Administrators will need to decide on which steps of the case the auxiliary department(s) should have access, while the auxiliary department will need to decide whether to have their personnel access case materials through Interfolio, or to distribute these materials through outside channels.

Giving Access at Steps

Administrators in the department that initiates a case should add the auxiliary department at each step where they determine the auxililiary department will require access. Initiating admins should remember that auxiliary departments often download and upload materials, and communicate with them to ensure that everyone shares the same understanding of when activities should take place.

Granting Access to Others

In the article, How to Set up a Case for Review in Multiple Departments linked near the bottom of this page, we described what we might call the “super user” approach to granting the auxiliary department(s) case access. This establishes an individual point of contact in the auxiliary department and requires that this individual download case materials from Interfolio, coordinate with other personnel in the auxiliary department to review the case, and upload case materials generated by their department.

However, the auxiliary administrator may instead grant case access though Interfolio to others in their department, having them log in to view these materials directly instead of coordinating this activity through outside channels. To do this, they simply add their own personnel to the ad-hoc committee on the Case Details tab on Interfolio's Case page — this is the first page displayed after clicking a case to open it. See the Optional Steps section in the How to Access a Case That Was Started in Another Department article linked below for instructions, or see the Interfolio article about editing the membership of an ad-hoc committee, also linked below.

Multiple Ad-Hoc Committees?

It's also possible that the auxiliary department will need to grant case access to different groups of people at different case steps. To do this, they should communicate with the initiating department, who will add extra ad-hoc committee(s) at whatever steps are necessary.

Initiating Waits, Auxiliary Notifies

When a case is on a step where the auxiliary department's ad-hoc committee has access, the initiating department should not use the "send forward" button until the Auxiliary department has signalled that they've completed their work. Likewise, the auxiliary needs to notify the initiating department when their work is done and they’re ready to lose case access.

See Also

Opus Support Site Articles

Can Multiple Departments Work on the Same Case in Interfolio?

What Should I Know Before Working on a Case With Another Department?

Who Is Responsible for Moving Cases Through the Review Process?

How to Set up a Case for Review in Multiple Departments

How to Access a Case That Was Started in Another Department

Interfolio Help Center Articles

Edit the Membership of an Ad-hoc Committee