Edit the Process Summary

Process details and settings such as name, start and end dates, visibility, and header images can be edited at any time, even after a process is toggled to available, allowing administrators to adjust and update processes without needing to start over or contact support.

User Role: Administrator

When to Edit a Process Summary:

• Update start and end dates to open or close a process to new applications.
• Adjust visibility settings to make a process public, restricted to applicants with an access code, or internal for administrator use only.
• Set or update a budget to enable the budgeting tool for a process.
• Configure request limits to control how many applications an applicant can submit.
• Add or update a header image or description to give applicants more context about the funding opportunity on the Apply page.
• Update copy settings to control whether administrators or applicants can copy requests to or from the process.

1. Click Tools on the upper navigation bar, and then click Process Manager.
2. Click the process name.
   
    
3. Click Edit Process Summary drop-down menu.
   
    
4. Make any necessary edits, and then click Save Summary. Asterisks indicate a required field.
   • The available fields to edit are as follows:
     • Budget - The total amount available to award within this process. Filling out this field allows you to use the budgeting tool within the system. This field is not visible to applicants.
     • Allow Copying - Part of the Copy feature. This controls who (if anyone) is able to copy a request to/from this process. This selection must be made in both the process that requests will be copied from, and the process that requests will be copied into.
       • Off: No copying to/from this process.
       • Administrators: Only administrators can copy to/from this process.
       • Applicants: Only applicants can copy to/from this process.
       • Both: Administrators and applicants can copy to/from this process.
     • Start Date - At 12:00 AM on this date (in the time zone selected in your site settings), applicants will be able to start a new request in this process. The process must also be toggled on.
     • End Date - After 11:59 PM on this date (in the time zone selected in your site settings), applicants will no longer be able to start a new request in this process, even if the process is toggled on.
     • Visibility - Determines applicants' access to this process.
       • Public: Visible to all applicants.
       • Restricted: Only visible to applicants who have the access code.
       • Internal: Not visible to applicants. Internal processes are typically used for manual request entry by administrators.
     • Enable Request Limit - This will allow administrators to set the maximum number of requests that can be submitted per applicant. Requests that have been abandoned, deleted, or entered manually by an administrator do not count towards the limit.
       • Maximum Number of Requests per Applicant - The maximum number of requests allowed per applicant is entered.
       • Request Limit Reached Message - A custom message can be shown to applicants when the limit has been reached.
         • Example Request Limit Reached Message: You have reached your limits for the number of requests you are able to start. To view or continue your progress on your existing request, please click on the Home icon in the upper-left corner of your screen to access your dashboard. If you have not submitted, you will find the request in the Action Needed column to finalize and submit the form. If you have already submitted, you will find the request in the No Action column, where you can view the form.
           If you have questions about this, please reach out to Grant Manager at example@email.com.
     • Header Image - This will allow an administrator to upload a header image for any process. This image will be shown in the header of the associated card on the Apply page for applicants. If no header image is uploaded, there will be no header image displayed on the associated card on the Apply page. Generally, images will be scaled to fit the available space. For a landscape image, it is recommended to select a photo that is 500x150 pixels or less. There is a 200KiB limit and the file types that are allowed are .gif, .jpeg, .jpg, .png, .svg, and .webp.
     • Description -This appears on the Apply page and is intended to give the applicant more details about the funding opportunity. For example, this often contains info about who is eligible to apply, important due dates, and who to contact with any questions. It is recommended to keep this description short. You can include links to more lengthy information hosted on your website, and a short description here makes it easier for applicants to scan through multiple processes you might have open.

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• To add a header image, click Upload a file, select an image from your computer, and then click Open.
   
  • To delete a header image, click the trash can icon.
     
• Click Change Log to see process changes that have been made.
   
• The Change Log does not track all changes made to the process summary, but does include changes made to:
  • Process Name
  • Show Contact Info
  • Budget
  • Start/End Date
  • Allow Request Copy
  • Access Code
  • Enable Request Limit
  • Request Limit
  • Enable Request Limit Message
  • Description
     
• The Process Change Log fields are listed below.
  • Date - The date the change was made
  • Name - The affected process
  • Property - The system field name
  • Old Value - The old entry
  • New Value - The new entry
  • Changed By - Name of the user who made the change