External Reviewer Contact Coding and Filtering

When assigning External Reviewers to a Review Form, you can use Contact Codes to filter the list of External Reviewers.

Contact Coding

Codes can be created in the Admin Tools & Settings and configured to be assignable to Contact Records so you can use your taxonomy to categorize your External Reviewer Contacts using Codes.

To enable a Code to be assignable to Contact Records, navigate to the Admin Tools & Settings → Tags & Coding. You can view the Code Type list column "Assignable To" to quickly see if a Code is assignable to Contact Records. You can enable a Code Type to be assignable to Contact Records by clicking on the manage button (pencil icon) next to the Code Type Name.

Next, click "Manage" in the Code Type Properties.

Then, click on the check box next to Contacts in the "Assignable To" section. If necessary, you can also make the code assignment required for Contacts in the "Required For" section. Save your selections here before closing the Edit Code Type modal.

Assigning External Reviewers and Contact Code Filtering

The Code Types that you designate as Assignable to Contacts will be displayed at the top of your modal when assigning External Reviewers to a Review Form. You can use these codes to filter your External Reviewer list. Common codes to use for External Reviewer Contact Code filtering may be Reviewer Expertise, Program Area, Region, or Reviewer Group.

Clicking on the Code Type will allow you to select specific codes to filter the list by. Your list will display Contacts that have the selected codes assigned to their Contact Record.

In this example, the list of External Reviewers has been narrowed down to display External Reviewers who have the Program Area Codes "Environment" AND "Community" assigned. When a Code is selected in the filter, the Code Type will transition to display the Code selected. If more than one Code is selected from a Code Type, there will be a plus sign and the number of additional codes selected.

You can further narrow down the External Reviewer list by filtering by the additional Code Types available. For example, by selecting a Code from the Code Type "Reviewer Group," the External Reviewer list will display External Reviewers who have ALL of the Codes selected in the filters.

A Code filter can be cleared by clicking on the X for the single Code Type or by Resetting All Filters.

If you had selected an External Reviewer to assign, the External Reviewer will remain selected when you clear out the filters. This will allow you to continue to filter your list, select additional External Reviewers, and then assign all of the selected Reviewers when you are finished and click "Update" on the modal.

After assigning the External Reviewers to a Review Form, you will be prompted to send an email invitation to the Reviewers. You can opt to send this invitation later by clicking "Do Not Send."

If you opted to not send the email invitation to the External Reviewer when you assigned them to the Review Form, you can send it from the Review Form details. Click Send Invitation next to the Reviewer's name or click "Manage" next to the Reviewer's name and then select "Send Invitation."