How to Review and Contribute to a Submission as an Administrative Reviewer

Access to this product feature is dependent on your institution's Watermark agreement
Base | Faculty Accomplishments | Reviews, Promotion and Tenure | Web Profiles

You can access the Workflow Administrator Certification videos here.

We have outlined the user experience for an Administrative Reviewer in this article which is intended to be a general guide, so if you are unsure about your review or why you have been included in a review process, we recommend contacting your Faculty Success Administrator for guidance on what is expected based on your institution's standards and policies.

 

Accessing a Submission 

Visit this article for information on how to access a submission.

 

Reminders and Notifications

Based on the Workflow configuration, reviewers may receive reminder emails to notify them of approaching deadlines. Keep in mind that deadlines are soft unless the Workflow Administrator has set up an auto-advance date on the schedule. When an auto-advance date is not specified the submissions will not automatically advance to the next step if a deadline is missed, ensuring materials never progress before the participant is ready.

Note: Some steps may be configured by the Workflow Administrator to automatically advance once the deadline is reached. 

 

Contributing to a Submission 

The submission forms available to participants are customized for each specific process and step by the Workflow Administrator. Certain fields may be set as required. This is a configuration choice made when the form was created. Based on the type of fields selected, users may also have rich text formatting options that allow them to organize and emphasize their information as needed.

 

Save Draft 

Since review materials take time to compile, which is why Workflow includes the option to save progress and finish the submission later. You can save your progress by going to the "Actions" button in the upper-right corner and then selecting "Save Draft."

 

Screenshot 2023-12-01 at 8.11.41 AM.png

 

Report 

The Workflow Administrator may have configured the workflow task to include a Faculty Success custom report that automatically populates with data from the candidate's Activities. This report is generated when the process begins and runs according to the report dates specified by the Workflow Administrator in the Schedule.

When faculty are preparing their submissions, they have the ability to preview the report. If they notice any issues in the report or realize that some additional activities need to be entered into the database, they can:

  1. Save their progress on the Workflow task by going to Actions in the top right and selecting Save Draft. 
  2. Navigate to Activities. 
  3. Correct or add the appropriate data. 
  4. Return to the Workflow Task and select Refresh Report button to ensure that the updates are reflected in the report. Screenshot 2023-04-11 at 11.04.25 AM.png

Keep in mind that the report will not automatically refresh when the Faculty Success data is changed. Workflow is designed to give the candidate complete control over the data that is included, so reviewers must deliberately refresh the report in Workflow. Reviewers will be prompted with a banner to refresh all reports when they open a task for the first time that day. That banner alert is for tasks that have report refresh dates before the current date.

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The banner will close once all reports have been refreshed, and will appear again if the report refresh date no longer matches today’s date.

Prior Year Submissions

Access to this product feature is dependent on your institution's Watermark agreement
Base | Faculty Accomplishments | Reviews, Promotion and Tenure | Web Profiles

The prior year's completed submission may also be a part of the current Workflow task. When the prior year submission is included, a menu will appear in the field allowing the user to select all current applicable completed submissions. The limit is defined by the Workflow Administrator in the Schedule.

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The submissions will be attached to the current step as html files of the full submission contents available to the candidate. Once added, prior year submissions may be individually removed as needed by selecting the red trash can icon Screenshot 2023-11-21 at 3.53.26 AM.png

 

Finalizing a Submission

When a reviewer is ready to submit their review, they simply save it and then select the Submit option within Actions menu to move the materials to the next step in the process. The review materials, including any attachments, are locked once the process moves to the next step.

 

Screenshot 2023-12-01 at 8.11.41 AM.png

 

There may be additional action options if the Workflow Administrator has configured different branching options that allow the reviewer complete the candidate's submission early or submit their review to a different step.

If the reviewer has the option to complete the candidate's submission early, they will see complete the candidates process with a circled "X" icon (Screenshot 2023-12-01 at 9.53.28 AM.png). This action will close the candidate's submission and this cannot be undone. 

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If the reviewer is able to fast-forward the candidate's submission to a different step other than the next preceding step, they will see both steps then can move the submission to in the Actions menu. 

Screenshot 2023-12-01 at 9.49.29 AM.png

 

 

Note: If the submission is no more than one step ahead, you can use the recall feature to return it to your step to make revisions. 

Send a Submission Back to the Previous Step

Reviewers may find that the initial submission or the previous review step was submitted with incomplete or incorrect information, or it may need further clarification. In those cases, reviewers may "send back" the submission to the previous step.

To send back a submission, open the Actions menu and choose "Send Back to Previous Step" action. This action prompts the reviewer to compose a message for the participant in the previous step that the submission is being returned to and set a due date for revising and resubmitting their content by. An email notification is then generated and sent to the participant, informing them of the returned submission. The email will include the reviewer's message (if provided), new due date and a direct link to access the submission to begin making the requested revisions.

        Screenshot 2023-12-01 at 8.11.41 AM.png

 

Note: This send back action is only available for reviewer steps, not faculty steps.

 

Downloading a Submission to Review Outside of the Workflow Module (optional)

If you would like to review a submission outside of the Workflow module, you may be able to use the submission download functionality to download the contents of the submissions for offline viewing. The submission download functionality may be turned off for the institution by your university administrator, who will need to submit a work request to Watermark.

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