Skip to main content

View and Manage External Reviews

Lauren Neulinger
Updated

The external reviewer portal is available as an add-on to all subscriptions.

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

  1. Click Grantee Portal Intake Forms in the navigation menu, and then click the intake form type.
  2. Click the Intake Form filter, and then select a specific Intake Form.intake form filter
     
  3. Click External Review Management.external review management tab
     
    • If multiple review forms are associated with the selected intake form, click the relevant review form.review form
       
  4. 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. applicant and reviewer buttons
     

The list view columns can be edited and the list view can be exported to Excel. edit columns and export to excel buttons
 

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. three dots icon

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

  1. Click Grantee Portal Intake Forms in the navigation menu, and then click the intake form type.
  2. If desired, click the Intake Form filter, and then select a specific Intake Form.intake form filter
     
  3. Click External Review Form Responses.external review form responses tab
     
  4. Adjust the filters and columns in the list view as desired.filters and edit columns buttons
     

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

  1. Click Grantee Portal Intake Forms in the navigation menu, and then click the intake form type.
  2. Click the Intake Form filter, and then select a specific Intake Form.intake form filter
     
  3. Click External Review Management. external review management tab
     
    • If multiple review forms are associated with the selected intake form, click the relevant review form.review form
       
  4. Click Applicant.
    applicant button
     
  5. Click the three dots icon next to an application, and then click View Reviews.view reviews option
     

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.view application button
     
  4. Click Review.review button 

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. external review forms tab
     
  4. Click the review status next to a reviewer’s name. review status

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

Reviewers cannot be assigned to an application until the application form status is updated to In External Review. Assign External Reviewers contains instructions for taking this action 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.external review forms tab
     
  • Click Add New External Review Form to add a new review form to the application. add new external review form button
     
  • Click the pencil icon next to a field for a review form to edit it. pencil icon
     
  • 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. pencil icon
       
  • Click the trash can icon to delete a review form.
    • This can only be done if reviewers have not been assigned to the form.trash can icon
       
  • Click Assign Reviewer Portal Users to assign reviewers to an external review form.assign reviewer portal users button
     
  • Click Send Invitations to email invitations to all assigned reviewers. send invitations button
     
  • 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.
    three dots icon

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

Reviewers cannot be assigned to an application until the application form status is updated to In External Review. See the Update Intake Entry Status section below for instructions.

 

Relevant permissions for managing reviews in batch include:

  • Batch Edit Intake Entries
  • Batch Edit Reviews
  1. Click Grantee Portal Intake Forms in the navigation menu, and then click the intake form type.
  2. Click the Intake Form filter, and then select a specific Intake Form.intake form filter
     
  3. Click External Review Management. external review management tab
     
    • If multiple review forms are associated with the selected intake form, click the relevant review form.review form
       
    • The No Review Form tab lists applications in the In External Review status that do not yet have a review form added. 
  4. Click Applicant.
    applicant button
     
  5. Click Batch Edit. batch edit button
     
  6. Check the box next to each relevant application. checkboxes
     
  7. Click Action, select the action, and then click Go.
    • Refer to the sections below for instructions on the available actions.go button
       

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

  1. Click Grantee Portal Intake Forms in the navigation menu, and then click the intake form type.
  2. If desired, click the Intake Form filter, and then select a specific Intake Form.intake form filter
     
  3. Click the current status of the intake forms. status tab 
  4. Click Batch Edit.batch edit button
     
  5. Check the box next to each relevant application. checkboxes
     
  6. Click Action, select Update Intake Entry Status, and then click Go.go button
     
  7. Select In External Review, and then click Update.update button
  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.
    • Review Form - Select the review form that assigned reviewers will be asked to complete.
    • Open Date/Time - Enter the date and time at which the review form will become available for reviewers to edit.
    • 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.
    • Before Open Date - Select whether or not reviewers should be able to view the review form before the open date. save button
       

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

  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.update button
     

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. 

  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.checkbox
     
  3. Complete the fields, and then click Update.update button
  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. 
    • The list displays contacts who have already been given permission to access the external reviewer portal. 
    • Assign External Reviewers contains instructions on filtering the list of available contacts in the modal by contact codes. update button
       
  3. To send email invitations to the assigned reviewers, click Yes on the Confirm modal, edit the fields as needed, and then click Update.  
    • The invitations can be sent at a later time from each request record, or as a batch action as described in the next section.
    • Reviewers will receive an email for each assigned review in the batch.update button
       

If a reviewer has not already set up their portal account and does not use the link in the email within 30 days, the link will expire and the invitation must be resent. This can be done from the request record or in batch, as described in the section below.

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