The Grants Manager Assignment feature allows administrators to assign users with the grants manager role to specific processes and/or specific requests. For example, if a grants manager only needs to work with requests in the Summer Grant Process, assigning them to only that process means that they will only see requests in that process on their dashboard.
Assigning a grants manager to specific requests can be used in different ways depending upon your workflow. It can be used to help a grants manager track requests for which they have responsibilities (while allowing them to access other requests), or it can be used to restrict a grants manager's access to only the requests for which they have responsibilities.
The Grants Manager Assignment is an Advanced license feature. Reach out to your Implementation Specialist or the Success Team with any questions regarding your license and included features. To use this feature, you must also have the grants manager role turned on in your site. Contact Success to have the role enabled.
Assign a Grants Manager to a Process
There are two methods available for assigning grants managers to processes. The first is to make these assignments within each process, which allows you to efficiently assign multiple grants managers to a process. The second is to make these assignments within the Edit User page for each grants manager, which allows you to efficiently assign a particular grants manager to multiple processes.
Assign within the Process
- Navigate to the Process Manager page and click the Name of the process.
- Click Assign Users in the upper-right corner of the screen.
- This will show you a list of all grants managers in your site. Check the box for each grants manager who should be assigned to this process.
- Once your selections are complete, click Save Assignments.
- Repeat these steps for as many processes as needed.
Assign from the Edit User Page
- Click Search, then click Users.
- Enter the grants manager's name, then click Search.
- Click the pencil icon for the grants manager.
- Click Assign Processes at the bottom of the page.
- Check the box for each process to which you'd like to assign this grants manager.
- Click Save.
Assign a Grants Manager to a Specific Request
- To assign a grants manager to a specific request, first navigate to the Request Summary of the request by clicking the Project Name.
- Click Assign Users in the upper-right corner of the screen.
- This shows you a list of all grants managers in your site. Check the box for each grants manager that should be assigned to this request, and uncheck the box for any grants managers who should not be assigned to this request.
- Once your selections are complete, click Save Assignments.
- Repeat these steps for as many requests as needed.
- On the User Summary for a particular user, grants managers will see all of that user's requests, including those that they're not assigned to. However, they cannot navigate into a request if it's not assigned to them.
- For this reason, be careful about using grants manager request assignments to provide privacy on your site.
- Grants managers who are also evaluators will be able to see requests they are specifically assigned to review, even if they have not been assigned to the request.
- Grants managers who have access to the reporting tool can see data from requests that they're not assigned to.
Filtered or Restricted View
When using the request assignment feature for grants managers, you have two options available for request visibility:
- Restricted: Grants managers can only view their assigned requests.
- Filtered: Grants managers can filter between their assigned requests and all requests.
This is a site-wide setting that will affect all grants managers in your system. Contact Support to adjust this setting in your site.
If you choose the filtered view, grants managers will see the option to view their requests or all requests at the top of their dashboard.