When creating Routing Steps, you may notice a small box in each step, directly under the Default Reviewers field, the Automatically Assign Reviews checkbox (#2 below).

Admin view of automatically assigning reviewers

  • This box is unchecked by default, but there are times when checking it may streamline your review process, such as when all applications will be reviewed by the same Reviewer(s) in a certain Routing Step.
  • If you decide to automate routing steps, this must be done before accepting any applications. 
  • In addition to checking the Automatically Assign Reviews box, you will need to enter all reviewer email addresses separated by commas (#1) and enter the review deadline (#3).
  • Checking this box alone will not automatically assign reviews when an application is submitted. But by checking this box, and selecting other options (described below), you can automate all or part of your opportunity’s review
    assignment process. 

Note: If you fail to enable the Automatically Assign Reviews feature before accepting applications, the feature will not function for any applications submitted prior to checking the box (but will function for applications accepted going forward).


Scenarios  
The following two scenarios provide examples using the Automatically Assign Reviews checkbox. If you want to use this feature but are unsure how to set up your Routing Steps, please reach out to InfoReady Support, so we can learn more about your review process and provide suggestions.  

Scenario 1: Three Routing Steps Running Concurrently

Use if all reviews for multiple steps can (or need to) be completed at the same time.

Set Up  

  • Check Disable Accept or Return Application checkbox at the top of the Routing Steps section.  
  • Add email addresses of designated committee members who will review applications in the Default Reviewers field within all three Routing Steps.  
  • Enter Review Deadline date for all three Routing Steps.  
  • For Routing Steps 1 and 2, check the Runs Concurrently With Following Step box in the Routing Step
    Options section. 

Note: If you want to be able to check applications before they’re assigned for review and/or may need to return applications to Applicants for edits, you can uncheck the Disable Accept or Return Application checkbox and manually accept applications. However, once accepted, applications will be automatically assigned to Reviewers if the opportunity employs the other set-up options listed above in this scenario. 


Result  

  • Applicant submits application.  
  • Application automatically accepted.  
  • Application simultaneously assigned to all Committee Members in all three Routing Steps.  
  • Committee Members in all three Routing Steps receive Review Request notification immediately.  
  • Committee Members submit their reviews.  

Scenario 2: Two Routing Steps (1 Applicant-Driven + 1 Automated)
Use if reviews need to happen in succession, with the applicant identifying the first 2 reviewers 

Set Up  

  • On the Requirements page, set up 1 Applicant-Driven Routing Step (ADRS). In this example, we'll call this step "Faculty Mentor".
  • On the Routing Steps page, the Disable Accept or Return Application box will be checked and grayed out, meaning it cannot be unchecked.  
  • Enter Review Deadline date in both Routing Steps.  
  • In Routing Step 2, enter the email addresses of reviewers (e.g., Advisory Board Members) in the Default Reviewers field.
  • Leave the Runs Concurrently With Following Step box unchecked in the Routing Step Options section of the Faculty Mentor step.

Result  

  • Applicant submits application.  
  • Application automatically accepted (because of the ADRS). 
  • Application immediately assigned in the system to both routing steps: Faculty Mentor (Routing Step 1) and Advisory Board Members (Routing Step 2).
  • Faculty Mentor 1 (Routing Step 1) notified of review assignment right away. Advisory Board Members are not notified right away.  
  • Faculty Mentor 1 submits their review.  
  • Advisory Board Members are notified of review assignment on the next scheduled Review Digest Email or when an Administrator manually sends the Digest Email: Review Requests Digest Email. 
  • Advisory Board Members each submit their review.  

Have more questions about this topic? Go to the Community Forum to pose the question to other users or submit a support ticket to InfoReady.