If you are an administrator in a site and are building and monitoring programs on your site, below are a few commonly asked questions from other Administrators within FluidReview.
User FAQs
- How do I change a user's name & email address?
- How do I change a user's password?
- How do I assume the role of a User?
- How do I get back to my administrator role after assuming the role of a user?
- How do I Activate a User?
- How do I Access a User's Profile?
Application FAQs
- How do I change the Application IDs?
- How do I change the way the Applications are titled?
- How do I set a limit on the number of applications my applicants can create?
- Can I extend the deadline for specific applicants?
- How do I withdraw an application for an applicant?
- How do I reactivate an Archived or Withdrawn Application?
- How do I Unsubmit an application?
- How do I create an application for an Applicant?
- The submission says it is 'Locked from Editing', but I can't unlock it
Recommender FAQs
Reviewing FAQs
- Can I pipe from a Reviewer form to a Reviewer Form?
- How do I make applicants anonymous to reviewers?
- How do I delete a review?
Once an account has been created for a user, they will be able to access the account using that email address. However, depending on the circumstances, an applicant may request for their name or email address to be changed. If this is the case you can provide them with the link to the Applicant FAQ section which details the steps to change their own information.
Alternatively, you can choose to change it for them. In order to change a user's name or email address:
- Assume the role of the user
- Click on the user's Name in the top right corner of the page
- Select Account Settings
- Edit the Name and Email address accordingly
NOTE: If you are looking to change the email address, you will need to ensure that the new email does not already have an account within FluidReview. If there is already an existing account under that email you will not be able to easily change the email using these steps. Instead, the user will need to log in to the new email address as a new account. If you are unable to change an email for an applicant because of this, you can refer to How to Change the Ownership of a Submission
If the user you are looking to update the email for is a reviewer, and the account already exists, you will need to reassign the applications to the new account.
As an administrator of SurveyMonkey Apply, unfortunately, you do not have the direct ability to change a user's password on their behalf.
If a user contacts you wishing to change their password you can refer to our documentation on How to Request Login Assistance for steps on how they can contact our Support team.
For more information on assuming the role of an applicant, refer to How to Assume the Role of a User.
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How do I get back to my administrator role after assuming the role of a user? |
If you are assuming the role of a user then you will take on their permissions. Therefore, if you are assuming the role of an applicant and try to access the administrative dashboard you will receive an error page.
To exit the Assume Role feature:
- Click on the Return to Admin button on the top left side of the screen
Depending on your registration settings Users may be required to confirm their account through an email they received. When a users status says No under the Manage Users column this means they have not yet confirmed their account and will be unable to log in.
As an Administrator you are able to activate a users account for them using the following steps:
- Go to Manage your site
- Manage Users
- Select the User you need to activate
- At the top right side of the page click on the Activate button in order to activate the user.
NOTE: This activation is system-wide. In some cases users may be associated with other FluidReview sites with the same email address, therefore it is not possible to "deactivate" a users account as this could cause issues for the user within other sites they are apart of.
If you wish to access a user's profile:
- Go to Manage your site
- Go to Manage Users
- Search the user that you wish to access
- Click on the Profile image or the email address of the user
As described in General Settings: Overview - Submissions Tab you can customize the reference IDs on submissions. When you change the ID for the program, the ID for any application already created will not be changed retroactively. However, if you wish to change the Reference ID format for any newly created applications:
- Go to the General Settings
- Go to the Submissions tab
- Under the Reference Identifiers section click on the drop-down
- Select the Applicant group that you wish to change the identifiers for
- Update the information as detailed in General Settings: Overview - Submissions Tab
As described in General Settings: Overview - Submissions Tab you can choose how you wish to the submission to be identified. For example by the Reference ID, by the user's Name, or even by responses in a form.
To change this:
- Go to the General Settings
- Go to the Submissions tab
- Under the Reference Identifiers section click on the drop-down
- Select the Applicant group that you wish to change the identifiers for
- Click on the drop-down beside Identify Submission by
- Select the new format you wish to use.
For more information in regards to this, you can refer to our article on How to Change the Format of Submission Titles.
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How do I set a limit to the number of submissions my applicants can create? |
As described in General Settings: Overview - Submissions Tab you can choose how many applications an applicant can create per program. By default, applicants will only be able to create one application on the site.
To change this limit:
- Go to the General Settings
- Go to the Submissions tab
- Enable Multiple Submissions
- Optional: Enable Set a maximum number of submissions per applicant and update the Maximum Number of Submissions allowed
- Optional: If you have multiple Applicant Groups, you will have an option to set limits for each group. By default, the limit will be "0" for unlimited
TIP! If you wish to restrict the ability to create submissions to a single group completely, set the Group Limit to "-1". This makes an impossible value to be met and applicants will not be able to create new applications for that group.
FluidReview does not offer the ability to extend a deadline for only specific users. Any deadline set for the award, stage, or task, will apply to all applications that have applied.
If you wish to limit access to a single user on the site the alternative would be to extend the deadline for all users and then lock specific submissions that should not have access.
