Allocate or remove reviewers from submissions

Allocating reviewers to submissions involves three main steps. First, select the submissions you want to assign. Next, choose the reviewers for those submissions. Finally, configure the allocation settings to control how submissions are distributed.

1. Select submissions

To start the allocation process, first choose the submissions that need reviewers. You can select a single submission or multiple submissions at once.

Allocate a single submission to a reviewer

You can allocate a reviewer to a single submission using one of the following methods.

Using the Actions button

• Go to the Submissions page (1).
• Click the checkbox in front of the submission you want to allocate (2).
• The Actions button will become enabled (3).
• Click Actions, then select "Allocate selected submissions to reviewers" (4).

Using the three-dot menu

• Locate the submission in the grid (1).
• Click the three-dot menu (2) next to the submission.
• Select "Allocate this submission to reviewers" (3).

Allocate multiple submissions at once

• Go to the Submissions page (1).
• Click the checkbox in front of each submission you want to allocate (2).
• Select the checkbox in the header row to select all on the page or all submissions at once (3).
• Once selected, the Actions button will become enabled (4).
• Click Actions, then select "Allocate selected submissions to reviewers" (5).

2. Select reviewers

When you choose the option "Allocate selected submissions to reviewers" or "Allocate this submission to reviewers", you will be directed to select the reviewers for the chosen submissions. (See “Search and Filter Reviewers” below for more information about working with the Reviewer list tools.)

• Click the checkbox in front of each reviewer (1) you want to assign.
• Select one or multiple reviewers from the list.
• Click Next (2) to configure the allocation options.

3. Configure allocation options

After selecting reviewers, you will need to configure allocation settings.

• Enter the number of reviewers per submission (1) to define how many reviewers should be assigned to each submission.
• Click Advanced Settings (2) to apply additional restrictions.

• Enter the Sample Size (3) to determine how many submissions will be assigned.
• Enable Limit submissions per reviewer during this allocation (4) to ensure reviewers do not exceed a certain number of submissions.
• Enter the Maximum submissions per reviewer (5) to set a limit on how many submissions each reviewer can review.

• Enable Limit total number of reviewers per submission (6) to set a maximum reviewer count for the entire program.
• Enter the Maximum reviewers per submission (7).
• Enable Limit total number of submissions per reviewer (8) to restrict how many submissions each reviewer can be assigned.
• Enter the Maximum submissions per reviewer (9).

• Once you have completed setting up the allocation options, click ALLOCATE (10) to complete the allocation process.

• Once the allocation process is complete, a confirmation message will appear (11). You can review the allocation results, including the number of allocated and unallocated submissions and reviewers. Click Go to Submissions (12) or Go to Reviewers (13) to check the assigned submissions and reviewers.

Search and Filter Reviewers

Display reviewers' data in columns

• Click the "Columns" button (1) to modify the reviewer details shown in the Select Reviewers page. A dropdown list will display available column options with checkboxes.

• Check the checkbox in front of a column name (2) to display it in the grid view. Uncheck the checkbox to hide that information.

Available column options include Reviewer ID, Name, Role, Date Added, School Email, Notify Email, Review Progress, and Review Completion, among others. Use the search bar to quickly find specific columns.

Filter reviewers using columns, operators, and values

• Click the "Filters" button (1) to refine the list of reviewers based on specific criteria.

The filtering operation helps you apply conditions using three options.

Columns: Choose the column you want to filter (2), such as User ID, First Name, Role, or Review Completion.

Operator: Select a condition (3) like equals, does not equal, greater than, or less than to refine the results.

Value: Enter or select a specific value (4) based on the chosen column and operator.

• Click "Add filter" (5) to apply multiple filters at once. When using multiple filters, select "And" (6) to apply all conditions together or "Or" (7) to display results that match any condition.
• Click "Remove all" (8) to clear all applied filters at once.
• To remove a single filter, click the "X" icon next to it (9).

Removing Submissions

Remove reviewer(s) from submission(s)

You can remove reviewer(s) from submissions individually or in bulk.

1. To remove a reviewer/reviewers from a single submission:

• Click the three-dot menu (1) next to the submission.
• Select "Remove all reviewers from this submission" (2).

2. To remove reviewers from multiple submissions at once:

• Select multiple submissions by clicking the checkboxes (3).
• Click the Actions button (4).
• Select "Remove all reviewers from selected submissions" (5).

Remove a submission(s) 

• Click the three-dot menu (1) next to the submission and select "Remove this submission" (2) to delete it.

• To remove multiple submissions, select the checkboxes for the submissions you want to remove (3). Then, click Actions (4), then choose "Remove selected submissions" (5).