Manage External Reviews

Access a list view by applicant or reviewer for an external review form. Complete batch actions to manage external reviews.

While actions can be taken on a specific application to manage external reviews, the following actions can also be taken for one or more applications in batch from the External Review Management tab of the Grantee Portal Intake Forms dashboard:

• Add external review form.
• Update review form status.
• Update review form properties.
• Assign external reviewers.
• Send invitations to external reviewers.

This tab also provides a list view of all external reviewers assigned to the selected review form, or a list view of all applications with the review form assigned.

The External Review Management tab on the Grantee Portal Intake Forms dashboard provides data and batch action options for each review form associated with the selected intake form. 

View Data in the External Review Management Tab

1. Click Dashboard, and then click Grantee Portal Intake Forms. 
2. Click the intake form type.
   
   
3. Click the intake form name. 
4. Click the External Review Management tab.
   
   
5. If multiple review forms are associated with the selected intake form, click the relevant review form.
   
   
6. Click Reviewer to display a list view of all external reviewers assigned to the review form, or click Applicant to display a list view of all applications with the review form assigned.
   
   

Complete Batch Actions in the External Review Management Tab

1. Navigate to the External Review Management tab and click Applicant.
   
   
2. Click Batch Edit.
   
   
3. Check the box next to each relevant application.
   
   
4. Click Action, select the action, and then click Go.
   1. Refer to the sections below for instructions on the available actions.
      
      

The system delivers a notification when a batch action is complete.  

Add External Review Form

1. Complete the fields, and then click Save.
   
   

The external review form is now added to each of the selected applications. 

Update Review Form Status

1. Complete the fields, and then click Update.

The external review form status is now updated with a date of completion.

Update Review Form Properties

1. Check the box for the review form properties that you would like to update. You select as many options as you would like.
   
2. Complete the fields, and then click Update.
   

Assign Reviewers

1. Check the box next to each contact to assign as an external reviewer for the selected applications, and then click Update. The list displays contacts who have already been given permission to access the external reviewer portal.
   
   1. External Reviewer Contact Coding and Filtering contains instructions on filtering the list of available contacts in the modal.
      
      
2. To send email invitations to the assigned external reviewers, click Yes on the Confirm modal, complete the fields, and then click Update.  
   1. The invitations can be sent at a later time from each request record, or as a batch action as described in the next section.
      
      
      

Send Invitations 

1. Complete or update the fields, and then click Send Invitations.
   1. If externally reviewers were recently assigned in batch, ensure that the batch assignments are completed before sending invitations.