Submitting Documents to your Electronic Dossier

Submitting Documents to your Electronic Dossier

The academic promotions approval process for the Department and Faculty of Medicine is managed electronically in a system called Laserfiche.  It is within this system that your dossier will exist and be assessed by both the Department and Decanal Promotion Committees.  By accessing this system’s website, you have the ability to submit your documents directly to your promotion dossier.   

An email notification will be sent to you regarding your electronic dossier created in laserfiche.  Within that email communication will be your customized Promotion ID that will allow you to submit your documents to your dossier.  You will use this number multiple times throughout the submission process.  You should maintain this number in your private records but should your promotion ID be misplaced, please contact your Department Promotion Committee Administrator for help. 

To access the front end of Laserfiche, please visit the following URL.  Laserfiche is supported by the noted web browsers (Internet Explorer or Mozilla Firefox):

http://128.100.72.18/laserfiche8

log into the system with this generic login credential:

Upon login, you will be presented with the following screen:

Select the “*Candidate Submission” folder on the left-hand side with your mouse.  Click on “File” (found in the header of this page) and select “Import” from the drop down menu.

You’ll be presented to choose a document to import into Laserfiche.  Select “Browse”.

Navigate to your Windows folders for documents you would like to submit to your dossier. 
IT IS IMPORTANT THAT YOU CONVERT ALL YOUR PROMOTION DOCUMENTS TO ADOBE PDF FORMAT.  This ensures reviewers, who access your promotion documents, need not be concerned with different software versions.

Highlight the document, and select “Open”.

You will notice that your document chosen will appear below “Files to import” with a checkmark beside it.

If there are multiple files to import, you may repeat this step prior to selecting “Start Import”.  The selected documents will populate in a list below “Files to import”. When satisfied with the documents selected, click on the “Start Import” button.

At this point, your Promotion ID is required to complete the import process followed by the identification of the Folder Template named, “Candidate Document Submission” and "Document Type"; use the drop down menus for the appropriate selections.  Each document being submitted will require the Document Type identification assigned. 

Box 1:  On the window that appears, click on the “Fields” tab.  If it’s not selected already,

Box 2  click on the drop-down menu and choose the “Candidate Document Submission”.

Thereafter, three fields will appear below the selected template to allow you to enter the next series of required information.

When satisfied with the data entered, press “Next”.  If you have further documents in the list that are being imported, you will be prompted to enter data for the next document in line.

After finishing the import process, you may see a document or two of yours sitting in the “*Candidate Submission” folder.  This is temporary.  If you don’t see any, it does not mean that the documents are not in the system.  What’s actually happening is Laserfiche is obtaining the documents you just imported, and based on the information you provided (Promotion ID and Document Type), is routing them automatically to your dossier.

Once your documents have been automatically moved to your dossier you will not see them, but a confirmation email will be sent to you indicating the task was completed successfully.  If there are any issues with the submission, both you and your Department Promotion Committee administrator will be notified of the error through an email produced by Laserfiche.

Throughout the time period when your PIC is actively asking you to upgrade your CV, CV summary tables, Teaching and Education Report, CPA Report (if applicable), you will need to contact your Department Promotion Committee Administrator to take down older versions of these documents to help ensure the most current documents are available to your reviewers.

When you have finished submitting all documents, log out of the Academic Promotions Laserfiche system by clicking on “Log Out” located at the top-right corner of the window.

You may log back in at a later time and continue to submit documents until the deadline date provided to you by the Department Promotion Committee administrator has been achieved.   Once the deadline has been reached, you will no longer be able to submit documents to the system.

Versioning:  If you load a second document having the same file name as a previousely uploaded document, Laserfiche will accept the second file and mark it as verison 2 of the file name.  Meaning if you upload a revised version of your CV without changing the file name, Laserfiche will note that it is version 2.  It is recommended that older versions of your documentation be deleted and replaced with newer versions so that the reviewing committees see only the current updated version of your documentation.

CPA AND FULL TEACHING DOSSIERS

The software has not yet reached a level of sophistocation to allow you to build these documents in a meaningful way so as to allow reviewers to appreciate the context and relationship of contigous sections of these dossiers.  While we continue to work with the software developers, we ask that these dossiers be compiled manually and submitted as physical dossiers.