TIP! If you have an Awards site, you can also consider marking the visibility of the Award as Hidden so that no new applications can be created.
If an Applicant contacts you for assistance in withdrawing their application you can provide them with the steps provided in the Applicant FAQ in order to have them withdraw the application themselves. If the withdraw option is not available to them:
- Click on Configure your site
- Go to General Settings
- Go to the Submissions tab
- Under Other Options
- Verify if there are any options enabled beside Disable Withdrawals.
- Make the necessary changes based on when an applicant should be able to withdraw their application.
Alternatively, you can delete the application as an administrator. For more information, you can refer to How to Delete Submissions.
If an application has been Archived or Withdrawn you can choose to reactivate it in the site on behalf of the applicant.
- Click on Manage your Site
- Click on the name of the Applicant group the application has applied to
- Search or Filter the application(s)
- Select the Applications you wish to Reactivate
- Click on the Gear icon at the top of the submission list
- Select Activate Selected Submissions.
This will return the application to the state it was before the application was archived or withdrawn.
To reopen an application after it has been submitted:
- Click on Manage your Site
- Click on the name of the Applicant group the application has applied to
- Select the application you wish to unsubmit
- Click on the Gear icon at the top of the submission list
- Select Unsubmit Selected Submissions.
This will reopen the application and allow the applicant to resubmit.
TIP! Use this step if you wish to move the applicant back to the application round to edit a task. Once they have completed editing their task they will be able to resubmit their application.
Alternatively, if it is a common practice for applicants to resubmit their applications, either because they are submitting again in a later stage or they need to be moved back to the application stage, there is a setting that can be enabled on the stages.
- Click on Edit your site
- Go to Workflow Designer
- Click on the Edit button beside the stage
- Go to the Options tab
- Enable Unsubmit upon entering this stage
- Save the stage
This will ensure that any applications moved into that stage will have an unsubmitted status.
As an administrator, you are able to create applications on the site on behalf of applicants. This process can vary slightly depending on if you have a Core or Awards site.
Assume the Role of an Applicant
Whether you have a Core or Awards site, you can create an application for an applicant by Assuming their role on the site. You will need to follow the same steps as they would, for example completing a User Task if required.
Create an application through Who Is Eligible (Awards)
If you have an awards site you can apply eligible applicants to your awards from the Awards' settings.
- Go to Manage your site
- Go to Manage Awards
- Click on the gear icon next to the award you wish to apply the applicant to
- Go to the Who is Eligible tab
- Search, Filter, and Select the applicant(s) you wish to apply
NOTE: If you have Eligibility criteria on the award an applicant will only appear in this list if they meet the eligibility requirements - Click Apply Selected
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The submission says it is 'Locked from Editing' but I can't unlock it |
If the application is Locked from Editing and you have already tried to manually unlock it, there are two other areas that may be preventing you from unlocking it.
Quick Controls
Go to your Dashboard and check to see that that the Quick Controls for submissions is Unlocked.
If this is toggled to Locked all applications in the site will be locked, you won't be able to manually unlock an individual submission
Lock on Submittal
- Go to Configure your site
- Go to General Settings
- Go to the Applicants tab
- Check if Lock on Submittal is enabled
If this option is enabled, then in order to unlock a submission you will need to unsubmit it. For more information you can refer to How do I Unsubmit an application?
If you wish to delete a completed recommendation from the site you can do so in two ways:
Assuming the Role of the Applicant
If you wish to delete a recommendation, and that recommender no longer wishes to recommend the applicant:
- Assume the role of the Applicant
- Next to the Recommendation request click Delete
This will rescind the invitation to recommend from that recommender and permanently delete any progress they have made on their task(s)
Assuming the Role of the Recommender
If the application is currently on the recommenders screen, you can Assume the role of the recommender and click Delete next to the completed recommendation. If the recommendation is in progress and has not been fully completed, you will need to clear each response and save the form.
Unfortunately, no. FluidReview does not offer the ability to pipe directly from one reviewer form to another. You can, however, pipe from an Applicant form into a Reviewer form. For more information on Piping Variables, you can refer to our article: Piping Variables: Overview.
If you wish to make your applicants to your reviewers in the reviewer panel:
- Click on Configure your site
- Go to General Settings
- Go to the Reviewers tab
- Enable Applicant Anonymity
NOTE: This setting will hide any personal information linked to the account of the applicant (First Name, Last Name, Email). If the Submission Title is based on the user's name, the name of the submission will also be hidden and it will be displayed as the Reference Identifier instead.
This will not hide the custom name of the application, if applicable, or any personal information provided within a form.
There are two ways in which you can delete a review from the site:
Assume the Role of the Reviewer
If the application is currently within the Reviewers portal, you can Assume the role of the reviewer and click Delete next to the completed review. If the review is in progress and has not been fully completed, you will need to clear each response and save the form.
Unassign the Submission & Clear Reviews
Another method to delete a completed review on the site is to unassign the application fully from the reviewer. For more information on this process, you can refer to How to Manually Unassign Submissions and ensure that you select Clear reviewers' existing rankings when unassigning them from a submission.