Process details such as name, start and end dates, visibility, budget, and header images can be edited at any time. Administrators can update these settings even after a process is toggled to available, without needing to start over or contact Support.
User Role: Administrator
When to Edit a Process Summary
Edit a process summary when you need to:
- 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.
Edit a Process Summary
To edit a process summary, locate the process in Process Manager and update the applicable fields.
- Click Tools on the upper navigation bar, and then click Process Manager.
- Click the process name.
- Click the Edit Process Summary drop-down.
- Make any necessary edits, and then click Save Summary. Asterisks indicate a required field. A list of descriptions for Process Summary fields are listed below.
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.
Process Summary Fields
The following fields are available when editing a process summary:
Budget - The total amount available to award within this process. Filling out this field allows use of 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 or 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 or from this process.
- Administrators: Only administrators can copy to or from this process.
- Applicants: Only applicants can copy to or from this process.
- Both: Administrators and applicants can copy to or from this process.
Start Date - At 12:00 AM on this date, in the time zone selected in site settings, applicants can 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 site settings, applicants can no longer 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 allows 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 toward the limit.
- Maximum Number of Requests per Applicant: The maximum number of requests allowed per applicant.
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Request Limit Reached Message: A custom message shown to applicants when the limit has been reached.
- Example: You have reached your limit for the number of requests you can start. To view or continue progress on an existing request, click the Home icon in the upper-left corner of the screen to access the dashboard. If a request has not been submitted, it will be found in the Action Needed column to finalize and submit the form. If a request has already been submitted, it will be found in the No Action column, where the form can be viewed.
Questions about this can be directed to the Grant Manager at example@email.com.
- Example: You have reached your limit for the number of requests you can start. To view or continue progress on an existing request, click the Home icon in the upper-left corner of the screen to access the dashboard. If a request has not been submitted, it will be found in the Action Needed column to finalize and submit the form. If a request has already been submitted, it will be found in the No Action column, where the form can be viewed.
Header Image - This allows an administrator to upload a header image for any process. This image displays in the header of the associated card on the Apply page for applicants. If no header image is uploaded, no header image displays on the associated card on the Apply page. Images are generally scaled to fit the available space. For a landscape image, select a photo that is 500x150 pixels or less. There is a 200KiB limit and the allowed file types are .gif, .jpeg, .jpg, .png, .svg, and .webp.
Description - This appears on the Apply page and gives applicants more details about the funding opportunity, such as who is eligible to apply, important due dates, and who to contact with questions. Keep this description short. Links to more detailed information hosted on a website can be included, and a short description makes it easier for applicants to scan through multiple open processes.
Change Log
The Change Log records key updates made to a process summary.
- 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
- Process Level Show Decision Status
- Process Level Show Follow Ups with Decision Status
- Process Level Follow Up Submission Logic
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.