Looking for ways to automate processes within your opportunities? The following article discusses different InfoReady features that can help. 

Disable Accept or Return Application Checkbox 

Do you have an opportunity, such as one with an ongoing or rolling deadline, where you receive applications regularly and want those applications accepted right away?  

• If you check the Disable Accept or Return Application checkbox at the top of the Routing Steps section, all applications will be accepted immediately upon submission. 
• However, please be aware, if you check that box, applications cannot be returned to applicants for edits. 
• To learn more: Accept or Return Applications (Video, minute 5:20). 

Default Reviewers 

Have you identified the list of Reviewers who will review all applications within a certain Routing Step? 

• If so, you can enter their email addresses in the Default Reviewers field within that specific Routing Step (always place a comma in between emails, not a semi-colon). 
• Then, when you assign applications to that Routing Step, those Reviewer email addresses will automatically populate within the Reviewer email field of the review request notification.
• You can also review the list of emails on your screen and add or delete them, as needed, before assigning
  the review(s). 
• To learn more: Default Reviewers 

Automatically Assign Reviews Checkbox  

Building on default reviewers, if you have identified the Reviewers for your Routing Steps, determined review deadlines, and want those review assignments to happen in a more automatic manner, the Automatically Assign Reviews checkbox may be worth exploring.  

• Checking this box alone will not automatically assign reviews when an application is submitted, but by checking this box, and then selecting other options, you can automate all or part of your opportunity’s review
  assignment process.  
• To learn more: Automatically Assign Reviews Checkbox

Note: Before you check the Automatically Assign Reviews box, be sure all Default Reviewer email addresses are entered, as well as the review deadline. These settings all need to be in place before accepting any applications, even test applications. If you fail to do this, the automatically assign feature will not function for any applications submitted prior to checking the Automatically Assign Reviews box. 

Applicant-Driven Routing Steps (Pre-Approver)

Applicant-Driven Routing Steps (ADRSs) are included in all InfoReady license levels. 

• As the name implies, ADRSs are technically Routing Steps. However, they are set up within the Requirements
  (i.e., application form) section. Once set up, these steps appear as the first Routing Step(s).  
• If you use ADRSs, as soon as an application is submitted, that application is automatically accepted and assigned to any Pre-Approvers the applicant lists on their submission. 
• If there is more than one Pre-Approver, each Pre-Approver will have their own unique Routing Step. Administrators can decide if they want these steps to run concurrently or not.  
• To learn more: Applicant-Driven Routing Steps (Pre-Approver)  

Note: Pre-Approver email addresses are entered directly into the application by the Applicant. 

Department Driven Routing Steps (DDRS) 

Does your review process often include assignments to specific Department Chairs, Deans, Provosts, or other designated organizational reviewers? 

• If so, setting up Department Driven Routing Steps can take the guesswork out of who the correct Reviewer should be in any given department or organization level. 
• Department Driven Routing Steps are a sitewide feature that builds on the Participating Organization configuration of your site. DDRS contain up to three levels with each level allowed to have one reviewer role. 
• A specific email address (i.e., person) is mapped to each row in the organization list, based on the desired reviewer role for that level. 

Note: Opportunities that use DDRS must include the Primary Organization as a required field in the application itself. DDRS are included in Gold or above InfoReady license levels and can be purchased as an Add-On Feature for Silver or Bronze license levels.  

• When setting up an opportunity’s Routing Steps with DDRS, you would select the Reviewer Role from a dropdown box within the Routing Step itself. Then, when an application is accepted, it is assigned to the applicable reviewer for that role. 
• If there are multiple DDRS, the application will automatically be assigned to the next reviewer(s). However, when that assignment is available to the next Reviewer depends on how the Administrator configured the Routing Steps. Are routing steps supposed to run concurrently? 
• To learn more: Department Driven Routing Steps (Platinum/Gold Feature) 

Progress Report Assignment and Reminders 

You can assign Progress Reports and notify Awardees immediately of that assignment. Or you can assign report(s), but opt not to notify Awardees right away, instead scheduling a date in the future when their notification will automatically
be sent. 

In addition, you can schedule specific date(s) when you would like reminder emails to be sent to Awardees regarding their Progress Report assignment. It can be helpful to assign reports and schedule reminders immediately after awarding, which will automate the rest of the Progress Report process, saving you valuable time. 

To learn more: 

• Schedule Progress Report Reminders
• Assign Progress Report within Individual Application
• Batch Assign Progress Reports to Multiple Applications