Follow Ups for Non-Applicants

The Internal Follow Up Assignment feature allows administrators to assign follow up forms to users other than the applicant or members of the applicant’s organization. This includes internal users with administrator, grants manager, board member, and evaluator roles. 

Assigning non-applicants to follow ups is accessible only if the user is added as a potential assignee to the specific follow up form. 

1. Click Tools on the upper navigation bar, and then click Process Manager.
2. Click the process in which you want to assign follow ups, and then click the Follow Ups stage.
   
   • If the process does not already have the follow up stage ready, refer to Process Stages for guidance.
     
     
3. Open the follow up to which you would like to assign internal users and click Select Internal Users.
   • A pop up will appear, organized by user role, with all internal users who are eligible to complete a follow up.
     
     
4. Check the box for each user, and then click Save Selection.
   
   
   • The number of selected users are displayed on the selected internal icon.
     
     
5. Next, assign the internal user to the follow up form. This can be done immediately after approving a request or when manually making follow up assignments from the Request Summary page.

General Reminders

• Internal users will find their follow up assignments on their dashboard in the Your Follow Ups tab.
  • This tab will not be visible if the feature has not been turned on.
• Internal follow up forms are visible to all administrators, board members, and grants managers, depending upon the grants manager permissions.
  • The forms are not visible to applicants.
• Once internal users are selected at the process level on the form, the form can then only be used by internal users.
  • If you are using follow ups for internal and external users, add an additional follow up form to the follow ups stage that can be configured for external users. 
• If you are selecting several internal users with the intention that more than one follow up will be completed on a singular request, the follow ups stage will need to have more than one form attached.
  • In this instance, it is recommended that each form has a distinct name to differentiate between the forms being assigned to each user. 
• If you want more than one internal user to complete a follow up form in the same request, the follow ups stage will need to contain multiple copies of the same follow up form.
  • It is recommended that you create the first version of the follow up form you intend to assign to an internal user and then copy that form and rename each copy with the assigned internal user's name.