How to Use Dossier for Evaluations

As CSUF faculty, you get access to 2 interfolio products:

  1. Review, Promotion, and Tenure = platform where you upload and submit documents for your required evaluations
    1. When you log into Interfolio through the CSUF Portal it is the option button with the CSUF logo  
  2. Dossier = this is a digital safe where you can upload and organize documents for upcoming reviews
    1. Dossier is also where your uploaded documents live after you have submitted your review packets through the Review, Promotion, and Tenure platform
    2. When you log into Interfolio through the CSUF Portal it is the option button with the word "dossier' on it

Any documents stored in Dossier are NOT automatically uploaded to your active Review Packets in the Review, Promotion, and Tenure platform.

Your documents will still need to be uploaded to an active review packet and the packet needs to be submitted by you, the user.

When logged into an Interfolio review packet, go to your name, written in white text, at the top right-hand corner of the screen, and click it.

A drop-down menu should appear and you will need to select "Interfolio Dossier"

Organizing materials in Dossier

Once you have arrived at Dossier's home screen click either "Materials" or "Collections" to get started on organizing your materials for your reviews.  

Working in Dossier is best done well in advance of the submission deadline or in the period between submission deadlines if you are a repeat Interfolio user.

Materials

The materials menu option is where all of your material that you either upload to Dossier or submit through Interfolio will live.

On the Materials screen you can do the following:

  1. Add new files
  2. Add files to collections
  3. Tag Files
  4. Archive files
  5. Search for specific files among those already present
  6. Filter files that are already present
  7. Edit individual files by clicking their hyperlinked titles to open them

All of these actions, minus searching and filtering, can be performed on individual files or in bulk on groups of files

1. Add new files

New files can be added to your Dossier materials in the form of:

  • documents from your personal document storage
  • videos (hosted on YouTube or Vimeo)
  • links to web pages (make sure nothing is password protected).

To get started click the "Add files" button and follow the same add procedure you would for adding new files to an open review packet in the Interfolio Retention, Promotion, & Tenure platform.

1.1. For Documents select Upload
Materials - Dossier - Interfolio - Google Chrome
1.1.1. Click "Browse to Upload
Materials - Dossier - Interfolio - Google Chrome
1.1.2. Select either a single or multiple documents from your personal document storage

Click here to reference the article on how to add single or multiple documents to a review packet if you need a refresher.

Materials - Dossier - Interfolio - Google Chrome
1.1.3. Categorize uploaded files

Dossier provides a pre-populated list of categories that you can assign to each document.  

The categorization functions as your tag for the document(s) and can be useful for filtering search options when you are creating collections or adding materials to a review packet.

However, you can also choose to leave the document(s) uncategorized and add tags later.

Materials - Dossier - Interfolio - Google Chrome
1.1.4. Click "Add" to complete upload
Materials - Dossier - Interfolio - Google Chrome
1.2. For Videos

Make sure to remain on the Materials page and click "Add Files"

1.2.1. Select Videos
Materials - Dossier - Interfolio - Google Chrome
1.2.2. Input all required items

All required items are marked with a red asterisk (*)

Materials - Dossier - Interfolio - Google Chrome
1.3. For Web Pages

Make sure to start on the Materials page in Dossier and click "Add Files"

1.3.1. Select "Webpage"
Materials - Dossier - Interfolio - Google Chrome
1.3.2. Input all required items

All required items are marked with a red asterisk (*)

Materials - Dossier - Interfolio - Google Chrome
1.3.3. Click "Add" to finish upload
Materials - Dossier - Interfolio - Google Chrome

2. Add files to collections

Adding files to collections will make using the corresponding "collections" tool in Interfolio's Retention, Promotion, and Tenure platform more useful and easy.

To start adding documents to a collection click the check boxes next to each document title you want to move into a collection, then click "Add to".

Next either create a new collection or select a collection you have already created.

2.1. Creating a New Collection

Clicking Create New Collection, will require you to name the collection, then click "add" to complete the move  

Materials - Dossier - Interfolio - Google Chrome

The New collection will open to display what documents have been added to it

2.2. Adding to an existing collection

If you select an existing collection the material will be added without opening the collection.  However you can view the collection by clicking the link provided in the dialog box that pops up as the result of a successful move.

3. Tagging Files

Tagging files can be done one of two ways either individually or in groups.

3.1. Individual tags

Individual tags can be added by clicking the gray "+" under each document title. Dossier will select an option that would most likely fit the document you are tagging, which you will need to click to apply.  However you select your own tag from Dossier's list of options by clicking "Add new tag".

Materials - Dossier - Interfolio - Google Chrome
Materials - Dossier - Interfolio - Google Chrome
3.2. Adding tags in bulk

To add the same tag to multiple documents at one time.  Click the check boxes next to the document titles.  Then click the "Tag" button.

Next click either the option selected by Dossier or select your own by clicking "add new tag".

