Of the three user roles in GrantHub, Viewers have the most limited access. When it comes to specific action items, the viewer role can only edit certain information within the site. Outlined below are the specific actions a person with the Viewer role has the ability to view/complete.
If you feel that the Viewer role is not the correct role for you, please contact your organization's Administrator to discuss.
Viewers & Tasks
Within the site, only Writer and Administrator users have the ability to add tasks. However, when adding tasks to the site, they have the ability to assign these tasks to Viewers that need to complete them.
When Viewers are assigned a task, they will have the ability to edit the fields surrounding that task including the task name, description, owner, deadline, custom reminder lead days, and status. Viewers do not have the ability to edit the funder or opportunity field; those are instead set by Writers and Administrators.
When editing a task, note the purpose of the following fields:
- Task Name - This should be used for naming the task that needs to be completed. We recommend being as specific as possible to avoid confusion when looking through a deadline's list.
- Description - Any notes, requirements, or instructions surrounding a task should be entered into this field.
- Owner - This should be used to signify who at your organization should own the task that needs to be completed.
- Deadline - This field should be used to signify when the task must be completed.
- Custom Reminder Lead Days - This field should be used for setting up a fourth reminder email for the deadline of the task. All tasks have three auto deadline reminders that are sent to the owner. To add a fourth, enter the amount of days before the deadline you would like to see a reminder.
- Status - This is to be used for representing what status the task is currently in. This will either be open (working on or need to complete) or closed (completed).
Along with the fields above, Viewers also have the ability to download and upload documents to a task, as well as delete any documents on a task that they own.
View Assigned Tasks
When viewing/finding tasks that have been assigned to you as a Viewer, there are three locations that you should look within the site.
When you log into the site, you will be brought to the main screen of the dashboard. Within the dashboard, you can view your tasks in two areas. The first area is within the My Deadlines section at the bottom of the dashboard. Any tasks that have been assigned to you will show up there in the order of next due and beyond.
The second area where you can find your tasks on the dashboard is under the black Tasks icon in the upper right hand corner of the site. Any tasks that have been assigned to you can be found here at all times.
The Deadlines Page
The deadlines page is a location where all users can see any deadlines that exist in the site whether they are tasks or opportunities. To find tasks on this page that have been assigned to you, search for your name in the search bar located in the upper right hand corner.
The answer library is where users of your organization can add answers that are commonly used on grant applications. These answer can either be text answers or file answers.
Of all the features within the site, the answer library is where the Viewer has the most capability. Viewers have the ability to add/edit answers, export all answers, and download/upload documents associated with answers.
Video Tutorial: Adding to your Answer Library contains additional information. Please note that there are a few functionalities in this video, such as the ability to delete an answer or archive an answer, that Viewers do not have permissions to perform. If you feel an answer should be archived or deleted, please contact your site administrator.
The reporting tab is where users can run reports based on the information that they have tracked within the site for opportunities and tasks.
The reporting tab will contain five canned reports that can be run using several different filters.
- Opportunities By Status
- Allows you to see the status of all opportunities based on filter criteria.
- Opportunity Win Percentage
- Allows you to see how many opportunities were awarded vs. denied based on filter criteria.
- Opportunity Deadlines By Month
- Allows you to see a list of opportunities that have deadlines in each month based on filter criteria.
- Amount By Funder
- Allows you to see how much funding each funding organization has given your organization based on filter criteria.
- Tasks By Status
- Allows you to see how many tasks you have in the system that are open vs. how many are closed based on filter criteria.
The different filters that you have the ability to run are listed below.
- Reports 1 through 4
- Date Range
- Total by Either Dollars or Count
- Filter by Owner
- Filter by Funder Type
- Filter by Funding Type
- Filter by Funder Category
- Filter by Opportunity Category
- Report 5
- Date Range
- Filter by Owner
- Filter by Funder Category
- Filter by Funder
- Filter by Opportunity
Video Tutorial: Running a Report contains additional information.
The main funder page is found in the top navigation menu under Funders. When you access this page, you will generate a list of all the funders that are currently located within the site. You have the ability to click into a specific funder, search for a specific funder, or export a list of the funders.
Export Funders List
To export the funders list, Viewers select any of the export buttons that can be found in the upper left hand corner of the funders list screen. Viewers currently can export the funders list in a .csv, excel, PDF, copy, or print format.
Add Funder Notes
Once Viewers click on a specific funder, they will be brought to the funder details and summary. This page allows you to see all of the information that your organization has entered into the system for a funding organization including details, opportunities, tasks, notes, documents, 990 forms, and funder GuideStar profile.
For the majority of this information, Viewers will only see the information entered, and most fields will be grayed out and not editable.
While most fields are not editable by Viewers, Viewers do have the ability to enter funder notes. A funder note should be added when you have any contact with the funder that you want to record.
To add a note for a funder as a Viewer, click on the Notes tab and click the Add Note button. These notes have a character limit of 10,000 characters and can be seen by all users of the site.
The main opportunities page allows users to view all of the current opportunities that the organization has created within the site. An opportunity will be added to the site by Writers or Administrators any time the organization has a funding opportunity they are pursuing, such as grant or donation.
Like the funders main page, Viewers can only view the opportunities page; but they do have the ability to click into a specific opportunity, search for a specific opportunity, or export the opportunities list out of the system.
The opportunities page will always filter into the view open option. An open opportunity is any opportunity within the system that currently has a status of research, planned, or in-progress. To view opportunities that are not considered open, Viewers can change the status filter to the information they are looking for.
When Viewers open a specific opportunity, they will be able to view all of the fields associated with that opportunity, but these fields will be grayed out and not editable. They also have the ability to view any tasks, notes, or documents associated with specific opportunity as well as the ability to add notes on an opportunity, edit tasks surrounding that opportunity that have been specifically assigned to them, and download/upload any documents associated with the opportunity. Most opportunity documents will be documents such as final drafts of applications, award letters, etc.
My Organization Page
On the My Organization page, Viewers have the ability to see a variety of different items. The fields will be greyed out and not editable.
Basic Info Tab
The Basic Info tab is where the site Administrator can enter the basic information surrounding your organization. This information will include items such as organization name, organization tax id, website url, address, and contact information.
Additionally this tab will also include your GrantHub Site Key. The GrantHub Site Key is setup by your site Administrator and can be used when applying for grants on our Grants Management Software for Grant Makers. If you do not have a site key, please see your site Administrator to discuss.
The Preferences tab is where an Administrator user can adjust your organization's fiscal year. Within this tab, the Administrator also has the capability to adjust when notification emails will go out for opportunity and task deadlines. These notifications will default within the system to 14 days and 5 days unless changed. No matter what changes are made, there will also be a notification sent on the day an opportunity or task is due.
If you have questions about how these settings have been setup, please discuss with your site Administrator.
The GuideStar tab is where your organization can view your GuideStar profile. To activate this tab, your site Administrator must enter your organization's tax id on the Basic Info tab previously discussed.
If you have questions about why your GuideStar tab is not displaying information, please discuss with your site Administrator.
The GreatNonprofits tab is where your organization can view your GreatNonprofits profile. By viewing your profile, you have the ability to view reviews that have been left for your organization from other organizations or individuals. These reviews can be pulled into your Answer Library by clicking the Import As Answer button.
If you have additional questions or training needs, please speak with your site Administrator or reach out to our support team using the information below.
Chat Us: see Chat now icon in the lower right corner of the site
Email Us: email@example.com
Call Us: (800) 347-4481
Our support team is available Monday - Friday from 7:00 AM to 6:00PM Mountain Time.