A review team does not have to be a fixed list that you enter and maintain by hand. You can have the team follow an organization’s contacts or a committee’s current members instead, so the reviewer list stays current without extra updates from you.
Prerequisites
- Building a team this way is available only when your Rhythm account has the dynamic review teams feature turned on. If you do not see these options, ask Support to confirm that the feature is on for your account.
- You need the permission your administrator grants for review teams in the Console.
What It Controls
When you build a team from an organization or a committee, Rhythm works out the team’s members only when it needs them, such as when placing a submission or showing the reviewer picker. Rhythm does not store a fixed member list for the team, so the reviewers change automatically when the organization’s contacts or the committee’s membership changes.
Where to Find It
Go to Spaces › [your space] › Setup › Reviews › Teams, then edit the team you want to configure. Under How should members be assigned to this review team?, choose Organization Contacts or Committee Members instead of Manually.
Build a Team from an Organization's Contacts
- Choose Organization Contacts as the member strategy.
- Choose the Organization: whose contacts should be the team’s members.
- Optionally, turn on Include contacts from downstream child organizations to include contacts from the organization’s child organizations too.
- Optionally, set a Default Reviewer Role: for contacts with no matching role mapping, and add rows to the Contact Role Reviewer Role Mappings table to give specific contact roles a specific reviewer role.
- Save.
Build a Team from a Committee's Current Members
- Choose Committee Members as the member strategy.
- Choose the Committee: whose current members should be the team’s members.
- Optionally, set a Default Reviewer Role: for members with no matching position mapping, and add rows to the Committee Position Reviewer Role Mappings table to give specific committee positions a specific reviewer role.
- Save.
Result
Rhythm treats the organization’s contacts, or the committee’s current members, as this team’s reviewers. It uses the role mappings and default role you set, without requiring you to maintain a separate member list.
How Roles Are Worked Out
A mapping can raise someone’s reviewer role above the default you set, but it can never lower it. For an organization-based team, a contact with more than one contact role gets the highest reviewer role that any of those contact roles maps to. For a committee-based team, the matching committee position mapping decides the reviewer role.
If you leave the Default Reviewer Role: blank, anyone without a mapped role is left off the team entirely. This includes contacts with no matching contact role and committee members with no matching committee position. If you want to include people who do not have a mapping, set a default role instead of leaving it blank.
Limitations
- Each dynamic team is capped at 100 members who end up with a role. If more than 100 people qualify, only the first 100 become members, and Rhythm does not notify you that others were left out.
- A committee-based team includes only current members of that committee, based on the committee’s own term dates or the individual membership’s dates. Someone whose term has not started, or has already ended, is not included.
- An organization-based team that includes child organizations reads contacts recursively down the organization’s hierarchy. This article cannot promise a practical limit for how large that hierarchy can be.
- In the Portal, a team administrator’s reviewer-assignment tools offer only members from a team’s stored, explicit member list. Because an organization- or committee-based team does not have that stored list, the Portal assignment picker cannot offer reviewers for these teams. Assign reviewers to a dynamic team’s work from the Console instead.
Permissions
You need the permission your administrator grants for review teams to build or change a team this way. This is the same permission required for a manually built team.
Validation and Errors
| What you see | What it means |
|---|---|
| You do not see Organization Contacts or Committee Members as options | Your Rhythm account does not have the dynamic review teams feature turned on. Ask Support to confirm |
| The save is refused for a duplicate contact-role mapping | An organization-based team cannot have two mapping rows for the same contact role. Remove the duplicate |
Related
See "Related" in the sidebar for how buckets and placement rules decide which team reviews a submission, for a team administrator’s tools for managing reviewer assignments in the Portal, and for how contact roles are set up in CRM.