Question Visibility

Some questions require sensitive information, such as demographic or financial details. These questions are often used to confirm eligibility or award reporting purposes, but the data is not meant to be shared with evaluators. Question visibility controls which user roles can view and complete specific questions on forms in your Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM) site. Each visibility option determines whether questions are visible to applicants, evaluators, administrators, or third party responders. 

User Role: Administrator

When to Use Question Visibility Options:

• Sensitive information from applicants, such as social security numbers or financial details, needs to be visible only to administrators and hidden from evaluators during the review process.
• Internal scoring or assessment questions should be completed by evaluators or board members without applicants being able to view the evaluation criteria. 
• Information from third party responders like references or recommenders needs to be collected without allowing applicants to view those responses.
• Standard application questions should be visible to all users with appropriate permissions while maintaining proper access controls throughout the review process.
   

When adding a question to a form, select the appropriate visibility option from the Visibility drop-down menu.

 

The question's selected visibility option appears next to the question when editing the form.

Question Visibility Types

• Everyone - Questions with this visibility type are completed by applicants. 
  • Visible to users with any role.
    • If this visibility is selected for a question within a third party group, it is visible to all users except the applicant.
  • Can be a shared question.
  • Appears in all print packets.
• Applicant - Questions with this visibility type are completed by applicants.
  • Visible to users with the applicant, administrator, grants manager, or auditor role.
  • Can be a shared question.
• Internal - Questions with this visibility type are completed by evaluators, board members, or administrators.
  • If the required type for the question is set to Required, it must be completed before the form can be marked complete.
  • If the required type is set to Optional, it can be completed at any point, even if a decision has been entered for the request.
  • Visible to users with the evaluator, board member, administrator, grants manager, or auditor role.
• Administrators - Questions with this visibility type are completed by administrators.
  • If the required type for the question is set to Required, it must be completed by an administrator before the form can be marked complete.
  • If the required type is set to Optional, it can be completed at any point by an administrator, even if a decision has been entered for the request.
  • Visible to users with the administrator, grants manager, or auditor role.
  • Can be a shared question.
  • Included in administrator print packets only.
• Third Party - Questions with this visibility type are completed by third party responders.
  • Visible to users with the administrator, grants manager, or auditor role, and to third party responders.
  • Can only be a part of a third party question group.

The table below shows which user roles can view and complete questions based on the five visibility options. An "X" indicates the role has access to questions with that visibility setting.

• In the table, Administrators includes users with the administrator, grants manager, or auditor roles.

Third party questions have different visibility rules than standard questions. The table below shows which user roles can view third party questions based on their visibility setting. An "X" indicates the role has access.

• In the table, Administrators includes users with the administrator, grants manager, or auditor roles.
• The only question in a third party group that is visible to the applicant is the third party email field. 

Monitor Changes to Questions

Changes to question visibility settings can be monitored in the Question Change Log. The Change Log displays the date of the change, the field changed, old and new entries, and who made the change.