Site Cleanup Checklist

• Abandon draft requests.
  • If requests are still located in the LOI Draft or Application Draft workload pages after a process is closed or a form deadline has passed, it is recommended to abandon the requests if they will not be moving forward.
    • Abandoned requests remain in the system but are removed from the dashboard.
• Close approved requests.
  • Once all necessary actions have been taken on an approved request, the final step is to close the request.
    • Closed requests remain in the system but are removed from the dashboard. 

Dashboard Cleanup Video

This video covers how to clean up the GLM dashboard by treating it as a to-do list and walking through how to close, abandon, and manage follow ups, applications, and open approvals.

• Using the Process Filter (0:58) - Covers how to use the process filter in the top right corner to control which processes appear on the dashboard and improve load times.
• Cleaning Up Complete Follow Ups (2:17) - Walks through how to close completed follow ups individually or in bulk using Batch Actions, with a note that a comment can be added when closing.
• Marking Submitted Follow Ups Complete (4:22) - Explains how to mark submitted follow ups as complete individually or in bulk before closing them out of the dashboard.
• Cleaning Up Draft Applications (5:53) - Explains how to identify and abandon old draft applications from inactive processes using Batch Actions, and clarifies the difference between abandoning and deleteing.
• Reverting Statuses (8:05) - Demonstrates how to revert a follow up or application status one step at a time, and explains why deleting is permanent and cannot be undone.
• Closing Open Approvals (9:26) - Walks through closing fully completed requests from the open approvals section using Batch Actions.
• Q&A: When to Close Requests (10:41) - Confirms that requests should only be closed after all payments are made and follow ups are completed.
• Q&A: Closing Grants in GLM and CommunitySuite (10:54) - Discusses whether to close grants in GLM and CommunitySuite at the same time, noting it is a preference that may depend on accounting workflows.
• Q&A: Finding Closed Requests After They Leave the Dashboard (11:50) - Demonstrates how to locate closed requests using Search Requests and Decisions or by navigating to the organization's request history.
• Q&A: Closing Requests With Incomplete Follow Ups (14:07) - Explains that requests with assigned follow ups cannot be closed by default, covers the site setting override option, and walks through deleting an old follow up allow closure while recommending leaving a comment for context.

• Toggle processes that are no longer accepting requests to not available.
  • Toggling a process to not available removes it from the Apply page. 
• Archive processes that are no longer in use.
  • Archiving a process moves it to the Archived drop-down on the Process Manager page.

Process Manager Clean Up Video

This video covers how to keep the Process Manager organized in GLM by archiving old processes, managing availability settings, and reordering processes for easier navigation.

• Archiving Processes (0:00) - Introduces the Process Manager and explains the importance of archiving processes that are no longer actively needed, using Batch Actions to move them to the archived list.
• What Archiving Does and Des Not Do (1:00) - Clarifies that archiving does not delete data or affect automated emails or form assignments, and automatically toggles the process off so it no longer appears to applicants.
• Restoring an Archived Process (1:23) - Walks through how to restore an archived process back to the available list by checking the box and clicking Restore Selected.
• Managing Process Availability (1:38) - Explains the importance of turning off availability for old processes so they do not appear in the site's list of opportunities for applicants.
• Reordering Processes (2:08) - Covers how to drag and drop processes using the six-dot icon to keep active processes at the top for admin convenience and to improve the applicant experience.
• Q&A: Difference Between Archived and Not Available (3:37) - Explains that archiving controls what administrators see in the Process Manager, while availability controls what applicants can see on the site, and that archiving automatically marks a process as unavailable.
• Q&A: Impact of Archiving on Active Applicant Workflows (5:20) - Confirms that archiving a process has no effect on applicants, with follow up forms, deadlines, and automatic emails remaining fully intact.

• Merge Duplicate Organizations.
  • In many cases, duplicate organizations are created if an applicant does not realize that someone else at their organization has already created an account in the site. Merging organizations in this scenario allows all request history for that organization to be housed in one location. 
    • In some cases, it might be beneficial to leave more than one organization in the site with the same tax ID. For example, this could include different departments at the same university or a large organization with multiple locations which typically submit separate requests. Contact Support with questions about whether or not to merge organizations. 

Organizations Cleanup Video

This video covers how to manage and clean up organization records in GLM by identifying and merging duplicate organizations and archiving inactive organizations. 

• Finding Duplicate Organizations (0:29) - Explains how to use the duplicate search to identify organizations sharing the same tax ID number.
• Merging Duplicate Organizations (1:45) - Walks through selecting duplicate records, choosing a primary organization, and completing the merge using the Merge Selected Organizations option.
• Merge Warning (2:34) - Highlights that merges cannot be undone and emphasizes the importance of confirming the correct primary organization before proceeding.
• Special Cases for Shared Tax IDs (2:45) - Covers two scenarios where shared tax IDs are intentional: individuals assigned a placeholder ID of all zeros, and distinct departments within a university sharing an umbrella tax ID.
• Archiving Inactive Organizations (4:17) - Walks through selecting organizations that no longer exist and using Batch Actions to archive them so they no longer appear in search results. 
• What Archiving Does to Data (5:05) - Clarifies that archiving does not delete history or data, but does affect search visibility and deactivates users associated with the organization. 
• Q&A: Choosing the Primary Organization When Merging (6:06) - Recommends selecting the record with the most complete information and considering creation date as a factor when records appear identical. 
• Q&A: What Happens to Users and Data After a Merge (7:29) - Explains that all data and users from both records are combined, and recommends reviewing the merged organization afterward to deactivate duplicate users and clean up any redundant information.
   

• Deactivate any internal users, such as administrators and evaluators, who no longer need access to your site.
  • Until a user is deactivated, they can continue to log into the site. It is recommended to take this action as soon as an internal user no longer needs access. Double-checking the list of active internal users on a regular basis is also recommended.  

• Review email templates, merge templates, saved reports and data sets, and shared documents.
  • Consider deleting any items that are no longer in use and will not be used in the future.
  • Email templates can also be archived.

Email Templates Video

This video covers how to manage and clean up email templates and merge templates in GLM by archiving or deleting unused templates and using merge fields and naming conventions to keep the list organized. 

• Why Clean Up Email Templates (0:34) - Explains the value of keeping the email template list current and consolidating duplicate templates by using merge fields to create reusable, generic templates.
• Using Merge Fields in Email Templates (1:29) - Covers how merge fields pull in dynamic information such as recipient name, form name, and project name to keep templates flexible across multiple processes and years.
• Archiving and Deleting Email Templates (2:19) - Walks through how to archive email templates using Archive Selected and how to permanently delete them using the trash can icon, with a note that deletion cannot be undone.
• Introduction to Merge Templates (3:32) - Explains what merge templates are and common use cases such as award letters and board books, noting they can accumulate over time just like email templates.
• Deleting Merge Templates (4:21) - Covers how to delete merge templates using the trash can icon, clarifying that unlike email templates, merge templates cannot be archived.
• Q&A: Naming Conventions and Organizations (5:09) - Discusses the importance of clear naming conventions for templates and notes that the page is searchable.
• Q&A: Red Symbol and Lightning Bolt Icons (6:09) - Explains that the red symbol indicates a template is not attached to a process and will not send automatically, while the lightning bolt indicates the template is actively attached to a process with automatic sending, and shows how to view which processes are using a specific template.