Materials - Dossier - Interfolio - Google Chrome

4. Archiving files

Archiving files is a way to keep your materials list de-cluttered and up-to-date.  Once a file is archived you can always retrieve it from your archived materials. Archiving can be performed on individual or groups of files.

To archive click the checkbox(es) next to the file(s) you wish to archive. Click the "Archive" button.  Because this action causes a significant change to your materials, confirmation will be required each time.

To see the changes immediately, refresh the screen.

Materials - Dossier - Interfolio - Google Chrome
Materials - Dossier - Interfolio - Google Chrome

5. Searching for file(s)

The list of materials available in your Dossier account can be substantial, so if you need to find something specific the Materials screen in Dossier has a search function available.

To us the search box, simply enter a search term, click "enter" on your keyboard or the magnifying glass in the search box, and Dossier will return all search results containing the search term.

To change the search term, do one of the following:

  • Delete the search term from the search box and input another
  • Click the "x" next to the Keywords and enter a new term
  • Click "clear all" and enter a new term

6. Filtering file(s)

Another way to sort files in your materials is to use the filter options.  When you click the "filter" button there will be four filter options to choose from.

You can one, all four, or any combination thereof.

6.1. Type

If you have used a similar naming convention for your evaluation documents, the type filter would be the most useful to you.

The Type filter will return all materials that have a particular set of characters in their titles

6.2. Tags

Using tags will return search results for all documents with a specific tag.  Useful for building collections.

6.3. Date added

If you are looking for documents from a certain time period, use the date added filter to set the range.  The search results will be everything uploaded to Dossier or submitted through Interfolio within that date range.

Click the calendar buttons to select the dates.

6.4. Shared Documents

When documents are in collections or are open for editing within Dossier, you have the ability to share those documents with other people.  This filter will help narrow down what has been shared with individuals.

Selecting "anyone" under the Shared filter will select all individuals you have shared materials with.

7. Editing Documents within Dossier

When you click on a the hyperlinked title of a document listed in your materials it opens in a new screen where you can perform the following actions.

See the details of the document, and while viewing the document details you can

  1. Edit the title of the document
  2. Share the document
  3. Download the document ether as a PDF or in its original document format
  4. Delete or Archive the document by clicking the "other options" button
  5. See the history of the document and where it has been used in Interfolio

To return to the materials list click the blue "x" in the upper right-hand corner

Collections

The material uploaded to the Collections option in Dossier is what is  connected to the "collections" option when you are adding new files to your review packet sections.

On the Collections screen you can do the following:

  1. Add new collections
  2. Share a collection
  3. Rename a collection
  4. Delete a collection
  5. Open and existing collections with the following tools:
    1. Tag Files
    2. Edit files within collection
    3. Share files  
    4. Add materials to a collection
    5. Search for specific files among those already present
    6. Filter files that are already present

All of these actions, except searching, filtering, and adding new collections can be performed on individual files or in bulk on groups of files

Screen display when a Collection is opened

1. Add New Collections

To add a new collection:

  1. click the "Add Collection" button
  2. Give the collection a name
  3. Click "save"
Materials - Dossier - Interfolio - Google Chrome

2. Edit Collections

To edit a collection you must:

  1. Open the collection by clicking the hyperlinked name of the collection
  2. Then either add materials to edit
  3. Or edit the materials already present in the collection
2.1. Tagging files

Tags can be applied to individual files within a collection or to groups of files within a collection.

To add a tag the collection must first be open, so that you can see the list of documents within that collection.

2.1.1. Individual tags

Individual tags can be added by clicking the gray "+" under each document title. Dossier will select an option that would most likely fit the document you are tagging, which you will need to click to apply.  However you select your own tag from Dossier's list of options by clicking "Add new tag".

Collection - Dossier - Interfolio - Google Chrome
Collection - Dossier - Interfolio - Google Chrome
2.1.2. Adding tags in bulk

To add the same tag to multiple documents at one time.  Click the check boxes next to the document titles.  Then click the "Tag" button.

Next click either the option selected by Dossier or select your own by clicking "add new tag".

Collection - Dossier - Interfolio - Google Chrome
2.2. Editing files within a Collection

When you click on a the hyperlinked title of a document listed in your materials it opens in a new screen where you can perform the following actions.

See the details of the document, and while viewing the document details you can

  1. Edit the title of the document
  2. Share the document
  3. Download the document ether as a PDF or in its original document format
  4. Delete or Archive the document by clicking the "other options" button
  5. See the history of the document and where it has been used in Interfolio

To return to the materials list click the blue "x" in the upper right-hand corner

2.3. Sharing Files

Collections and individual documents can be shared through the Dossier platform with other individuals.  This permission can be revoked at any time by you the user.

To share a document or documents with someone:

  1. click the check box next to the document(s) you wish to share from a collection.
  2. Click the "share" button
  3. Enter in the required information
  4. Click "share" button again
2.4. Adding Materials to a Collection

To add materials to a collection click the "add materials" button to get started.  From there you will have the option of adding existing materials from your "Materials" page or you can add new files from your personal document storage.

