Articles in this section


  • Password Reset Options

    As an administrator, you have two options for assisting a user with resetting their password, both for internal users (administrators, board members, staff evaluators, etc.) and applicants. 

    Option 1: Instruct the User to Reset Their Own Password

    This option is recommended from a security standpoint, as it does not involve you providing the user with a temporary password. It keeps the process within the control of the user. You can also follow this workflow to reset your own password if needed, as the steps are the same for all users:  

    1. On the Logon Page, click the Forgot your Password? link.Password_Reset_Options_1.png

    2. Enter your email address and click Send Reset Link.Password_Reset_Options_2.png 

    If the user does not receive the email with the reset link, instruct them to try the following: 

    • Check their junk or spam folder for the email, sent by administrator@grantinterface.com.  
    • Add the administrator@grantinterface.com email address to their safe senders list, and check for any other security settings that could be blocking the email. They should then try requesting the link again. 

    If they still do not receive the email after trying the actions above, consider following the instructions below to manually set a temporary password for the user.

     

    Option 2: Manually Set a Temporary Password for the User

    The other option is to manually set a temporary password for the user and provide it to them. As soon as they log in using that password, the system will require them to set a new one for security purposes. 

    1. Click Search in the upper navigation bar, then click Users.password_reset_3.png

    2. Search for the user, then click the Pencil icon next to their information in the search results.Password_Reset_Options_4.png

    3. Click Change Password.password_reset_options_5.png

    4. Enter a temporary password for the user (making note for yourself of what it is, so that you can provide it to them), then click Save Password.password_reset_options_6.png

    5. Provide the temporary password to the user, and remind them that the system will require them to change it as soon as they successfully log in.
  • User Role Selector

    Users can be given multiple roles within the system. This is often used by people with multiple roles within a foundation, or by administrators to test applicant or evaluator experiences in their Sandbox sites. 

    • If a user does have multiple roles selected, the Role Selector will appear in the top right corner of the page.

    • This Role Selector is used to switch between a users’ roles, allowing the user to view content normally visible to the role currently selected.

    A user with multiple roles will always be on their role with the highest level of permissions upon logging into the software. 

  • Log In (Proxy In) as Another User

    Administrators have the ability to log in (proxy in) as any user in the system without knowing the user's credentials. This allows administrators the ability to submit forms and evaluations for the user they are logged in as. This also proves helpful when attempting to help other users troubleshoot the system. 

    There are two main ways to log in as other users:

    To proxy in from the Users, User Summary, or Organization Summary page:

    1. Locate the Users contact information on the page by, 
      1. Entering search criteria on the Search Users page
      2. Select on the Contact Info tab from the User Summary 
      3. Locate the Contacts section of the Organization Summary   
    2. Click on the user's email address to log in as that user.
    3. You will receive a pop-up message informing you that you are about to be logged in as the user. Click OK
    4. You are now logged in as the other User and should automatically land on their Dashboard.  

    The Quick Proxy feature which administrators to proxy in as the user, but will bring you to the same page that you are currently on. To Quick Proxy from any Form or Request Summary page:

    1. Select the Contact Info tab at the top of any Request Summary or Form. 
    2. Click on the user's email address to log in as that user.
    3. You will receive a pop-up message informing you that you are about to be logged in as the user. Click OK.
    4. You are now logged in as the other User, but still on the Request Summary or Form page. 

    No matter how you proxied in you may return to your administrator account by clicking on the proxied user’s name in the upper right corner of the screen, and selecting Stop Proxying as.

    log_in_as_another_user_3.png

    Note that any changes made while proxied in as an applicant will be logged under your name and not the applicants. 

    If you do not want administrators to have the ability to proxy in as other users in your site, please contact Support@Foundant.com to have the feature turned off. 

  • Merge Duplicate Users

    Overview

    Duplicate users with the role of applicant or with no role may be merged. For GLM sites, these users must also belong to the same organization in the site.

    Common scenarios for merging users include: 

    • After merging duplicate organizations, you might notice duplicate users (i.e. someone was entered as the Executive Officer during registration, and they later created their own account). 
    • In an SLM site, an applicant might later create a new account with a different email address.
    There is no undo for this action! This should only be done if you have verified that the users you're merging are in fact the same individual. If unique individuals are merged into one user, you are overwriting historical data in your site (i.e. you won't have a record of which applicant submitted which request).

     

    Merge Users

    Before following these steps, make sure the Enable User Merge setting is set to "True" on your Site Settings page.

    1. Navigate to the Users search page. 
      • Click Search in the upper navigation bar, then select Users. 
    2. Locate the users you want to merge by searching for the individual's name. 
      • Do not select any roles in the search in case a duplicate exists without a role. 
    3. Select the correct duplicates from the search results. 
      • You may merge all of the duplicates that exist for this user at one time.Duplicate_User_1.png
    4. Click Batch Actions, then select Merge. 
    5. Select the primary user to merge into.Duplicate_User_3.png 
      • The primary user will be the only remaining use after the merge. 
      • The request history, documents, and comments of the non-primary users will be merged into this user's account. 
      • If there are discrepancies in contact information between the duplicates, the system will keep the information from the primary user.
      • If you need to remove a duplicate user before merging, click the red X for that user. 
    6. Read the additional warnings on the page, then click Finish Merge.Duplicate_User_4.png

    7. Type MERGE into the box as shown below, then click OK.Duplicate_User_5.png

    Best practice is to instruct the applicant to use the Forgot your Password link the next time they logon, and note which email address was kept as their username. An applicant is not automatically notified that their accounts have been merged.

