Admin Knowledge Base
Watch tutorials. Browse help guides. Request Support.
Have a question? We’re sure you are not the first. Below are some frequently asked questions and high level answers. Need more help? Check out the knowledge base for in-depth tutorials.
There are 4 primary reasons why your review committee may be unable to access the submissions assigned to them.
- Your submissions have not yet been moved to the “accepted status”. Only submissions in this status will appear for the reviewers. To do this, simply go to “Submissions” and select individual, or bulk, submissions followed by the dropdown at the bottom of the page and click “Mark as Accepted”. Note, there is an email template that MAY be sent upon moving someone to the accepted status. By default this email is disabled but may be enabled under “configuration”.
- Your submissions are not in a group. Think of groups like buckets. In order for review committees to access submissions, both they, and the submissions, must be in a shared bucket. Typically submissions are automatically assigned to their groups upon submission based on a selection made during the entry process. However, there are instances (multi phase) where the submissions are either not grouped, or need to be moved to a new group. To do this, simply navigate to “submissions” and then either individually select submissions or bulk select. Once selected, use the dropdown navigation at the bottom of the page to “assign group”.
- While your submissions may be assigned to a group, your review committee may not be. Remember, groups are like buckets and in order for reviewing to occur, both submissions and a review member must be in a bucket together. To do this, you can:
- Go to “manage judges:. Here you can see a list of your review teams and a column (likely empty) listing the groups they are assigned to. Simply click “assign group” and add them to the desired group.
- Navigate to “Manage Groups and Divisions”. Here you will see a list of all the groups you have setup (note, you can also add groups here). Next to the group name you will find a link labeled “assign reviewer”. Simply click this button and select which review team members belong in that group. Note the link to “manage assignments as we will get to that soon).
- While you may have assigned submissions to a group, filled up the group with review team members, and marked them as accepted, there may be one last (less common) reason the review staff is unable to access the submissions and thats because you updated the group to have manual override.
- Go to “manage groups and divisions”
- Click on manage assignments next to the group in question.
- here you have two radio buttons.
- The default button “Automatically assign all reviewers to all submissions” means that any review member in that group will have access to every submission in that group.
- The second radio button is “*I would like to decide the submissions assigned to each reviewer”. This means that even though submissions and review members are in a shared group, you want to manually decide within that group, specifically what submissions are assigned to what review member. For further help on this, see the tutorial on “Managing Groups and Divisions”.
- On your dashboard click “Update Dates” within the date and deadline timeline section. This will redirect you to the “profile”.
- Click “Profile” under event details.
- Event Date. This is often your submission deadline and controls the “days remaining” countdown on your dashboard
- Signup Deadline. This is the date in which a submitter can create an account.
- Submission deadline. This is the date in which a submitter can actually submit their entry
- Evaluation start date. This is the date the evaluation criteria/rubric is made available to your review committee.
- Evaluation deadline. This is the final date/time in which an evaluation/rubric may be submitted.
- Go to “Event Details” -> “Manage Email Templates”.
- Use the dropdown to identify which email template you would like to modify. Note, the submission received email template is named “Submitted form submitted email”.
- Go to “Event Details” -> “Profile”.
- In the center of this page you will find two main sections where your microsite content lives.
- If you scroll further, you will also notice a section to enable additional features on the microsite. The microsite currently supports the following:
- Event Description
- Event Details
- Event Rules
- Signup Button
- Event Partners (sponsors)
- Download Materials
- If you enable download materials there is also a section within “Profile” to upload documents and resources to be shared via the microsite.
- Accepted – A submission should be in accepted status when it has been submitted and is ready to be reviewed by a judge. Setting a submission to accepted may prompt an email letting the applicant know that they will be advancing to the evaluation round. You can edit the content of this email under Event Details> Manage Email Templates> Submission Accepted Email. This email can be turned off at any time. Submissions cannot be edited in this status by default.
- Closed – A submission should be marked as closed in situations like removing test data. These submissions will not be visible to judges. Submissions cannot be edited in this status.
- Denied – A submission should be marked as denied if they are not to advance to the evaluation round. Setting a submission to denied may prompt an email letting the applicant know that they will not be advancing to the evaluation round. You can edit the content of this email under Event Details> Manage Email Templates> Submission Denied Email. This email can be turned off at any time. Submissions cannot be edited in this status by default.
- Incomplete – Submissions will be automatically marked as “incomplete” when a submitter clicks “save and logout”. Note, this is not a status you can assign to a submission but is instead system generated upon clicking save and logout. Submissions can be edited in this status.
- New – A submission will be in new status if someone has started an application without creating an account and saving and exiting. This is useful for knowing how much traffic your event is getting.
- Pending – This is a dynamic status that can be used for quite a few reasons. It is also a status that is assigned manually by an administrator. Often times this status is used when a submission is reopened for edit ability. For example, between rounds, missing information, etc. Submissions can be edited in this status.
