Follow

Add a New Template

This article provides information on how to create a template in ByCommittee P&T. Templates provide a basic starting point for a P&T case. Colleges, schools, and departments can use templates to save time when creating cases, and to establish a repeatable process as they conduct their reviews in ByCommittee. Administrators can create a template filled out with instructions, forms, document requirements and case review steps that can be automatically included as a part of every case built using the template. Templates can be attached to any organizational unit, and can be used for cases created by that unit, or by lower administrative units.

Navigate to the Case List page:

Select "View Cases" on your ByCommittee Promotion & Tenure dashboard

Select "View Cases" on your ByCommittee Promotion & Tenure dashboard

From other screens in the program, look for the "Back to Cases" link at the top left of the page

From other screens in the program, look for the "Back to Cases" link at the top left of the page

Click "Manage Templates" at the top right of the page

This will open a list of available templates.

Click "Manage Templates" at the top right of the page

Click "Add Template"

Click "Add Template"

Enter the title and description of the template

Enter the title and description of the template

Select a unit for the template from the dropdown menu, and click "Continue" when you are finished

Remember, you can add a template to any organizational unit such as a university, school, college, or department, and that template will be available as a starting point for cases created within that organizational unit or by units beneath it in the hierarchy.

 Select a unit for the template from the dropdown menu, and click "Continue" when you are finished

You will be taken to the "Case Information" overview

You will be taken to the "Case Information" overview

Add instructions to the candidate that will appear for any case built using this template

Add instructions to the candidate that will appear for any case built using this template

Add case data form requirements to the template if necessary

If necessary, you can add a requirement for case data forms that must be completed about a candidate or case when using the template. Case data forms can be created by an Administrator from the Administration page, and can only be filled out by an Administrator when creating a case. Candidates will never see the questions or answers of a case data form. For more information see this article on creating case data forms.

 

Add case data form requirements to the template if necessary

To add a case data form to the template simply click the link, select a form and click "Save"

To add a case data form to the template simply click the link, select a form and click "Save"

Create a packet of required candidate documents and forms

The packet requirements you create here will become available for any case built using this template.

Note that you can add new custom sections to the packet, each with specific required documents, forms and due dates.

Create a packet of required candidate documents and forms

Edit the "Candidate Documents" section of the packet

A single packet section labeled "Candidate Documents" appears by default. Click the edit pencil to change the name of this section, add a description, set a due date, and indicate if candidates will be allowed to add additional documents (beyond the requirements) to the section.

Edit the "Candidate Documents" section of the packet

Click "Add Section" to add a new section to the packet if necessary

Click "Add Section" to add a new section to the packet if necessary

Enter the name, description, and due date for the packet section, and indicate whether or not candidates can add additional documents to the section

Enter the name, description, and due date for the packet section, and indicate whether or not candidates can add additional documents to the section

Click "Add Requirement" to add a document or form requirement to a packet section  

Click "Add Requirement" to add a document or form requirement to a packet section  

If the requirement you want to create is a document:

  1. Enter the name
  2. Add any notes about the requirement
  3. Indicate if the document is required or optional
  4. Enter a number of documents. This can be a specific number, a range, or have no limit.
If the requirement you want to create is a document:

If the requirement you want to add is a form, click the "Form" button at the top of the window

If the requirement you want to add is a form, click the "Form" button at the top of the window

Select the form from the dropdown menu and click "Save"

Note: Forms are created from the Administration page. For more information see this article on how to Create a New Form.

Select the form from the dropdown menu and click "Save"

Next you will create a series of case review steps to be included in the workflow of any case built using this template  

The steps you add will form a preconfigured workflow for cases built using this template. Users may need to add other steps to the process, or more committees to a step when they are creating a case based on the template.

The steps you add should match the promotion review process of your organization. Each step you add must have at least one committee assigned to it. Because you are making a template, only standing committees can be added to the steps you create. You can assign additional standing committees if multiple committees require access to the packet at the same step.

Click "Add New Step" to begin setting up the workflow of case review steps for the template

Click "Add New Step" to begin setting up the workflow of case review steps for the template

Name the case review step and assign a standing committee from the dropdown list

Note: Each step must have at least one committee, and only standing committees can be added to a template.

Name the case review step and assign a standing committee from the dropdown list

If you need to add more than one committee to a step in the template, click the edit pencil

If you need to add more than one committee to a step in the template, click the edit pencil

Click "Add Committee" to give another committee access to cases at this step

Click "Add Committee" to give another committee access to cases at this step

Select the standing committee from the dropdown list and click "Add"

Select the standing committee from the dropdown list and click "Add"

If a step has more than one committee, you can name one or more of these as a "Primary" committee

Designating a committee as "primary" means that the Committee Manager of that committee can move the case forward or backward in the workflow of case review steps. You must have at least one primary committee. If a step only has one committee, that committee is considered "Primary" by default.

If a step has more than one committee, you can name one or more of these as a "Primary" committee

If you need to manage the Administrators who will have access to cases at this step, click the "Manage Administrators" tab

If you need to manage the Administrators who will have access to cases at this step, click the "Manage Administrators" tab

Click the recusal icon to recuse an Administrator from cases at this case review step

You will see a list of Administrators who have access at this step. Click the recusal icon to recuse an Administrator. Once recused, the Administrator will not be able to view or access the case at this step.

Click the recusal icon to recuse an Administrator from cases at this case review step

If necessary, you can click the addition sign to add the Administrator back

If necessary, you can click the addition sign to add the Administrator back

You can also add or edit instructions for a committee in a template

Click "Edit Committee."

You can also add or edit instructions for a committee in a template

You can view (but not edit) the membership of the committee

Note: You cannot add or remove members from a standing committee when creating a template. See here for more information on making changes to a standing committee.

You can view (but not edit) the membership of the committee

Click the "Instructions" tab to add instructions for the committee

Click the "Instructions" tab to add instructions for the committee

Keep adding steps until you have built out the steps you want to include in the template

Keep adding steps until you have built out the steps you want to include in the template

If you need to change the order in which the steps appear in the template:

Click to collapse the steps

It is easier to move the steps around if they are collapsed.

Click to collapse the steps

Click "Reorder" at the top right

Click "Reorder" at the top right

Drag and drop steps to change the order for the template and click "Done" to commit the change

Drag and drop steps to change the order for the template and click "Done" to commit the change

Click "Save and Continue" when you are finished adding steps to the template

Click "Save and Continue" when you are finished adding steps to the template

You will be taken to the Case List page

You will be taken to the Case List page

Click "Manage Templates" to view or edit the template you've created

Click "Manage Templates" to view or edit the template you've created

The template will appear in your list of available templates

The template in the example can now be used as a starting point for any case created under the School of Music, and will include the instructions, forms, required documents, and workflow steps you added.

See here for information on creating a case using a template.

The template will appear in your list of available templates
Have more questions? Submit a request
Powered by Zendesk