Forms are the building blocks of your grant or scholarship process stages. Each stage in a process such as LOI, Application, Evaluation, Approval, or Denial requires a form to collect information or facilitate decision-making. Forms can be added, removed, or changed in the process stages.
User Role: Administrator
When to Add, Change, or Remove Forms:
- Starting a new grant cycle - Add forms to empty process stages when setting up a new process for the first time, ensuring each stage has the appropriate form type (LOI, Application, Evaluation, etc.).
- Updating application requirements - Change forms when your funding priorities shift or you need to collect different information from applicants, allowing you to swap in updated forms without rebuilding the entire process.
- Streamlining workflows - Remove unnecessary forms from processes that are not yet in use, simplifying your process structure before launching to applicants.
- Adapting evaluation criteria - Add or change evaluation forms when your review committee needs different scoring rubrics or assessment questions for a specific grant cycle.
Add Forms
To add an LOI, Application, Evaluation, Approval, or Denial form, first navigate to the process and then click the applicable process stage. The steps to add a Follow Up form can be found below.
- Click Tools on the upper navigation bar, and then click Process Manager.
- Click the process name.
- Click the applicable process stage.
- Click an Evaluation tab in the LOI or Application stage to add an evaluation form.
- Click an Evaluation tab in the LOI or Application stage to add an evaluation form.
- Click the Choose Form button.
- Click Create New Form.
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Copy a form provides guidance if the form is to be copied.
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Copy a form provides guidance if the form is to be copied.
A list of the forms in the system that are the same form type (LOI, Evaluation, Application, Approval, Denial, Follow Up) will appear.
- For example, if Choose Form is clicked while the user is in the LOI stage, then all of the LOIs currently built in the system will be listed.
Add or Copy a Follow Up Form
The steps to add or copy a follow up form are slightly different then the steps for any other form.
- Click Tools on the upper navigation bar, and then click Process Manager.
- Click the process name.
- Click the Follow Ups stage.
- Click Add Follow Up.
Follow the steps in Step 5 to Create a New Follow Up Form. Follow the steps in Step 6 to Copy a Pre-Existing Follow Up Form.
- Click Create New Form to create a new follow up form.
- Select a pre-existing form and click Copy Selected Form.
Remove Forms
Remove a form for any applicable stage within a process.
- Click Tools on the upper navigation bar, and then click Process Manager.
- Click the process name.
- Click the applicable process stage.
- Click the Remove Form button to remove the form from the process.
- A form cannot be removed if the process is turned on. Turn off the process while you remove the form, and then the turn it back on.
- Once a form is used in the process, it is permanently attached to the process and cannot be removed.
Change Forms
If a form has already been added in a process stage, it can be changed it to a different form.
- Click Tools on the upper navigation bar, and then click Process Manager.
- Click the process name.
- Click the applicable process stage.
- Click Change Form to select a different form.
- Click Create New Form.
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Copy a form provides guidance if the form is to be copied.
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Copy a form provides guidance if the form is to be copied.
A form can be changed if the process is turned to available or not available.
Once a form has been used in the process, it is permanently attached to the process and cannot be changed to a different form.