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- It is completely safe to add multiple reviewers to a review set. However, I I don't know for sure if you can assign both individual users and reviewer groups. Or even if it does let you, I'm not sure what might happen with duplicate assignments. In any case WPP doesn't tend to use groups because they tend to typically assemble a team of reviewers and assign a few grants to each reviewer, rather than having all reviewers review all grants. If they start asking, though, you'll need to do some testing.
- The review forms aren't created until the grant is in the specified Review State. I really don't know what happens if you assign multiple review states. Since the review teams for first and second rounds tend to be different, and they use different forms for each, I doubt we'll get asked much about this.
- If you change the theme, shared fields preserve their data. Some examples to show the ramifications:
- If you generate an LOI review form, and a reviewer enters a response into Generic #1 field, and you change the theme to Full review form and it also has the Generic #1 field, their response will show up in the new form.
- If you generate an LOI review form, and a reviewer enters a response into Generic #2 field, and you change the theme to Full review form and it doesn't have the Generic #2 field, their response will show up in a data export but not the form.
- If you generate an LOI review form, and a reviewer enters their responses, and you change the theme to another form (doesn't matter whether the field is on it or not), and then you change it back to LOI, all responses will be preserved.
Overriding Review Sets Issue
There aren't many guardrails around this feature, particularly around editing. If we allow staff to edit at all, they can corrupt or lose review data, but it's not always problematic.
One idea I explored (ultimately didn't work) was to create two Reviewer components, one for first review and another for second, so we can lock down different review sets and prevent this issue. Unfortunately, turns out if you add multiple Reviewer components they merely duplicate each other on the same form (I don't think they create multiple review records, just that they show the exact same review sets). So that's a no go.
I reached out to Fluxx and they said they'd do some research and let me know if they came up with any ideas for our workflow, but who knows if they'll come back with anything useful.
For now, my solution is to create this document to explain the review assignment process, and possibly conduct a training letting everyone know what not to do. I also want to check with leadership whether we should consider taking away edit capabilities.
References
- Fluxx documentation here. Note that we use the Ad Hoc method of reviewer assignment.
- Fluxx ticket regarding the overridden review sets encountered in August 2023: FS-59392
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