- Ready – This is the default system status when a submission is fully submitted. A submission will be ready once it has been submitted by an applicant. Submissions can be edited in this status if permitted by admin.
- New – This is a submission status that gets marked when an submission is first created and HAS NOT saved and logged out or submitted. This is a legacy status that will be removed in a future release. If you are looking to get an idea on how many submissions have started but not finished, please use the incomplete submission status.
- Go to “Customization” -> “Submission Builder”.
- Click the blue edit button next to the name of your submission form.
- Here you will see a list of all the questions/steps within your form. Next to the question is an “Expand” icon to read more as well as a “pencil” icon to edit.
- Once done making edits click the blue “close button”.
- Navigate to “Manage Submissions”
- Optional: Narrow a search
- Click the blue download button.
- In the UI
- Navigate to “Manage Submissions”
- At the top, click “Advancement:.
- This section allows you to filter by group, division, and scorecard.
- Here you will see a list of the submissions in that group, each review member assigned to review them, their individual scores, and an overall average.
- You can also select submissions from this list and “advance” them to another group such as “phase 2”.
- This page is also often used on a deliberation phone call where committees can discuss the entries and view into their submission for further discussion.
- Evaluation report
- Click “Manage” -> Reports.
- Within the Evaluation Report section select which scorecard, group, and/or division you wish to include in the report.
- Click Download.
- This report will include every submission that was evaluated, who scored them, each of their individual scores PER QUESTION, their total score, overall aggregate totals, and averages.
- Navigate to “Management” -> “Manage Submissions”.
- Optional: Use the filtering to narrow your results.
- Select the checkmark next to the submissions you wish to contact or, bulk select. Note: If you are selecting multiple pages make sure you click to “include all”.
- Once selected, use the dropdown at the bottom of the page and select “Email Competitors”.
- Navigate to “Management” -> “Manage Judges”.
- Similar to contacting submissions, use the checkboxes next to the reviewers names or bulk select.
- Once selected, use the dropdown at the bottom of the page to “Send Email”.
- Go to “Management” -> “Manage Judges”.
- Either use the checkbox next to their name or bulk select
- Use the dropdown menu at the bottom of the page to “Invite”.
- This will open a preview of the message they will receive (Note, content controlled under email template management).
- Press go
- This will trigger the email where the review member will click a link and pick a password.
- Navigate to “Management” -> “Manage Judges”.
- Use the checkbox next to the review members name or bulk select
- Use the dropdown at the bottom right and click “Temp Password”.
- Enter the password you wish to assign them.
- From here, they can simply login via my.reviewr.com with their email and the password you set.
- To notify them, you can use the “Email Temp Password” option in the dropdown.
- This is an email template that notifies them of the password you set. You can modify this content under the email template management section.
The Reviewr knowledge base is a collection of in-depth training tutorials that cover all elements of Reviewr including video guides and walkthroughs.
Managing Groups & Divisions
Groups and Divisions are an incredibly powerful tool within Reviewr that allows you to create “buckets” that can be filled up with both submissions and review committees. Learn how to create groups, add users to them, modify dates, as well as map answers from the form to auto group submissions to an appropriate group.
Editing the Submission Form
In this tutorial we dive into the “Manage Submissions” interface which includes searching and sorting for submissions, using the different filters such as targeting those that are “incomplete”, doing name and submission name searches, and much more. We also explore selecting submissions and using the bulk action dropdown menu.
Editing the Microsite
Editing the Microsite
The microsite is both your public presence to the program as well as the entry point to begin creating a profile and submission. The microsite may contain a program description, rules, sponsor logos, downloadable documents, and the links to create a profile and begin creating a submission.
Editing the Microsite
Updating Submission Deadlines
Has your team expanded? New admins? In this video we look at how to add new users to your program, specifically with administrator privilege. These users once added will have full admin rights to view data, make changes, etc. These should be only those in your most trusted circle.
Making Submissions Available to Reviewers
Your review committee has been hard at work reviewing and evaluating entries. Now what? In this guide we dive into accessing the submitted evaluations, running reports, and evaluating the results. We look at both using the Reviewr interface as well as the reporting tool.
Editing Email Templates
Within Reviewr there are emails that may get sent upon an action triggering – for example, once a submission has been fully submitted the applicant receives confirmation. In this video we explore where to access these templates and update them.
Adding your review team has never been easier. Within Reviewr you can either add them individually or bulk import them. In this video we explore both options, as well as how to grant them credentials, assign them to groups, and more!
Assigning Submissions to Reviewers
Viewing Submission Content
Submission Status Explainer
Tracking Judge Activity and Reminders
Do your review teams tend to procrastinate? In this guide we look at how to track progress as well as bulk send email reminders and communication to the committee or specific reviewers themselves.