It is recommended that several cleanup actions are taken on a regular basis in your Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM) site. This can help administrators stay focused on items that require more immediate attention. Depending upon your workflows, these cleanup actions could be completed on an annual basis or at the end of each grant or scholarship cycle.
Dashboard
- 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.
- 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.
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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.
- Once all necessary actions have been taken on an approved request, the final step is to close the request.
Process Manager
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Toggle processes that are no longer accepting requests to not available.
- Toggling a process to not available removes it from the Apply page.
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Archive processes that are no longer in use.
- Archiving a process moves it to the Archived drop-down on the Process Manager page.
Organizations
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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 the Client Success Team with questions about whether or not to merge 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.
Users
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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.
Miscellaneous Items
- 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.