All about Assigning Evaluations

Overview

This tutorial will cover how to set process evaluators, add and/or remove evaluators in a process, assign evaluators to a single request, assign evaluators to multiple requests and how to add or remove evaluators on an application.

Setting Evaluators in a Process:

Before evaluators can be assigned to review a specific application they must be added to the process evaluator list.

  1. Click on Tools
  2. Click on Process Manager
  3. Click on Process Name for the process you want them to evaluate
  4. Select the Process Stage:  LOI or Application (depending on which form is being evaluated)
  5. Select the Evaluation tab (depending on if it’s an LOI Evaluation or Application Evaluation)
  6. Select your Evaluator role from the drop-down list – You must choose what role (Administrator, Board Member or Staff Evaluator) will be completing this evaluation
  7. Click on the # Selected button with the person icon on it (located to the right of the Evaluator role name selected)
  8. Select the boxes next to the evaluator names you would like to include in the pool of evaluators available to review requests in this process and then click Save Selection

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Once you have selected and saved evaluators to your process evaluator list you may now assign them forms for review.

Adding or Removing Evaluators in a Process

In both cases, to add or remove an evaluator you must do so via the process evaluator list within the Process Manager

To add an evaluator:

  1. Click on Tools
  2. Click on Process Manager
  3. Click on Process Name for the process you want them to evaluate
  4. Select the Process Stage:  LOI or Application (depending on which form is being evaluated)
  5. Select the Evaluation tab (depending on if it’s an LOI Evaluation or Application Evaluation)
  6. Select your Evaluator role from the drop-down list – You must choose what role (Administrator, Board Member or Staff Evaluator) will be completing this evaluation
  7. Click on the # Selected button with the person icon on it (located to the right of the Evaluator role name selected)
  8. Select the boxes next to the evaluator names you would like to include in the pool of evaluators available to review requests in this process and then click Save Selection

NOTE: If the evaluator you’re looking to assign the request to does not appear on the list of evaluators verify that:

  • The user account has been created
  • The user role is correct
  • The user account is active
  • The user has been added to the pool of evaluators within the correct process stage

Once evaluators have been added you can assign the new evaluator to any application in this process for review.

To remove an evaluator:

Follow the steps above but in Step 7 you must instead de-select the boxes next to the evaluator names you would like to remove from the pool of evaluators who are able to review requests in this process and then click Save Selection.

NOTE:  If an evaluator has been removed from the list of process evaluators they will also no longer show as an option to choose from on the list of process evaluators when assigning evaluators to an LOI or application in the future.  However, if an evaluator who has been removed from the list of process evaluators within the process has already saved work on an evaluation for an LOI or application that they were previously assigned then that evaluation will remain on their Dashboard and they will be able to complete it.

Assigning Evaluators to a Single Request

  1.  On your Dashboard, Click on LOI Complete or Application Complete (depending on where the request is)
  2. Click on the Project Name of the request
  3. Scroll down to the Application Process Status - LOI Complete or Application Complete section of the Request Summary page and click on Assign/View Evaluators

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  1. Select the boxes next to the evaluator names you would like to assign to review this request
  2. Click Save

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Note: The request will move to the LOI Evaluation – Assigned or Application Evaluation - Assigned bucket on your dashboard.

6. If the evaluator you’re looking to assign the request to does not appear on the list of evaluators verify that:

  • The user account has been created
  • The user role is correct
  • The user account is active
  • The user has been added to the pool of evaluators within the correct process stage

7. After you click the Save button you may click on Send Email if you would like to manually send an email to assigned evaluators

  • This will pull up your list of available Email Templates
  • Select a template by clicking on the Send icon
  • The email template will open so you can preview and/or customize
  • After clicking on the Send icon, you will see a “Success” message

Batch Assigning Evaluators

Multiple requests can be assigned evaluators when they have one of the following statuses:

  1. LOI Complete
  2. Application Complete

Workflow

Follow these steps to “Batch Assign” evaluators:

  1. On your Dashboard, click on LOI Complete or Application Complete (depending on request location)
  2. Select the Process name from the Choose Process(es) button in the top right corner of the page
  3. Select the boxes next to the applications that you want to assign evaluators to
    • You can only batch assign evaluators to 25 requests at a time
  4. Scroll to the bottom and click the Batch Options drop down
  5. Select Assign Evaluators from the drop down list

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  1. Select the boxes next to the evaluator names you would like to assign to review the requests
  2. Click Save and the request will be assigned to the multiple evaluators you’ve selected

Note: The request will move to the LOI Evaluation – Assigned or Application Evaluation - Assigned bucket on your dashboard.

  1. Next click on Send Email if you would like to manually send an email to assigned evaluators
    • This will pull up your list of available Email Templates
    • Select a template by clicking on the Send icon
    • The email template will open so you can preview and/or customize
    • After clicking on the Send icon, you will see a “Success” message



 



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