Follow up forms collect information from applicants and scholarship recipients after requests have been approved in Grant Lifecycle Manager (GLM), Scholarship Lifecycle Manager (SLM), and Universal Application. Administrators build follow up forms within processes or universes, assign them to approved requests, and monitor completion throughout the award lifecycle.
User Role: Administrator, Grants Manager
When to Use This Overview Article:
- Setting up follow up forms in a process or universe for the first time.
- Assigning follow up forms to approved requests individually or in batch.
- Reassigning a follow up form to a different contact at the applicant's organization.
- Configuring follow up submission logic or marking follow ups as complete.
- Evaluating follow up forms based on your organization's license level.
- Troubleshooting submission issues or reporting on overdue follow ups.
Universal Application: Follow Up Considerations
If you are building follow up forms for Universal Application, it is important to understand how follow up configuration interacts with your universe. If you are using GLM or SLM only, skip to the Add Follow Up Forms section.
Follow up forms in a universe can be configured as common or opportunity-specific, which determines how the form is assigned to applicants after a request has been approved. A common follow up form is associated with all scholarships an applicant has been awarded and can only be assigned once per applicant. An opportunity-specific follow up form is associated only with the opportunities specified and can be configured for one or more opportunities.
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Add Follow Up Forms
Follow up forms are built and managed within processes and universes on the Process Manager page. Administrators can create a new follow up form, add another instance of an existing form, or copy a form from another process or universe. Edits to a shared form instance affect all instances of that form, with the exception of due dates and opportunity configuration.
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Assign Follow Ups to Requests
Follow up forms can be assigned to requests during the approval process or after a request has been approved. Administrators can also assign follow up forms to multiple approved requests in batch from the Approved or All Open Approvals workload pages. When assigning follow ups, administrators can set or adjust due dates, select a specific assignee, and attach the follow up to an installment or the overall award.
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Reassign Follow Ups
A follow up form can be reassigned to another user at the applicant's organization when the original assignee is unable to complete the form. Reassignment can be done from the Request Summary page or the User Summary page. Reassigning follow ups for multiple requests from the same organization can be done in batch from the User Summary page.
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Follow Up Submission Logic
The Follow Up Submission Logic setting controls whether applicants must submit follow up forms in sequential order by due date or can submit them in any order. By default, this setting is Sequential, meaning each follow up becomes accessible only after the previous one has been submitted and marked complete. Changing the setting to Open allows all assigned follow up forms to be accessible at once.
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Mark Follow Ups Complete and Revert Status
Once a follow up has been submitted, administrators can mark it as complete to move the request to the Follow Ups Complete workload page. This can be done in batch from the Follow Ups Submitted workload page or individually from the follow up itself. The status of a follow up can also be reverted one step at a time, for example from complete back to submitted, to allow the assignee to make revisions. When a follow up is in the assigned status, it can be deleted using the trash can icon, though this action cannot be undone.
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Evaluating Follow Up Forms
Recommended options for evaluating follow up forms vary by license level, with each tier offering different tools for collecting evaluator responses. With a Limited or Basic license, evaluation questions can be added directly to the follow up form with administrator or internal visibility. With a Standard license, users with a dual grants manager role can respond to internal questions on the follow up form. With an Advanced license, the Internal Follow Up Assignment feature allows administrators to assign follow up forms to internal users, including administrators, grants managers, board members, and evaluators.
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Applicant Resource
Follow up forms are assigned to applicants when a request has been approved. Applicants access their assigned follow up forms from their dashboard and can save progress before submitting. It is recommended to share the applicant tutorial below with recipients when follow up forms are assigned.
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Troubleshooting Follow Ups
If an applicant is unable to submit an assigned follow up, administrators can check the Follow Ups tab of the Request Summary page to confirm the correct contact is assigned and to verify that any earlier follow ups with sequential due dates have been submitted and marked complete. Administrators can also build a report to identify overdue follow up forms across their site.
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