of the attached custom reports or form responses of previous process participants. If download submission contents, also referred to as "offline viewing," is authorized by your institution, you can utilize the download option in order to review materials offline, outside of the Faculty Success Reviews, Promotion and Tenure (Workflow) module itself.
When the download option is enabled, the export option appears in various places:
- When viewing a submission via the Inbox
- When viewing a submission via the History table
- Via the "Actions" column in the History table
- Via the "Actions" column in the Submissions table
The submission Download option as it appears in the Workflow Submissions table
When this feature is enabled, reviewers will have a "download" button available. Selecting this option will open a follow-up prompt to choose a download option.
Download submission for online viewing:
- An HTML file that replicates how a user would see the submission while online
- Access to uploaded documents will require login to view or download.
- Intended for reviewers who do not require access to uploaded files, keeping the download size much smaller.
Download submission with files to my computer:
- A single zip file which contains:
- An HTML file that replicates how a user would see the submission via the user interface
- A sub-folder for each step that contains reports or file attachments, with those files contained within the sub-folder
- Once downloaded, no login required to view the attached materials
- A login may be required to access documents linked in an attached report.
Enabling or disabling the submission download functionality must be submitted by the university administrator as a work request.
Bulk Download
Bulk download allows Workflow Administrators and users with the appropriate permission level to the Submission table to download submissions in bulk within their purview. To download multiple submissions at once, click the "Bulk Download" button.
When you click the "Bulk Download" button, a small window appears that informs you of the number of files you are about to download and allows you to choose one of the two file formats listed below.
- Each submission contains links to stored files: This option is similar to "Download submission for online viewing," in that it downloads an HTML link to how the submission appears to you.
- Each submission in a file folder with copies of stored files included: A zip file of each submission will be provided, similar to "Download submission with files to my computer."
After selecting the file format, click the "Download" button to receive an email with a download link. Please allow enough time for the system to compile the download for you.
