Process and Manage Grant Letters

Grant letters are generated when grant checks are posted in CommunitySuite. They reside in the Grants Document bucket and have identifying information associated to their records. Grant letters can be printed or emailed from this bucket and will be attached to grant records in both .pdf and .docx format. Grant letters will not be created if the Omit Grant Documents or Omit Grant Letter checkboxes are checked when creating or editing the grant.

Who: Finance and grants management staff.

How to Use Grant Letters

Use Grant Letters to:

• Send award or approval notifications to grantees after a grant check is posted.
• Include grant terms and conditions in the letter using standard or advanced template fields.
• Pull in multi-fund information for organizations that commonly process multi-fund grants using the advanced template.
• Access check and voucher fields in the letter, since grant letters are generated after the check has been created.

Grant Letter Templates

Grant letter templates determine which fields and tables are pulled into the letter. Grant Letter templates generate individual letters per grant, while Advanced Grant Letter templates consolidate multiple awards on one check. Grant Letter and Advanced Grant Letter templates are not interchangeable.

Before processing grant letters, load a grant letter template on the Templates page. Example Templates are available, or new ones can be created using the Grant Letter - All Fields example. Templates Overview provides guidance for building and uploading templates.

Process Letters in Batch

To process grant letters in batch in CommunitySuite: 

1. Navigate to the Grants page.
2. Click the Document bucket.
    
3. Click Process Documents in the left-side menu.
4. Click the Batch ID.
   • If only one entry exists in the Document bucket, proceed directly to step 5.
     
      
5. Click the applicable document creation/notification option the left-side menu.
   • Print Documents - Letters print in .pdf format.
     • A background job is created.
   • Download Documents - Letters download to your computer in .docx format.
     • A background job is created.
   • Email Documents -  Letters are emailed.
     • The email documents option will open an email preview and the list of emails receiving the grant letters.
       

Regenerate Grant Letters

If any edits have been made to a grant letter template and the changes need to be reflected in the batch of grant letters, then regenerate the documents for the check batch.

To regenerate grant letters in CommunitySuite:

1. Navigate to the Document bucket.
    
2. Click the BatchID.
    
3. Click Regenerate Docs in the left-side menu.
   • It is recommended to wait 5-8 seconds for each document to be regenerated.
   • All the PDF files listed in the grant Document bucket for the batch will disappear as they are recreated with the most up-to-date format. The previous versions will still be visible on the individual check records.

Regenerate Docs has no impact on the already processed batch grant letters; therefore, these batch letters will show the template that was being used when the batch was created until the documents are processed again.

The letters are ready to be processed in batch.

Process Letters Individually

To process grant letters individually in CommunitySuite:

1. Navigate to the Grants page.
2. Click the Document bucket.
   • Grant letters can be printed individually in .pdf format from the Document Bucket.
     
      
3. Click the PDF File name of the individual grant to generate the grant letter in .pdf format.
   
    

Access Grant Letters on Grant Records

Grant letters are also attached to grant records in .pdf and .docx format and can be accessed from the Document bucket.

To access grant letters attached to grant records in CommunitySuite:

1. Navigate to the Grants page.
2. Click the Document bucket.
   
    
3. Click a Grant Documents GrantID to access the grant record.
   
    

Grant letters are available in the Grant Documents section.

 

Email or Delete Grant Letters

To email or delete grant letters from a check record in CommunitySuite:

1. Navigate to the Grants page.
2. Click the Document bucket.
    
3. Click a Grant Documents CheckID to access the check.
    
4. Click [delete] or [email] to either delete or email the grant letter.
   • Deleting a grant letter from a check record removes it from the Grants Document bucket.