Submissions and Reviews: Reviewer Notifications, Minimum Review Counts, and Dynamic Review Teams

Submissions and Reviews is a hub for contacts and organizations to submit forms and applications. Teams can be configured to review and score these submissions. 

 

CONFIGURING SUBMISSIONS FORMS

Forms for Submissions and Reviews are configured on a global level. These will be added to the processes for the submissions and reviews created in each space. 

1. Open the Submissions and Reviews app
2. Click Setup
3. Click Submissions
4. Click Forms
5. Click Create Submission Form
6. Choose whether you would like to create a form from scratch, or conveniently clone an existing form 
7. Click Add Component to add Field Groups to the form
   • Once field groups are added they can be edited by clicking the pencil icon 
   • You can customize the form to meet the needs of your use case
8. Click Save

Please see this Knowledge Base article for more information on setting up forms.

 

CONFIGURING REVIEW FORMS

1. Click Reviews
2. Click Forms
3. Click Create Review Form
4. Choose whether you would like to create a form from scratch, or conveniently clone an existing form 
5. Click Add Component to add Field Groups to the form
   • Once field groups are added they can be edited by clicking the pencil icon 
   • You can customize the form to meet the needs of your use case
6. Click Save

CREATING A SPACE

Now that you have your forms configured, it’s time to set up a Space to house your submissions. Rhythm allows for four types of Spaces to be configured. You can choose from the following: Accreditation Reports, Certification Applications, Membership Applications, and Portal Forms. The type you choose corresponds to the app. 

1. Click Overview 
2. Here you can choose to Create a New Space from Scratch or Clone an Existing Space 
3. Select the type of Space you would like to create
4. Choose a Status of Open, Closed, or Draft 
5. Optionally select when you want to accept submissions
6. Optionally select when this space should appear in the portal
7. Select Contacts or Organizations under Who owns submissions in this space?
   • Select Contacts if individuals will be submitting on behalf of themselves, select Organizations if they will be submitting on behalf of their organization
8. Set the Singular and Plural terms
9. Enable/Disable Eligibility Criteria
10. Optionally you can set limits on how many submissions can be submitted
11. Click Save Changes
     

CONFIGURING SUBMISSIONS

Once your Space has been created you will be directed to the Overview. Here is where you will configure Submissions and Reviews.

1. Click Setup
2. Under the Submissions menu item select Processes
3. Click Create Submission Process
4. Select the form created in the first step
5. Optionally set if the contact or organization form should appear
6. Configure a Confirmation Email 
7. Click Save
8. In the Submissions menu click Types
9. Click Create Submission Type 
10. Enter a Name for the Type
11. Add the Process you would like associated with this Type
12. Configure Eligibility Criteria as needed
13. Click Save

CONFIGURING REVIEWS

1. Under the Reviews menu click Buckets
2. Click Create Review Bucket
3. Give this bucket and name and hit Save Changes
4. Next, set up Teams
5. Add members to the team
   • Team members can be Reviewers, Administrators, or both
   • Choose how members should be assigned to a review team
6. Click Save
7. Click Rounds to configure settings
8. Click Create Review Round
9. Choose which order in which you would like the round to display
10. Choose a Review team to designate to each Bucket
    • These can be the same review teams for each bucket. If you would like to have different teams for different buckets please configure an additional team
11. Click Save
12. Click Settings under Reviews in the menu
13. Select the Starting Round, Default Bucket, and Review Form 
14. Add optional Review Criterion
15. Enable Reviewer Recommendations
16. Enable/disable Bucket Assignment Rules
17. Provide Instructions for your Reviewers and Administrators
18. Configure the Administrator permissions
19. Enable Reviewer Notification Emails
20. Configure the Reviewer Notification email
21. Click Save

Helpful hint: When changes are made to bucket assignment rules, you will need to reprocess bucket assignments. This is found under Reviews > Maintenance.

Note: Submissions do not automatically advance between rounds. Advancement must be performed manually or through a bulk query/update, allowing each process to enforce its own progression criteria.

DEFINE MINIMUM REVIEWER COUNT 

1. Open an existing Submission space
2. Click Set up > Reviews > Rounds
3. Open an existing round or click Create a New Round on the upper right corner
4. Scroll down to Bucket Assignments, under “Who on the review team needs to submit a review?, select Two or More Members and enter the minimum count

5. Scroll to the bottom and click Save Changes

    

CREATE DYNAMIC REVIEWS

1. Open an existing Submission space
2. Click Set up > Reviews > Teams
3. Click the blue button Create New Teams on the upper right corner
4. Scroll down to the bottom and under “How should members be assigned to this review team?”, Select “Manual”, “Organization Contacts”, or “Committee Members”
5. Fill in the required fields

6. Click Save Changes

    

PORTAL CONFIGURATION

To make your space visible in the portal, you will need to install a few features on your member portal. These can also be installed on individual microsites following the same steps below.

1. Click Features
2. Click Install a Portal Feature
3. Select your template and menu
4. Select Reviews and Submissions
5. Click Next
6. Click Install Features
7. Please ensure that the Submissions Overview and the Reviews Overview pages have been added to your menu.