Manual Reviewer Assignments

Chris Quiroz -

The purpose of this document is to show administrators how to perform Manual Assignments on their site. Manual assignment lets the administrator select individual submitted applications and assign them to reviewers. You can use manual assignments even if you have set up advanced or automated assignments as well.

To set up a manual assignment:

  1. Click the Manage your site tab on the left navigation panel.
  2. Select a reviewer group under the Reviewer heading.
  3. In the top right corner of the Manage Assignments screen, ensure that the assignment button reads "Assignments: ON". This will allow you to choose how you would like to assign the submissions to your reviewers.
  4. When "Assignments:ON" is enabled, another assignments button will appear above the list of reviewers on the left side of the screen. Click this Assignments button to access the assignments panel.
  5. Manual Assignments is the default view. Under the Manual Assignments tab you can select how you would like to set up the assignment. There are three options you can choose from: Assign By Submission, Assign By Reviewer, or Assign By Team.

Assign by Submission

Under the Assign by Submission tab you will see your list of submissions appear. Along with a few details about the submission including the Title of the submission, the Stage the submission is in, the Group the submission is in and the Assignments column shows how many reviewers the submission has been assigned to. There is also an option to filter your submissions in order to narrow down which submissions you would like to see. 

In order to assign a submission to a reviewer:

  1. Click on the submission.
  2. If no assignments have been made yet you will see the the notice No assignments yet. Please Click Here to begin assigning. If assignments have been made, click on Edit Assignments
  3. You will then see a list of your reviewers appear.
  4. Select the reviewer(s) you wish to assign. Note: If you have a large list of reviewers in the group you can also click the filter icon in the top right Assignments panel.
  5. Save Changes

In order to remove assignments from a submission:

  1. Click on the submission
  2. Click Edit Assignments
  3. If necessary, click Clear reviewers' existing rankings when unassigning them from a submission. This will remove any rankings that reviewer has given to the submission. If you leave this unchecked the ranking will still be appended to the submission.
  4. You can then either Unselect the reviewers individually or click Remove All to remove all assignments.
  5. Click OK

 

Assign by Reviewer

This step is the reverse of Assign by Submission. In the list of reviewers you will see a few details about the reviewer: First Name, Last Name, Email and Assignments. Assignments will tell you how many submissions that reviewer currently has assigned to them.

To assign submissions to the reviewer:

  1. Click on the reviewer
  2. If no assignments have been made yet you will see the the notice No assignments yet. Please Click Here to begin assigning. If assignments have been made, click on Edit Assignments
  3. You will then see a list of submissions appear.
  4. Select the submission(s) you wish to assign to this reviewer. Note: If you have a large list of submissions you can also click the filter icon in the top right Assignments panel. 
  5. Save Changes

To remove submissions from the reviewer:

  1. Click on the reviewer
  2. Click Edit Assignments
  3. If necessary, click Clear reviewers' existing rankings when unassigning them from a submission. This will remove any rankings that reviewer has given to the submission. If you leave this unchecked the ranking will still be appended to the submission.
  4. You can then either Unselect the submissions individually or click Remove All to remove all assignments.
  5. Click OK

 

Assign by Team

Under this tab you will see a list of your reviewer teams, along with the Name of the team, how many Members are on the team, the Leader of the team (if applicable) and the number of Assignments given to that team. Clicking on the team will show you a list of the reviewers currently in that team. For more information on creating reviewer teams please see: Explaining the Reviewer Team Section.

To assign submissions to a team:

  1. Click on the team
  2. Click Edit Assignments
  3. You will then see a list of submissions appear.
  4. Select the submission(s) you wish to assign to this reviewer. Note: If you have a large list of submissions you can also click the filter icon in the top right Assignments panel. 
  5. Save Changes

To remove assignments from a team:

  1. Click on team
  2. Click Edit Assignments
  3. If necessary, click Clear reviewers' existing rankings when unassigning them from a submission. This will remove any rankings that reviewer has given to the submission. If you leave this unchecked the ranking will still be appended to the submission.
  4. If necessary, click Additionally unassign all members of this team from submissions when unassigning. If you leave this unchecked the submission will remain assigned to the reviewers in the group.
  5. You can then either Unselect the submissions individually or click Remove All to remove all assignments.

Note: When a submission is assigned to a team it will automatically be assigned to all reviewers within that team. It will also be added to the Assignments value for that reviewer, under the Assign by Reviewer section.


The applications will immediately appear in the reviewer’s portal for them to review. To check your work, you can assume the role of the reviewer and view the applications in their portal.

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