    If you are using the integration with CommunitySuite: The system will not allow you to complete a user merge if more than one of the duplicates are linked to CommunitySuite. You will first need to unlink the other duplicates. We recommend reaching out to Foundant Support for guidance if you run into this scenario. 

  • How To Assign a Request to a Different User
    1. Make sure the request and the applicant that you want to assign the request to are both assigned to the same organization. 
      1. If needed, refer to this article for information on moving an applicant to a different organization.
    2. Click Search in upper navigation bar, then click Organizations. Search for the organization where the request and new applicant are located.
    3. Click the Organization Name.
    4. Click the Request History tab, then click the Project Name of the request that you want to reassign.
    5. At the very bottom of the next page, click Advanced Options.
    6. Next to "Reassign to:" there is a drop-down list. Select a new applicant to assign the request to and click Reassign.
      • If the user is not in the drop down list then they are not an active user with this organization.
    7. If needed, move the applicant back to the original organization. The application will automatically follow.

    Please note, follow ups will not automatically be reassigned to the new applicant.

  • Updating a User's Profile Information
    1. Click Search in the navigation menu at the top of the page, and then select Users. Users_1.png

    2. Click on the box next to the type of User you're looking for (User Status and Roles) and click Search.
      • Refine your search by entering the user's First and/or Last name at the top.Users_2.png

    3. After searching you'll be presented with a list of users that meet your search criteria.
      • You will be able to view the date the user was added to the system as well as the date that they last logged into the systemUsers_3.png

    4. Click on the Edit Icon to the right of the user you want to edit.Users_4.png

    5. Update the user information.
      • If the user's profile is missing information in required fields these fields must be completed before saving.
      • If an administrator changes a user's password, that user will be required to change their password the next time they log in.
    6. Click on Save to finalize your changes.Users_5.png
  • Add a New User to the System
    1. Click Search in the navigation menu at the top of the page, and then select Users. 
    2. Click on the Add New User button in the upper right hand corner of the page.Add_New_User.png

    3. Complete the profile fields and choose a role (board evaluator, staff evaluator, administrator, or applicant).
      • Only users with the applicant role need an organization assigned to them via the organization drop down menu at the top of the page. 
      • Please note that not all fields are required when manually adding a user to the system. 
    4. Create a password for the user. 
    5. After all the information is entered click Save.Add_New_User1.png

      • Remember the password because the password will be hidden. 
        • Users can update their password once they access the system.
    6. An automatic email notification will not go out when a user is added this way, so you will need to manually email them and provide them with their logon credentials. 
  • Re-activating a User

    To Reactivate a Deactivated user, follow the steps below:

    1. From the dashboard click on Search in the top navigation key, and then select Users.
    2. In the top Filter Criteria area, check the Inactive box and uncheck Active.
    3. Enter the name of the user that you want to activate.
    4. Click Search.
    5. Click the Activate User Icon to the right of the user's information.
     
  • Deactivating a User

    Users in Foundant GLM have two statuses, Active or Inactive. When a new user is added to your system they are, by default, Active. In order for a user to become Inactive you must manually Deactivate them which stops them from logging into their account.

    To Deactivate an Active user, follow the steps below:

    1. From the dashboard click on Search in the top navigation key, and then select Users.
    2. Enter the name of the user that you want to deactivate.
    3. Click Search.
    4. Click the Toggle Button to the right of the user login.

     

    NOTE: A Deactivated user can access the system by registering for a new account. They must register a new email address because their Deactivated account has their original email address. If the user registers a new account, they will not have access to their old data.

     

  • User Summary Overview

    The User Summary is created when a user starts their first request in your system. It houses contact info, request history and any comments or documents specific to that user. This feature is available in both GLM & SLM. 

    Please note that the User Summary page in the Grant Lifecycle Manager product contains a tab reflecting Organization information. SLM does not.

    You can access this page by clicking on the user's name from:

    • Any workload page where the user has an active request.
    • The Search Users page by selecting the users last name. 
    • The contact tab on any form where the user is the owner of the form.
    • The contact tab in a request summary when the user owns the request.

    By default when accessing the User Summary you land on in the User Info tab.

    User Info TabUser_summary_1.png

    • Edit the user's contact information.
    • Send them an email.
    • View their email history.
    • View the user's last logon date & user roles.

    Organization TabUser_summary_2.png

    • Edit the organization contact information.
    • View the organization change log.
    • View the organization email  history.

    Request History TabUser_summary_3.png

    • View all of the requests the user owns.
    • You may also manually enter a request for this user via the Create Request button.

    Comments TabUser_summary_4.png

    • View, edit & delete and previously recorded comment.
    • Record new comments.

