Department admins and chairs use the Workflow Overview page to monitor evaluation progress and manage key details for the faculty in their unit. While Scholarly and Institutional Administrators set up workflows, department admins are responsible for overseeing the active evaluation cycle and ensuring faculty and reviewers stay on track.
This article provides a high-level overview of how to navigate and use the Workflow Overview page.
Accessing Your Department’s Workflow
If you've been added as an admin for a review cycle, you can access the workflow in two ways:
Option 1: From Your Dashboard
Log into Scholarly.
Look for the evaluation cycle on your dashboard.
Click the task to open the Workflow Overview page.
Option 2: From the Faculty Evaluations Tab
Click Faculty Evaluations in the left-hand menu.
Select the Managed Evaluations tab.
Locate your department’s cycle and click to open it.
Understanding the Workflow Diagram
At the top of the Workflow Overview page, you’ll see a Workflow Diagram showing all steps in the evaluation process. The diagram provides a quick visual summary of:
The order of steps
Which steps are currently in progress
Which steps have been completed
This helps you quickly understand where faculty and reviewers are in the process before you scroll down to the table below.
Tracking Progress in Your Department
The main table on the Workflow Overview page is your central tool for monitoring progress. Each row represents a faculty member, and each workflow step shows a real-time status such as:
Not Started
In Progress
Submitted
Completed
Identify who needs follow-up
Faculty who have not started their self-evaluation
Reviewers who have not completed assigned steps
Steps approaching or past their due dates
Sort and filter
Use sorting and filtering tools to quickly find faculty who may be behind schedule or to review progress by group.
View detailed progress for an individual faculty member
Click the three-dot menu next to any faculty member and select View Steps to see:
Which steps are complete
Which are awaiting action
Who the reviewer(s) are
Relevant due dates
This is helpful for understanding exactly where a workflow is stalled.
Managing Faculty in the Workflow Table
In addition to tracking progress, the Workflow Overview table allows you to manage key aspects of the evaluation.
Reviewer Assignments
You can view or update reviewer assignments directly in the table. For detailed instructions, see Managing Reviewer Assignments and Due Dates.
Due Dates
Due dates appear alongside reviewer assignments and are fully editable. See Managing Reviewer Assignments and Due Dates for step-by-step editing instructions.
Using the Actions Menu
Click the three-dot menu next to any faculty member to:
View all workflow steps
Change group
Change evaluation period
Send reminder email*
See Sending Reminder Emails for more guidance.
Add, Move, or Remove Faculty
Admins can modify the list of participants if needed. See Adding, Moving, and Removing Faculty from a Workflow for detailed steps.
Frequently Asked Questions
What if a faculty member is missing?
You can add them manually or contact your Scholarly administrator to check their appointment record.
Can I change a faculty member’s group after the workflow begins?
Yes. Use the Change Group option in the Actions menu.
Can I remove someone after they’ve submitted their form?
Only superadmins can do this, and the action is irreversible. Contact Scholarly Support for help.
Will faculty be notified of these changes?
Some actions (like being assigned a task) trigger notifications. Others (like group changes) do not. Communicate directly with faculty as needed.