Grants can be synced from CommunitySuite to GLM individually or in a batch. Before syncing a CommunitySuite grant to GLM, ensure that you've completed the steps in Add a CommunitySuite Process in GLM/SLM and CommunitySuite GLM Settings.
If you're syncing grants post-approval, the grants must be posted and approved in CommunitySuite before you can follow the steps below to send them to GLM.
When syncing a grant from CommunitySuite to GLM, if the grantee is not already mapped to an organization in GLM, a new organization will automatically be created in GLM. You can either map grantees in CommunitySuite to existing organizations in GLM before syncing (recommended option), or merge any duplicate organizations in GLM that result from this after syncing. Details on these actions are available in Search and Sync GLM/SLM Organizations and Users in CommunitySuite and Merge Duplicate Organizations.
Sync a Single Grant from CommunitySuite to GLM
- Navigate to the grant in CommunitySuite.
- The default settings (defined either in Grants Settings or the fund) for the GLM site, process, and request status will apply. If needed for this grant, you can click Edit GLM Options in the left-side menu to change the site or process before continuing.
- Click Send to GLM in the left-side menu.
- The grant has now been synced to GLM.
- If you sent it post-approval in CommunitySuite, the grant will appear on the All Open Approvals workload page in GLM. If you sent it pre-approval in CommunitySuite, it will appear on the corresponding workload page in GLM (e.g. Application Complete if ApplicationComplete was selected as the GLM status in your CommunitySuite settings for the grant).
- If the grant was sent pre-approval in CommunitySuite, it will remain in the New bucket in CommunitySuite and the GLM Approval field will display [Requires approval in GLM] until the grant is approved in GLM.
- Once the grant is approved in GLM, the GLM Approval field in CommunitySuite will automatically update to Approved, and the grant can be posted and approved in CommunitySuite.
Sync Grants from CommunitySuite to GLM in a Batch
- Navigate to the appropriate grants bucket, then filter the list if needed.
- Grants can be synced pre-approval in batch from the New bucket, or post-approval from the Voucher, Paid, or Complete buckets.
- Click Send to GLM in the left-side menu.
- Check the box for each grant you want to sync to GLM.
- By default, the grants will be synced to the GLM site, process, and status defined in Grants Settings or the funds. To make changes for the selected grants, check the Set GLM Options box and make the necessary changes.
- Click Send All to GLM.
- The grants have now been synced to GLM, where they can be found on the corresponding workload page (e.g. All Open Approvals if synced post-approval, or Application Complete if ApplicationComplete was selected as the GLM status when syncing).
- If grants were sent pre-approval in CommunitySuite, they will remain in the New bucket in CommunitySuite and the GLM Approval field for each will display [Requires approval in GLM] until the grant is approved in GLM.
- Once the grant is approved in GLM, the GLM Approval field in CommunitySuite will automatically update to Approved, and the grant can be posted and approved in CommunitySuite.
Once a Grant is Synced: Pre-Approval
Once a grant is synced from CommunitySuite to GLM pre-approval, please note the following:
- Each installment for the grant needs to be approved in GLM before the voucher can be created in CommunitySuite. Refer to Pay Synced Grants for next steps.
- You can only edit installments in CommunitySuite.
- Unlinking the grant must be done in CommunitySuite if needed.
- Please note that once a grant is unlinked, it cannot be relinked. Please contact Support if you are unsure whether you should unlink a synced grant.
- Instructions are available in Grant or Scholarship Synced from CommunitySuite to Incorrect GLM/SLM Process.
Once a Grant is Synced: Post-Approval
Once a grant is synced from CommunitySuite to GLM post-approval, please note the following:
- Each installment for the grant can be approved in either GLM or CommunitySuite in order for the voucher to be created.
- You can only edit installments in CommunitySuite.
- Unlinking the grant must be done in CommunitySuite if needed.
- Please note that once a grant is unlinked, it cannot be relinked. Please contact Support if you are unsure whether you should unlink a synced grant.
- Instructions are available in Grant or Scholarship Synced from CommunitySuite to Incorrect GLM/SLM Process.