    Documents TabUser_summary_5.png

    • View, edit & delete and previously uploaded document.
    • Upload new documents.

    Followups TabUser_summary_6.png

    • View the followups that are assigned to the user.

    Currently, this page is only visible to users with the administrator role. This includes grants managers and auditors.

  • Custom User Role Names

    The default User Role Names are Applicant, Staff Evaluator, Board Member, Grants Manager, Auditor, and Administrator.

    • All of these role names can be customized.
      • For example:
        • Board Member can be updated to Committee Member.
        • Grants Manager can be changed to Program Manager.
    • It is best practice to first learn the privileges of each user role before you request to change the names.
    1. This can be edited from the Settings page by selecting the gear icon at the top of any page.User_Roles_1.png

    2. Then click the Pencil icon next to the user role would you like to customize. 

    User_Roles_2.png

     

    To reset a user role to the default name, click the Reset icon.User_Roles_3.png 
  • User Roles Defined

    Below are the different types of user roles. Each role has a different level of access.

    Applicant

    Applicants are the only users who go through registration, creating their own account. Users with the applicant role can:

    • Edit their contact information.
    • Edit their organization's basic information (if this is enabled).
    • View a list of available processes on the Apply page.
    • Submit a request within an active process.
    • View requests they have submitted.
    • View the status of requests they have submitted (depending upon how this is enabled).

    Administrator

    Administrators have full access and permissions in the site. Users with the administrator role can:

    • Access Foundant training resources.
    • Edit site settings.
    • View, edit, create, and deactivate/activate users.
    • View, edit, create, merge, and delete organizations.
    • Proxy as other users (this can be turned off).
    • Create, edit, and delete processes.
    • View all requests in the site.
    • Manage requests across all stages.
    • Manually enter requests.
    • Edit responses on forms (this can be turned off).
    • View form questions with any visibility type.
    • Utilize GuideStar integration features.
    • View and edit budget and payments.
    • Create, edit, delete, and send email templates, email attachments, and merge templates.
    • View, edit, create, and delete reports and data sets.
    • View and manage shared documents.

    Auditor

    The auditor role is essentially a view-only version of the administrator role, with a few exceptions. If a user has the auditor role, they cannot have any additional roles.
    Users with the auditor role cannot access:

    • The Process Manager page.
    • The Email Templates page.
    • The Email Attachments page.
    • The Email History page.
    • The Merge Templates page.
    • The Shared Documents page.

    Users with the auditor role can:

    • Access Foundant training resources.
    • Edit their contact information.
    • Download any documents uploaded to forms, user/organization summaries, etc.
    • View, edit, and export saved reports.
    • View form questions with any visibility type.

    Grants Manager

    The grants manager role is a pared-down version of the administrator role.

    The grants manager role can be enabled in sites with a Standard license or above. Please contact Support (support@foundant.com) to enable this role. With the Advanced license (or if selected as a Standard +2 license feature), grants manager role permissions can also be customized. The permissions listed below are defaults.

    Users with the grants manager role cannot access:

    • The Email Templates page.
    • The Email Attachments page.
    • The Email History page.
    • The Merge Templates page.

    Users with the grants manager role can:

    • Access Foundant training resources.
    • View, edit, create, deactivate/activate users, not including administrators.
    • Proxy as other users, not including administrators.
    • View, edit, create, merge, and delete organizations.
    • View all open requests on the dashboard (this can be limited to specific requests or processes as an
    • Advanced/Standard +2 license feature).
    • Manually enter requests.
    • View questions with any visibility type.
    • Edit responses on forms (this can be enabled/turned off with the Standard license).
    • Mark forms as complete or incomplete.
    • Edit form deadlines for individual requests.
    • Assign applications, evaluations, and follow up forms.
    • Revert a request to a previous status.
    • Approve and deny requests (this can be enabled/turned off with the Standard license).
    • Send emails using existing email templates or a blank template.
    • Utilize GuideStar integration features.
    • View and edit budget and payments.
    • Create documents using merge templates.
    • View, edit, and export saved reports.
    • View shared documents marked visible for the grants manager role.

    Board Member

    The board member role is designed for users evaluating requests. This role has more access in the site than the staff evaluator role.

    Users with the board member role can:

    • Edit their contact information.
    • Complete the evaluation form(s) for requests they are assigned to evaluate, and view the relevant request form(s).
    • View all staff evaluator scores and comments in both open and closed evaluations for all processes.
    • View all board member scores and comments for closed evaluations for all processes.
    • Access the Requests and Decisions search page, and view any requests in the site via that page.
    • View the Organization Summary for a request, including any information saved via the GuideStar integration and any documents and comments.
    • View the Request Summary, including any documents and comments added by an administrator..
    • View shared documents marked visible for the board member role.

    Staff Evaluator

    The staff evaluator role is designed for users evaluating requests. This role has less access in the site than the board member role.

    Users with the staff evaluator role can:

    • Edit their contact information.
    • Complete the evaluation form(s) for requests they are assigned to evaluate, and view the relevant request form(s).
    • View documents or comments added by an administrator to a request they are assigned to review.
    • View shared documents marked visible for the staff evaluator role.