View and Manage External Reviews

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

Multiple options are available for viewing completed reviews and managing assigned reviews. In addition, reviews can be efficiently assigned in batch.

Access a List View of Reviews

Access a list view of all reviewers assigned to the selected review form, or access a list view of all applications with the review form assigned.

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

The list view columns can be edited and the list view can be exported to Excel.

From the list view by applicant, click the three dots icon next to an application in the list to view the application or reviews and manage reviews.

View External Review Responses 

View a comparison of reviews across applications from the Grantee Portal Intake Forms dashboard.

1. Click Dashboard, and then click Grantee Portal Intake Forms. 
2. Click the intake form type.
   
   
3. Click the intake form name. 
4. Click Review Comparison.
   
   
   1. If multiple review forms are associated with the selected intake form, click the relevant review form.
      
      

View all submitted reviewer responses for an application from the Grantee Portal Intake Forms dashboard.

1. Click Dashboard, and then click Grantee Portal Intake Forms. 
2. Click the intake form type.
   
   
3. Click the intake form name.
   
   
4. Click External Review Management.
   
   
   1. If multiple review forms are associated with the selected intake form, click the relevant review form.
      
      
5. Click Applicant.
   
   
   
6. Click the three dots icon next to an application, and then click View Reviews.
   
   

View all submitted reviewer responses for an application from the request record.

1. Navigate to the request record for the application. 
2. Click the Grantee Portal tab. 
3. Locate the application under review, and then click View Application.
   
   
4. Click Review.
   
   

View an individual reviewer’s submitted responses for an application from the request record. 

1. Navigate to the request record for the application. 
2. Click the Grantee Portal tab. 
3. Click External Review Forms.
   
   
4. Click the review status next to a reviewer’s name.

Manage External Reviews from the Request Record

Take actions to manage assigned reviews or assign additional reviewers to an application from the request record. 

1. Navigate to the request record for the application to be reviewed.
2. Click the Grantee Portal tab. 
3. Click External Review Forms.
   
   

• Click Add New External Review Form to add a new review form to the application.
  
  
• Click the pencil icon next to a field for a review form to edit it.
  
  
• Click the pencil icon next to the Status field, select Completed, and then click Update to change the review form status to Completed.
  • Reviewers can submit their reviews even past the due date unless the review form status is changed to Completed. Once the status is Completed, no additional reviews can be submitted and review assignments cannot be edited. The status can be changed back to Open if needed to allow for additional review submissions and edits.
    
    
• Click the trash can icon to delete a review form.
  • This can only be done if reviewers have not been assigned to the form.
    
    
• Click Assign Reviewer Portal Users to assign reviewers to an external review form.
  
  
• Click Send Invitations to email invitations to all assigned reviewers.
  
  
• Click the three dots icon next to a reviewer’s name and then click either Send Invitation or Resend Invitation to email an invitation to just this user, or click Unassign User to remove them as an assigned reviewer.

Manage External Reviews in Batch 

Take actions to manage assigned reviews or assign additional reviewers to applications in batch. 

1. Click Dashboard, and then click Grantee Portal Intake Forms. 
2. Click the intake form type.
   
   
3. Click the intake form name.
   
   
4. Click External Review Management.
   
   
   1. If multiple review forms are associated with the selected intake form, click the relevant review form.
      
      
   2. The No Review Form tab lists applications in the In External Review status that do not yet have a review form added. 
5. Click Applicant.
   
   
   
6. Click Batch Edit.
   
   
7. Check the box next to each relevant application.
   
   
8. 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.  

Update Intake Entry Status

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 current status of the intake forms.
   
   
5. Click Batch Edit.
   
   
6. Check the box next to each relevant application.
   
   
7. Click Action, select Update Intake Entry Status, and then click Go.
   
   
8. Select In External Review, and then click Update.
   
   

Add External Review Form

1. Follow the steps at the beginning of the Manage External Reviews in Batch section, selecting Add External Review Form as the batch action.
2. Complete the fields, and then click Save.
   1. Review Form - Select the review form that assigned reviewers will be asked to complete.
   2. Open Date/Time - Enter the date and time at which the review form will become available for reviewers to edit.
   3. Due Date/Time - Enter the date and time by which reviewers should submit their reviews. An overdue flag appears in the portal after this date but reviewers can still submit their responses.
   4. Before Open Date - Select whether or not reviewers should be able to view the review form before the open date.
      
      

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

Update Review Form Status

1. Follow the steps at the beginning of the Manage External Reviews in Batch section, selecting Update Review Form Status as the batch action.
2. Complete the fields, and then click Update.
   
   

Reviewers can submit their reviews even past the due date unless the review form status is changed to Completed. Once the status is Completed, no additional reviews can be submitted and review assignments cannot be edited. The status can be changed back to Open if needed to allow for additional review submissions and review assignment edits. 

Update Review Form Properties

1. Follow the steps at the beginning of the Manage External Reviews in Batch section, selecting Update Review Form Properties as the batch action.
2. Check the box for the review form properties that you would like to update. You select as many options as you would like.
   
   
3. Complete the fields, and then click Update.
   
   

Assign Reviewers

1. Follow the steps at the beginning of the Manage External Reviews in Batch section, selecting Assign Reviewers as the batch action.
2. Check the box next to each contact to assign as a reviewer for the selected applications, and then click Update. 
   1. The list displays contacts who have already been given permission to access the external reviewer portal. 
   2. Assign External Reviewers contains instructions on filtering the list of available contacts in the modal by contact codes.
      
      
3. To send email invitations to the assigned reviewers, click Yes on the Confirm modal, edit the fields as needed, 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.
   2. Reviewers will receive an email for each assigned review in the batch.
      
      

Send Invitations 

1. Complete or update the fields, and then click Send Invitations.
   1. If reviewers were recently assigned in batch, ensure that the batch assignments are completed before sending invitations.
   2. Reviewers will receive an email for each assigned review in the batch.