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Configure Application Review Assignment
Application Reviews can be assigned using automation or manually from the Application or Application Review record pages. You can even use a mass action from the Application list view to select multiple Applications and assign multiple reviewers. Most institutions use a combination of automation and manual assignment.
- Understand the Basics
Your Application Review process is unique to your institution. When an Application meets certain criteria you can assign specific individual Users or assign it to a Queue for review. Queues are a great way to make sure that a group of individuals review an Application without assigning a review to each User directly. When a member of the Queue is ready to pick up a review, they can do so from an Application Review list view that you set up for the queue. For example, you might want all undergraduate applications to go to the Undergrad Queue. Or maybe you want all graduate applications to the Computer Science program reviewed by a specific reviewer who knows the program’s requirements best. - Automate Application Review Assignment
Automation helps streamline the application review assignment process. To get you started with automation, we provide a sample flow that assigns Application Reviews to a queue and specific users. - Set Up Staff to Manually Assign Reviewers
To add a reviewer from the Reviewer Management component, a User needs Read and Create permission on the Application Review object. By default, only the Admissions Connect - Set Up and Manage permission set includes this permission. If you want other admissions staff to assign reviewers, create a new permission set and assign it to your staff. Or you can modify the other Admissions Connect permission sets for this additional permission. Users without Create permission see a list of assigned reviewers, but won’t see the Manage button that is used to assign reviewers.
Understand the Basics
Your Application Review process is unique to your institution. When an Application meets certain criteria you can assign specific individual Users or assign it to a Queue for review. Queues are a great way to make sure that a group of individuals review an Application without assigning a review to each User directly. When a member of the Queue is ready to pick up a review, they can do so from an Application Review list view that you set up for the queue. For example, you might want all undergraduate applications to go to the Undergrad Queue. Or maybe you want all graduate applications to the Computer Science program reviewed by a specific reviewer who knows the program’s requirements best.
Just keep in mind that a Queue can be assigned multiple times to the same Application, but you can’t assign the Queue more times than there are members. In contrast, a User can only be assigned to review an Application once. To assign reviews to a Queue, set up your Queue and make sure it supports the Application Review object, then add your members.
For more information, see Set Up Queues in Salesforce Help.
Automate Application Review Assignment
Automation helps streamline the application review assignment process. To get you started with automation, we provide a sample flow that assigns Application Reviews to a queue and specific users.
Here's what the sample flow does.
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The flow runs on create and update for Application records, only when the Checklist Completion is set to 100% and the Application Status is set to In Review from a previous value.
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If the Application Type is Undergraduate or Transfer, up to three users assigned the Admissions Connect - Review Applications for Internal Users permission set are assigned a review.
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If the Application Type is Graduate, three reviews are assigned to the Graduate Review Queue.
To access the sample flow:
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From Setup, in the Quick Find box, enter Flows, and then select Flows.
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Look for Sample: Assign Application Reviews. If you don't see the sample flow, you can install it.
We recommend that you don’t edit the sample flows directly and that you leave them inactive. Instead, create a new flow and look in the Template tab for the sample flow you want to start from. You can also open it and click Save As to create a new flow. Use our flow as a reference as you start to define your own processes. For more information, see Flows in Salesforce Help.
Set Up Staff to Manually Assign Reviewers
To add a reviewer from the Reviewer Management component, a User needs Read and Create permission on the Application Review object. By default, only the Admissions Connect - Set Up and Manage permission set includes this permission. If you want other admissions staff to assign reviewers, create a new permission set and assign it to your staff. Or you can modify the other Admissions Connect permission sets for this additional permission. Users without Create permission see a list of assigned reviewers, but won’t see the Manage button that is used to assign reviewers.
With the right permissions, users can follow the steps in Add a Reviewer to assign and manage reviewers.
To get your staff up and running, here’s what we provide by default.
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The Application and Application Review record pages include the Reviewer Management component.
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List views for the Application object include the Assign Reviewers button.
If you don’t see the Reviewer Management component on your record pages, customize them to match what's described in Admissions Connect Default Page Configurations. If the Assign Reviewers button is missing from the list view, see Create and Customize List Views for Admissions Connect.
To help you and your staff manage reviews, we also include the Assigned Reviews field in the All list view for Applications. This field lists the number of assigned reviews and provides a link to manage those reviews. You can add this field to your custom list views, too.
