Articles in this section

  • The Importance of Copying Processes

    Once a process is created and the forms are built in each stage, the process can be copied and used as the template to create other processes in your site. We strongly recommend that you copy an existing process to create new processes, as this plays a vital role in your ability to easily build data sets, reports, and merge templates. This method also saves you time, preventing you from needing to build each form and process from scratch. 

    Why Copying Processes is a Best Practice

    When you add a question to a form, the system gives the question a unique field code in the background. The code serves as the identifier for the question throughout the entire system. If you make copies of forms and processes, the field codes in the background are also copied.

    The system uses the field codes when pulling questions and their responses into reports and merge templates. If a question is built from scratch, even if it is identical to a question that exists in another process, the questions will not have the same field code and will be identified as two different fields. This is because the system reads the code in the background, rather than the question’s label.


    Let's say in the application for your Fall Process you've added an "Amount Requested" question. The system automatically gives that question a field code, for example "R123." If you copy the Fall Process to create your Spring Process, the "Amount Requested" question on that new application also has the field code of "R123."

    Now let's say you're building a report to look at requests from both your Fall and Spring processes, and one of the fields you've added to the report is "Amount Requested." Because the field code for "Amount Requested" is "R123" for both processes, the system will put all the amount requested data into one column in your report. This makes it simple to build a report showing how much was requested across all processes.

    If you did not copy the Fall Process to create the Spring Process, and instead built a brand new process from scratch, the "Amount Requested" question for the Spring Process will have a different field code. When you build a report to look at requests from both processes, there will be a separate "Amount Requested" column of data in the report for each process. Those fields can be combined in the report, but it is an extra step and can become tedious if it must be done for many fields. 

  • Archived vs. Active Processes

    When a process is no longer in use, we recommend archiving it to keep your Process Manager page clean. An archived process can be restored to an active state at any time.


    Archive or Restore a Process

    To archive a process, first make sure it's toggled off. Then check the box next to the process in the list on the Process Manager page, click Batch Actions, then click Archive Selected in the options that appear.Process1.png 

    To restore an archived process, check the box next to it in the Archived list, then click Restore Selected.Process2.png


    How Does Archiving Affect the Process?

    Once a process is archived: 

    • It moves to the Archived section of the Process Manager page. 
    • It cannot be turned on unless it's restored. 

    Beyond the items above, archiving does not affect the process itself, or requests within the process: 

    • Any active requests within the process can continue forward as usual. 
      • Applicants who are still working on a follow up form, for example, can still submit the form. 
    • The process and its forms can still be copied.
    • All requests within the process are available as usual on the dashboard (if any are still active), through the Requests & Decisions search page, reporting, User Summary pages, etc. 
  • Restore an Archived Process

    To un-archive a process follow these steps:

    1. Once in Process Manager click on the Archived tab in order to expand it.
    2. Select the processes you wish to restore using the checkboxes and press Restore Selected to return them to the Available processes group.
  • Process Stages and Colors

    Process stages are the distinct steps a request for funding may go through. For example, the application and evaluation stages. You as the administrator can choose which steps to include in a process, but the application and decision stages are required. 

    Clicking on a stage opens more details. If it's an optional stage (i.e. the LOI or follow up stage), it can be enabled using the toggle switch.

    You can then access the form for this stage to make edits, and can configure a variety of settings depending upon the stage. These settings may include: 

    • Due Date for the form
    • Automatic Emails to be sent according to different events within the stage
    • A pool of evaluators who may be assigned 

    The color of a process stage indicates its status: 

    • Green: This stage is fully configured - "Ready." 
    • Yellow: This stage has additional settings that could be configured - "Not Finished." 
      • These could be new settings due to a recent release in the software. 
      • The stage can still be used at this point.
    • Red: This stage needs something to be configured before it can be used - "Not Ready."
    • Gray: This stage is not in use - "Not Using."
  • Applicants Can't Access a Process


    You intend for a particular process with public visibility to be accessible, but applicants are not able to see the process on your Apply Page. Applicant_1.png