Collection - Dossier - Interfolio - Google Chrome
2.4.1. Adding existing files

If you choose to add existing files to a collection you can either search for and select documents from all your materials or documents in specific collections.

Collection - Dossier - Interfolio - Google Chrome
2.4.1.1. All Materials

"All materials" is the default option under "choose existing".  This option lists all your materials in Dossier by document title in Alpha-Numeric order.  

You can use the search boxes or filters to narrow down the list of available documents.

To move a document to a collection click the check box(es) next to the document(s) you want to move into a collection. Then click "Add" to complete the process

Collection - Dossier - Interfolio - Google Chrome
2.4.1.2. Collections

"Collections" is the other option available under "choose existing".  

This option is only useful if you already have more than one collection set up and would like to move specific documents from one collection to another.

To move a document from one collection to another, select the collection from the drop-down menu of available ones,  click the check box(es) next to the document(s) you want to move into the new collection. Then click "Add" to complete the process

Collection - Dossier - Interfolio - Google Chrome
2.4.2. Add new files

New files can be added to your Dossier Collections in the form of:

  • documents from your personal document storage
  • videos (hosted on YouTube or Vimeo)
  • links to web pages (make sure nothing is password protected).

To get started click the "Add Materials" button in the collection you want to add material to and follow the same add procedure you would for adding new files to an open review packet in the Interfolio Retention, Promotion, & Tenure platform.

2.4.2.1. For Documents select Upload
Materials - Dossier - Interfolio - Google Chrome
2.4.2.1.1. Click "Browse to Upload
Materials - Dossier - Interfolio - Google Chrome
2.4.2.1.2. Select either a single or multiple documents from your personal document storage

Click here to reference the article on how to add single or multiple documents to a review packet if you need a refresher.

Materials - Dossier - Interfolio - Google Chrome
2.4.2.1.3. Categorize uploaded files

Dossier provides a pre-populated list of categories that you can assign to each document.  

The categorization functions as your tag for the document(s) and can be useful for filtering search options when you are creating collections or adding materials to a review packet.

However, you can also choose to leave the document(s) uncategorized and add tags later.

Materials - Dossier - Interfolio - Google Chrome
2.4.2.1.4. Click "Add" to complete upload
Materials - Dossier - Interfolio - Google Chrome
2.4.2.2. For Videos

Make sure to remain on the Collection that you want to add material to and click "Add Materials"

2.4.2.2.1. Select Videos
Materials - Dossier - Interfolio - Google Chrome
2.4.2.2.2. Input all required items

All required items are marked with a red asterisk (*)

Materials - Dossier - Interfolio - Google Chrome
2.4.2.2.3. Click Add to Finish upload
Materials - Dossier - Interfolio - Google Chrome
2.4.2.3. For Web Pages

Make sure to start in the Dossier Collection you want to add files to and click "Add Materials"

2.4.2.3.1. Select "Webpage"
Materials - Dossier - Interfolio - Google Chrome
2.4.2.3.2. Input all required items

All required items are marked with a red asterisk (*)

Materials - Dossier - Interfolio - Google Chrome
2.4.2.3.3. Click "Add" to finish upload
Materials - Dossier - Interfolio - Google Chrome
2.5. Searching for file(s)

The list of materials available in a Dossier Collection can be substantial, so if you need to find something specific in a Dossier Collection there a search function available.

To us the search box, simply enter a search term, click "enter" on your keyboard or the magnifying glass in the search box, and Dossier will return all search results containing the search term.

To change the search term, do one of the following:

  • Delete the search term from the search box and input another
  • Click the "x" next to the Keywords and enter a new term
  • Click "clear all" and enter a new term
2.6. Filtering file(s)

Another way to sort files in your materials is to use the filter options.  When you click the "filter" button there will be four filter options to choose from.

You can one, all four, or any combination thereof.

2.6.1. Type

If you have used a similar naming convention for your evaluation documents, the type filter would be the most useful to you.

The Type filter will return all materials that have a particular set of characters in their titles

2.6.2. Tags

Using tags will return search results for all documents with a specific tag.  Useful for building collections.

2.6.3. Date added

If you are looking for documents from a certain time period, use the date added filter to set the range.  The search results will be everything uploaded to Dossier or submitted through Interfolio within that date range.

Click the calendar buttons to select the dates.

2.6.4. Shared Documents

When documents are in collections or are open for editing within Dossier, you have the ability to share those documents with other people.  This filter will help narrow down what has been shared with individuals.

Selecting "anyone" under the Shared filter will select all individuals you have shared materials with.

To get back to your review packet from Dossier go to your name, written in white text, at the top right-hand corner of the screen, and click it.

A drop-down menu should appear and you will need to select "California State University-Fullerton"