Many organizations have a multi-tiered review process consisting of an initial submission screening followed by more focused review stages. With the Review Workflow feature, Submittable enables organizations to set up review stages tailored for this process.
With Review Workflow, you can:
Build review stages. Create as many stages as you need and map them to each stage of your process.
Choose review type. Set up each stage to require either up/down voting or a custom review form. You can also choose a “review not required” option.
Customize each stage. For custom review stages, design your review form to match the specific needs of that stage.
Assign reviewers. Involve the right reviewers at each stage of the process.
Rate each stage. At every stage, you can view the cumulative score from completed reviews on each submission.
Filter for completed reviews. Know where you are in the process and when your team has finished reviewing each stage.
Advance submissions. As reviews are completed, move qualified applications on to the next stage.
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To set up a Multiple Stage Review, follow these steps:
1. Click on Projects. Select the Project for which you want to build your Review Workflow.
2. Click on the Review Workflow tab and then click +Create Your First Stage.
3. Give your first stage a name and select the type of review for that stage. You can choose from 3 options: Yes/No/Maybe voting, Custom Review, or Review Not Required. A common first review stage is to determine eligibility for an applicant to move into a more detailed review. In this case, a Yes/No/Maybe stage would be most useful.
In the Auto-Assign Reviewers dropdown, select reviewers from your team who will automatically conduct reviews for this stage. Note, you can also auto-assign reviewer Groups.
4. Click Done.
5. Click +Add New Stage. This will begin the setup for your second review stage. In the example below, a Custom Review form has been selected. When Custom Review is selected, you will have the option to select an existing review form that will be available to reviewers assigned in this stage. You can also opt to start a New Review Form at the end of the dropdown.
6. Click Done to save. Repeat these steps to create as many review stages as needed for your review workflow.
Managing Stages of Review
1. When a submission is received, it will automatically be placed into the first review stage. In your Submissions List view, you will see a column for Stage.
2. Click on the submission title to go to the Submission Details view. From this view, there is also an indication of what stage of review the submission is in at the top of the page, next to the current submission status. Note: If you are a level 4 or 5 administrator you will be able to change the submission stage with this dropdown. If you are a level 1, 2, or 3 reviewer, you will only see the assigned stage that you are required to complete.
You can also change the submission review stage from the Submissions List view by selecting checkboxes next to the submissions, then clicking on the Stage button at the top left of the Submissions List, and making your selection there.
Voting, Reviewing, and Reading Scores
Assignees to a submission can complete their review by following these basic instructions. From the Submission Details view, click on the Review tab in the right column. Levels 4 and 5 can see which review stage is currently active, who is assigned, how many votes out of the expected total have been cast, and what the average overall score is for this review stage of the submission. Other planned stages will be visible there too. For example, the planned Round 2 (semi-finalist) stage is shown in the image below, but appears as a lighter gray until that review stage is active.
Levels 4 and 5 view:
Level 1, 2, and 3 reviewers will only see their own vote (or custom review) in this column.
Levels 1, 2, and 3 view:
Once all reviews for a stage have been completed, a checkmark will be visible in the Submissions List on the right side. This indicates that the process is ready to move on to the next review stage. Note: You can advance the review stage at any time, but any uncast votes or incomplete reviews will no longer be accessible to assigned level 1, 2, and 3 reviewers to complete. The image below shows a submission that was assigned to 3 reviewers. The checkmark on the right indicates that all have completed their review, with a total score of 2 that was created from 3 votes.