    Normal Behavior

    When within the date range for a process (with public visibility), it should show up on your Apply Pagalong with the Apply button.Applicant_2.png


    1. From the Dashboard, click Tools in the upper navigation bar, then click Process Manager. 
    2. Next to the name of this particular process, click the toggle switch so that it turns green. This means the process is now turned on, and will be visible on your Apply Page. 
    3. Next to the name of this particular process, also check that the date range is correct for when it should be accessible to applicants.
    4. If the dates need to be corrected, click the name of this process. 
    5. Click Edit Process Summary. 
    6. Edit the start and/or end dates for the process.
    7.  Click Save Summary.
  • Unexpected Color Changes in Process Stages

    On the first Wednesday of each month, Foundant's Development team releases updates into the software. These releases typically consist of minor bug fixes, as well as functionality enhancements and the addition of brand new features.

    All users receive an announcement in their site upon initial login after a software release has occurred:

    Occasionally, these updates result in the addition of new functionality in process stages. In these cases, a stage previously fully configured with a Green status will automatically change to a Yellow status.  This is your visual indicator that one or more new features in the stage need to be configured:


    Once configured, the stage will return to green status.
    You may also achieve green status by opting out of the feature through selecting the Not Using option:


    We encourage you to use any feature that will positively impact your workflow! If you have questions on how to apply new features in your site, contact Foundant Support ( or your CSM for assistance. 

    Please note that stages with a Yellow status will still work properly. The yellow status is simply a way to help ensure that you are aware of all of the features available for use.
  • How to Archive a Process

    Things to note before archiving a process:

    • The process must be turned off to be archived
    • An archived process can be moved back to the active list
    • Applicants will still be able to access their requests – All Data in an archived process is still available through reporting, search requests, etc.


    How to Archive a process
    To archive a process follow these steps:

    1. Click on Process Manager, located under Tools in the Navigation menu
    2. Use the Checkboxes to the left of the process to select the processes you wish to archive.
    1. The archived processes are now housed in the archive tab at the bottom of the Process Manager page.
  • The Boat Method: Sync a New Question Between Processes

    Each question on a form has an underlying field code. When a process is copied, the field codes for questions within the process are copied as well, meaning that they are synced with the new process.

    Syncing field codes for questions that are the same across processes (for example, "Amount Requested") is helpful for a couple of reasons. When building a report, if the field codes for a particular question are synced, the data for that question will end up in one column in your report. If the field codes are not synced, you'll need to manually combine the separate columns in the report. In addition, one merge template could be used for multiple processes if field codes are synced. 

    This is why we emphasize building one process first, then copying it to create any additional processes or the next annual process. Sometimes, however, situations arise where you might need to add a question to multiple existing processes, and would still like that question synced across the processes. The "boat method" is a way to do this.

    1. Add the new question to one of your processes as desired.
    2. Create a follow up form, naming it something easy to spot, such as "Boat" (it will only be used for this purpose, and then deleted).

    3. Share the new question onto the follow up form. 

    4. Go to the next process where you'd like the new question added.

    5. Copy the follow up form into this process. 

    6. Share the new question from the follow up form onto whichever form in the process it needs to end up on. 

    7. If the question needs to be added to other processes, repeat steps 4-6. Then you can delete the follow up form from both processes. 


      •  The processes need to be turned off in order to do so. 
    8. The new question is now synced across the processes.
  • Copy a Form into a Different Process

    Each form can only be attached to one process. When you copy the form you do not need make any changes but each form is unique and changes made to one form will not show up on another version of that form.

    To copy an existing form into a process follow these steps:

    1. Click on Tools in the navigation menu, and select Process Manager
    2. Click on the Process Name
    3. Click on the Process’s Stage
    4. Click Change Form or Add Follow Up
    1. Select the form you want copy
    2. Click "Copy Selected Form
  • Can I Use One Form in Multiple Processes?

