LOI Workflow for Administrators – Foundant Technologies

The LOI stage allows applicants to submit a letter of intent before completing a full application. Administrators can review LOI submissions, assign evaluators, and decide whether to advance requests to the application stage or approve them directly.

User Role: Administrator, Grants Manager

Use the LOI Stage to:

Manually screen funding requests early to identify which applicants should complete full applications.
Fast-track qualified requests by approving them directly from the LOI stage without requiring a full application when the LOI provides sufficient information for funding decisions.
Attach the same LOI form to multiple processes so applicants across different funding cycles complete a consistent letter of intent before advancing to the application stage.

The LOI evaluation stage setting needs to be turned on before forms can be created or assigned. Contact Support to turn on the LOI evaluation stage.

If you are deciding between the LOI and the eligibility quiz, Eligibility Quiz vs. LOI outlines the key differences between the two options.

A hard deadline set in the LOI stage of the process or an administrator abandoning the request would prevent the applicant from submitting the form. Toggling the process off alone does not prevent applicants from submitting the form.

Review and Process LOI Submissions

To process LOI submissions, mark the LOI as complete, assign evaluators if needed, close evaluations, and either deny requests or advance them to the next stage.

Locate submitted LOI forms on the LOI Submitted workload page or the Requests & Decisions search page.
If no further actions are needed from the applicant on the LOI, click LOI Complete on the LOI form for a request.
- This can also be done in batch from the LOI Submitted workload page. Click Batch Actions, and then click Mark as Complete.
If there are evaluations being used at the LOI stage, assign evaluators.
- This can be done when viewing the LOI form for a request. Click Assign/View Evaluators at the bottom of the page.
- This can also be done in batch from the LOI Complete workload page. Click Batch Actions, and then click Assign Evaluators.
- View Evaluations provides more information on reviewing completed evaluations before closing.
Once the review period is complete, evaluations may be closed.
- This can be done by viewing the LOI Evaluation form for a request. Click Close Evaluations.
- This can also be done in batch from the LOI Evaluation Assigned workload page. Click Batch Actions, and then click Close Evaluations.
At any point, requests that will not move forward in the process can be denied.
- This can be done by viewing the LOI form for a request. Click Deny Request.
- This can also be done in batch from any LOI workload page. Click Batch Actions, and then click Deny Requests.

Next Steps for Approved LOI Requests

After reviewing LOI submissions, choose one of the following options to advance qualified requests.

Assign the Application Form

To assign the application form to an applicant after LOI review, navigate to the LOI form and assign the new form.

Navigate to the LOI form for a request.
Click Assign Next Form at the bottom of the page.
- This can also be done in batch from the LOI Complete or LOI Evaluation Closed workload pages. Click Batch Actions, and then click Assign Next Form.

Approve the Request

To approve a request directly from the LOI stage and skip the application form, navigate to the Request Summary page for requests in the LOI Complete, LOI Evaluations Assigned, or LOI Evaluations Closed statuses.

Click Approve Request.

If the To Applicant (When Assigned) automatic email is configured at the application stage for the process, the applicant will receive that email as soon as Assign Next Form is clicked. If the automatic email is not configured, it is important to inform the applicant that the application form is available (e.g. by sending a manual email).