Grants Manager Process or Request Assignments – Foundant Technologies

This feature is available with the Advanced license. Contact Support to enable this feature in your site. Contact the Client Success Team with any questions about your license.

Administrators can assign users with the Grants Manager role to specific processes 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.

To enable grants managers to view all requests in all processes, keep the Enable Process User Restriction set to FALSE in your site settings. To restrict which processes a grants manager can access, set the Enable Process User Restriction to TRUE. This will remove all requests in all processes from the grants manager dashboard. You can then assign processes to each individual grants manager using the two options discussed below.

Assign a Grants Manager to a Process

There are two options available for assigning grants managers to processes.

Make these assignments within each process, which allows efficiency in assigning multiple grants managers to a process.
Make these assignments within the Edit User page for each grants manager, which allows efficiency in assigning a particular grants manager to multiple processes.

Assign Within the Process

Click Tools on the upper navigation bar, and then click Process Manager.
Click the process name.
Click Assign Users.
Check the box for each grants manager that will be assigned to this process, and then click Save Assignments.
Repeat these steps for as many processes as needed.

Assign from the Edit User Page

Click Search on the upper navigation bar, and then click Users.
Enter the applicable Search Criteria information, and then click Search.
Click the pencil icon for the grants manager.
Click Assign Processes.
Check the box for each process that will be assigned to the grants manager, and then click Save.

When a new process is created or an existing process is copied, all grants managers are assigned to it by default. Modify the grants manager assignments when creating or copying a process if needed.

Assign a Grants Manager to a Specific Request

From the Dashboard, click the workload page that contains the request.
Click the Project Name.
Click Assign Users.
Check the box next to each grants manager that will be assigned to this request, and then click Save Assignments.
Repeat these steps for as many requests as needed.

There are a few places where grants managers can see requests to which they are not assigned even if the restricted view is chosen, which is explained in the next section.

On the User Summary for a particular user, grants managers will see all of that user's requests, including those to which they are not assigned. However, they cannot navigate into a request if it is 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 to which they are not assigned.

Filtered or Restricted View

When using the request assignment feature for grants managers, there are 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 the filtered view is chosen, grants managers will see the option to view their requests or all requests at the top of their dashboard.

Grants Manger Role Site Settings

The following combination of site settings allows Grant Managers to be assigned to both specific processes and specific requests. When these settings are in place, the process filter setting overrules the request assignment setting so Grant Managers will not see the requests they are assigned unless they use the process filter to select the process for those requests. Applying these settings is the only way to navigate having Grant Managers be assigned to both specific processes and specific requests.

Enable Process User Restriction	Grants Manager Request Assignment	Functionality
TRUE	OFF	When using the process filter button and when searching in Requests & Decisions, grants managers can only see requests in processes they are assigned to on their dashboard.
TRUE	RESTRICTED	This setting is not allowed. Enable Process User Restriction must be set to FALSE in order for Grants Manager Request Assignment to be set to RESTRICTED.
TRUE	FILTERED	This combination of settings allows administrators to assign a grants manager to both processes and requests. The Enable Process User Restriction setting will always overrule the Request Assignment setting when using this combination for the grants manager role. The grants manager dashboard will show buttons for My Requests and All Requests. Click All Requests to view the specific request assignments and their process assignments. Click My Requests to view request assignments. In order for the grants manger to see their specific request assignments when the My Requests is clicked, they must be assigned to the process containing those requests.
FALSE	OFF	This combination of settings allows the grants manger to see all requests in all processes. The My Requests and All Requests buttons will not display on the dashboard.
FALSE	RESTRICTED	This combination of settings will only show the grants manger their request assignments on the dashboard. The My Requests and All Requests buttons will not display. The Process filter button will display all processes, but the grants manager will still see their request assignments, regardless of the processes selected in the Process filter. The grants manager has the ability to see that there are requests in other processes by navigating to the User Summary or Organization Summary. They cannot navigate to those requests if the requests are not assigned to the grants manager.
FALSE	RESTRICTED	This combination of settings allows the grants manager to see all requests in all processes. Click My Requests to view the specific request assignments. If they do not select the process that contains their specific request assignments, those requests will not appear when they click the My Requests button. Click All Requests to view all requests in all processes. Click Process filter to see requests in specific processes on the dashboard.