The "Upload a Letter of Recommendation" task will allow a recommender to provide a reference for a user. This task goes along with the Applicant task for Get a Recommendation.
To add this task to your workflow:
- Click Edit your site
- Click Workflow Designer
- Click + Add a new task
- Click on your Recommender group
- Select Upload a Letter of Recommendation. For more information on the other recommender task please see the documentation on: Fill out a Recommendation Form.
Basic Information Tab
The Basic Information tab provides a quick overview of the elementary descriptions (Title and Description) associated with the task, and can be formatted using the Visual Editor.
Name: The name of the task - how it will appear in the Workflow Designer, and referred to in every other instance within your site.
Set a Description: This description is shown to applicants who fill out this form. Specifying a description is optional. When checked, the Visual Editor is displayed, which allows the content to be formatted accordingly.
Round & Group Tab
The Round and Group tab allows the administrator to select which stage the task will be in, as well as the group the task should be applicable to. The Stage & Group information will be automatically filled in based on what stage and group you used when clicking Add a New Task in your workflow.
Stage: The specific stage the task should be affiliated with can be selected from this drop down menu.
Group: The Group this task should be assigned to can be selected from this drop down menu.
Submission categories: Unless explicitly specified, this task will be available to all submission categories. Note: This option is dependent on categories having been created
The Behaviour tab presents critical options that affect the visibility of the task, as well as its importance.
Required: This option makes the task required to progress further in the contest. It is not possible to submit the application if a required task has not been completed.
Viewable upon completion: This option will determine whether the user can view their task after completing it.
Editable after completion: This option allows the applicant to continue making changes to this task after initially completing it.
Editable after deadline (or before start date): This option will allow the applicant to continue to make changes to this task after the deadline has been met.
Viewable before eligible: This option will determine whether an applicant can see a task before they can complete it (ie; before or after a start date or deadline).
Set a deadline: Deadlines dictate when a user must complete this task by.
Make this task available to submission in any round: Select if you wish to allow the recommender to submit their upload even when the submission has moved to a new round.
Allow user to download the submission’s material: Select if you wish to allow a recommender access to download an applicant’s material
File Formats: Select which file formats you would like to accept through this upload and unselect the ones that you would not. The accepted file formats are:
- Bitmap Image File (.bmp)
- Graphical Interchange Format File (.gif)
- JPEG Image (.jpeg)
- JPEG Image (.jpg)
- LaTex (.tex)
- Microsoft Excel Document (.xls)
- Microsoft Excel Open XML Document (.xlsx)
- Microsoft Word Document (.doc)
- Microsoft Word Open XML Document (.docx)
- OpenDocument Text Document (.odt)
- Plain Text File (.txt)
- Portable Document Format File (.pdf)
- Portable Network Graphic (.png)
- PowerPoint Open XML Presentation (.pptx)
- PowerPoint Presentation (.ppt)
- Rich Text Format (.rtf)
The Visibility tab allows the administrator to specify which groups this task will be visible to.
Modify visibility: This option will allow you to hide this task from users in specific groups. Note: Recommender tasks are automatically hidden from applicants. Applicants will not be able to see what the recommender has uploaded.
Tip! By default this task will be made required. When an applicant submits their recommendation request the task on their end will display as Pending and they will not be able to submit their application until this recommendation has been completed. If you would like to make it so that applicants can still proceed to move through the workflow while waiting for their recommendation you can do this by unselecting Required from the Behaviour tab as well as selecting Make this task available to submission in any round from the Options tab. This will make it so that the applicant Get a Recommendation form will be marked as complete as soon as the invitation has been sent. When the task is available in any rounds it means that even though the submission has been submitted and moved to a new round the task can still be completed.