Assign Follow Ups to Requests

The steps to add or copy a follow up form are slightly different then the steps for any other form. 

1. Click Tools on the upper navigation bar, and then click Process Manager.
2. Click the process name.
    
3. Click the Follow Ups stage. 
4. Click Add Follow Up.
   
   Follow the steps in Step 5 to Create a New Follow Up Form. Follow the steps in Step 6 to Copy a Pre-Existing Follow Up Form. 
    
5. Click Create New Form to create a new follow up form.
    
6. Select a pre-existing form and click Copy Selected Form. 

After approving a request, you can assign follow up forms to collect additional information from the applicant.

1. Navigate to an approved request in the Follow Ups tab of the Request Summary, and then click Assign Follow Ups.
    
2. Check the box for each follow up form to be assigned for this request.
    
3. Enter or adjust the due date for each follow up form.
   • If an auto due date has been configured for any of the follow ups, the due date will automatically populate for those forms; however, the dates can be changed.
   • If the Follow Up Submission Logic setting has been configured to Sequential, follow ups must be submitted sequentially by due date.
     • That setting can be changed to Open to allow applicants to submit follow ups with a later due date before those with an earlier due date.
        
4. If needed, select a different assignee.
   • By default, the applicant is the assignee for each form.
     • Other users within the applicant's organization will appear in the drop-down menu if they have active logon credentials.
   • If a follow up form is assigned to a user other than the applicant, the applicant will still be able to view the form from their dashboard but will not be able to edit it.
      
5. If needed, attach the follow up to a specific installment.
   • By default, each follow up is related to the overall award. 
   • Refer to Attach Follow Up to Overall Award or Installment Form for details as this is an important step for use with certain workflows and features.
     • If the payment information for the installment needs to be exported, including all of the related information in the follow up being assigned, select the specific installment rather than the overall award. 

       
       
        

6. Click Assign Selected Follow Ups.
   • If the To Assignee (when Assigned) automatic email has been configured for any of the follow ups, that email will be sent to the assignee as soon as this step is taken.
     • If the automatic email was configured for more than one assigned form, the assignee will receive multiple emails.
   • The assignee will then see the assigned follow up forms on their dashboard, unless the Show Follow Ups with Decision Status setting is configured.
      

The request now has the follow up assigned status and is located on the All Open Approvals workload page on the dashboard. Each assigned follow up form is visible on the Follow Ups Draft workload page until submitted by the assignee. 

Complete the following steps to assign follow up forms to multiple approved requests in batch.

1. From the dashboard, click the workload page that contains the requests.
   • Requests can be found in either the Approved or All Open Approvals workload page.
2. Check the box for each request in this batch for which follow ups will be assigned.
   • For the Universe Application feature, the requests must be from the same process or opportunity.
      
3. Click Batch Actions, and then click Assign Follow Ups.
   
    
4. Check the box for each follow up form to assign to all requests in this batch.
   • If a selected follow up form has already been assigned to a request in the batch, the existing assignment will not be affected, which means the system will not assign it again or make any changes to the form for that request.
     
      
5. If an auto due date is not configured, set the due date.
   • If there is an auto due date configured for any of the follow up forms in the process/universe, a check mark appears in the Auto Due Date column.
   • The due date applies to all requests being assigned the follow up in this batch. 
   • If an auto due date is set for a follow up but it needs to be adjusted for particular requests, assign the follow up to each request individually or in batch by due date.
      
6. Click Assign Selected Follow Ups.

The follow up forms will be assigned to the applicant for each request.

• In GLM sites, if the request owner is not set, which is possible if the request was manually entered, the system will not assign follow ups to that request in the batch. 
• If a large number of follow ups or requests are selected, a pop-up explaining that the action is being completed in the background will appear, and another system pop-up will appear when it is finished.  
• If an automatic email is configured to send when any of the selected follow ups are assigned, those automatic emails will be sent. 
• In GLM sites, another contact at the organization may need to be assigned instead. Assign the follow up to each request individually.