How to Configure a Workflow Template with External Reviewers

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In processes that involve external reviewers to access materials in Workflow, a template can accommodate suggesting and vetting reviewers, along with the ability to have reviewers outside your institution easily access materials and submit their review. The steps below outline how to utilize both the External Reviewer field type and External Review step type to design this process. For more information regarding the user experience, see the perspectives outlined in these articles:

Add the External Reviewer field

  1. Select any step (other than the new External Review step)

  2. Insert a new field > select the External Reviewer field type

    The Candidate Form panel showing Add Field section with Field Type dropdown expanded. Options include Drop Down List, External Reviewer, and File Upload. External Reviewer option highlighted. Cancel and Apply buttons appear at top right.

  3. The External Reviewer field type inserts a new fieldset. Administrators can name the fieldset and determine which of the related fields are required, as well as set a minimum number of responses, and a maximum number. Leaving both blank will result in no minimum and no maximum validation.

    The Candidate Form panel showing Add Field section with Field Type set to External Reviewer. Fields displayed include Fieldset Label, Minimum Required, Maximum Allowed, Full Name, and Email. Cancel and Apply buttons appear at top right.

    The Section shows required‑field checkboxes for University/Institution, Title, Rank, Phone Number, and Comments. Character Limit for Comments field appears below with value 20,000.

  4. Once applied, the fieldset will display as it will on the form. Selecting the link in the blank grey box will create another card so that an additional fieldset can be completed. If a minimum of 1 is set for the fieldset, this is what end-users will see when completing their forms. They will be required to complete the required fields for at least one card before they can advance the submission. If a minimum of 0 is set for the fieldset, only the blank card (with “add another reviewer”) will display and users can advance the submission without adding a card.

    The Suggested Reviewers section showing fields for Full Name, University/Institution, Title, Rank, Email, Phone Number, and Comments. Right panel shows option to add another suggested reviewer. Cancel and Apply buttons appear at top right.

When a faculty member or reviewer submits answers to the fieldset, those answers are not seen by any other participant in the process (other than the on-campus reviewer for the External Review step).

In addition to the process participants having this access, a Workflow Administrator can also view these details when viewing the submission contents.

Add the External Review Step

  1. Add the External Review step type to your process. This type can be set up at any available scope. Once added, navigate to Configure Forms.

    The Edit Workflow Template page showing template diagram with steps: Candidate, Department Chair, Dean, Review Committee, and Add Step. Cursor clicks Add Step, opening a modal. Modal shows fields for Name, Type, Scope, and Place After. User fills these fields and clicks Save.

  2. Two forms are available to be configured:

    1. External Review Will be sent to the external reviewer; there will be one version sent to each external reviewer. Shown below is a sample form. Upon creation, this form defaults just like other forms with a simple Comments field.

      The External Review Form page showing tabs for External Reviewer and Administrative Reviewer; External Reviewer tab highlighted. Scale for Candidate’s Impact on Discipline displays three points: Below Expectations, Met Expectations, and Exceeded Expectations. Reason for Impact Ruling section shows a text editor. Official Review Letter section shows an upload area with option to drop files or click to upload. Cancel and Apply buttons appear at top right.

    2. Administrative Review Is available for the on-campus point-person. Shown below is a sample form. Upon creation, this form defaults just like other forms with a simple Comments field.

      The External Review Form page showing tabs for External Reviewer and Administrative Reviewer; Administrative Reviewer tab highlighted. Additional Letters of Recommendations section shows an upload area with option to drop files or click to upload. General Comments section shows a text editor. Cancel and Apply buttons appear at top right.

Form Security

The External Review step can have the same step security applied as any other step.

The Edit Workflow Template page showing Type set to Annual Review and template diagram in Security view. Diagram displays steps: Candidate, Department Chair, External Review, Dean, and Review Committee. External Review step highlighted. Right panel shows fields for Type, Scope, and Action Label, with Configure Form button. Branching Options section shows checkboxes for completion and fast‑forward settings. Cancel and Save buttons appear at top right, and Delete this Template Step link appears at bottom.

In addition, for all steps other than the External Review step (with the on-campus reviewer having full access), the External Reviewers will be identified as "Reviewer 1," "Reviewer 2," and so on in order to anonymize the reviews themselves. Participants with access to the Submissions table may see these anonymized external reviews as well as their own suggested reviewers and anonymized external reviews, depending on the security settings for their template step.

The Administrative Letter Review Step page showing uploaded recommendation document link, General Comments field, and Summary of External Reviews section. Impact on Discipline scale appears for Reviewer 1 and Reviewer 2 with three points: Below Expectations, Met Expectations, and Exceeded Expectations. Reason for Impact Ruling fields appear below for each reviewer. Cancel and Actions buttons appear at top right.

The Official Review Letter section showing uploaded document links for Reviewer 1 and Reviewer 2.

Responses to the fieldset collecting suggested reviewers are hidden from all other participants in the process (see note above about Administrators continuing to have access to view this).

The Candidate Step page showing Suggested Reviewers section with two reviewer panels. Each panel displays fields for Full Name, University/Institution, Title, Rank, Email, Phone Number, and Comments.

If external reviewers are submitting letters/documents with their reviews, and these need to be redacted, we recommend a separate step where the on-campus reviewer can upload redacted versions of the reviews. This enables the Administrator to remove access to the External Review step with the full details from all steps in the process, while selectively providing access to redacted reviews on a separate step.

The Edit Workflow Template page showing Instrument and Type fields above the template diagram. Diagram displays steps: Candidate, Department Chair, External Review, Administrative Letter Review, Dean, and Review Committee. Administrative Letter Review step highlighted. Right panel shows fields for Name, Type, Scope, and Action Label, with Configure Form button. Branching Options section appears below with a Delete this Template Step link. Cancel and Save buttons appear at top right.

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