    Q: Can I use one form (LOI, Application, Evaluation, Follow-up) in multiple processes?

    A: No, each form can only be attached to one process.

    • However, you can copy the form into another process. When you copy a form you will now how multiple versions of that form.
    • The best practice is to immediately update the name of the new copy of the form.
      • Please note that copies of forms are not attached in anyway. If you make changes in one form, the changes will not be made in the form from which it was copied.
  • Update a Copied Process

    After you’ve copied a process, there are several items that you'll likely want to update or double-check in the new version of the process.  

    Process Summary

    In the Process Summary, items to update and double-check include:Update_a_Copied_Process_1.png

    • Name
      • If you incorporate the year, season, quarter, etc. in your process names, you'll need to update it here.
      • We recommend making each process name unique for reporting purposes.
    • Budget
    • Start and End Dates
    • Description
      • It's common to include dates or other specific information in the process description, so be sure to double-check this in the new process. 

    Process Stages and Forms

    In the process stages and forms, items to update and double-check include:Update_a_Copied_Process_2.png

    • Form Names
      • We recommend including the process name in each form name. Edit a form, then click the Pencil icon next to the form name to update it. 
    • Form Due Dates
    • Form Questions
      • Update any dates or specific details in questions and instructions as needed. 
      • Make any general edits to questions based on feedback from applicants, your staff, or board members from the previous cycle. You can also delete or add questions at this time.
      • NOTE: If you plan to add new questions that already exist in another process, consider using the “boat” method so that the background reporting field codes stay synced.
    • Evaluator Pools
      • Add or remove evaluators from each evaluation stage's pool (list of users who will evaluate requests in that stage) as needed. 
    • Email Templates
      • Update any dates or specific details in automatic email templates for the process, if applicable.
      • Remember to double-check the subject and CC lines in addition to the email body. 
    If you use the Eligibility Quiz feature, we recommend that you talk with your CSM about best practices related to copying the Eligibility form forward separately vs. re-opening the same Eligibility form.


    Process Manager Page

    On the Process Manager page, don't forget to toggle the process on when you're ready for it to appear on the Apply page. The process must be toggled on in order for applicants to start a request. 


  • Copy a Process

    It's best practice to copy an existing process in your site when creating a new process, or when preparing for the next annual cycle. Follow these steps to copy a process:

    1. From the Dashboard, click Tools in the upper navigation bar, then select Process Manager.
    2. Click the name of the process that you want to copy.

    3. Click Copy Process.
    1. Give your new process a name, then click OK.

    2. Now you're viewing the new process, and can make any further edits. 


    The forms within your new process will keep their original names, so you might need to make edits to each form name (i.e. if they reference a specific year).

  • Follow Up Auto Due Date Options

    The auto due date feature, if configured, will automatically populate the Follow Up due date at the time of approval, so you do not have to manually add the due date. This tutorial will walk you through the different options available for how the system will automatically generate the follow up due date. 

    1. First, choose from the type of Auto Due Date options, select your options by clicking the drop down menu.
      • Not Using - This option allows you to proceed without creating a rule for assigning that particular follow up. You will be able to assign that (and every other follow up) at the request level after a grant or scholarship has been made.
      • Time Span - This allows you to set the Follow Up due date based on the number of days, weeks, months, or years before or after the decision date,  or any other date field created in the process.
        • Example: a funder that asked what the Project Start Date and Project End Date were in the application wants a 6 Month Progress Report due six months after the “Project End Date”.
      • Specific Date - This allows you to utilize a calendar to select a specific due date and time for the Follow Up to be due.
        • Example: a funder with a fiscal year that ends in June wants fiscal reports that would list any funds that haven’t been spent submitted by June 15 of that year.
      • Sliding Date - This option allows you to select a due date at the end or beginning of the month, quarter, year or specific month after the decision date.
        • Example: a foundation with an annual meeting in October wants an interim report due from every grantee at the end of September so they can give the board an update.
    2. Then complete the following fields so that the Auto Due Date will set to the correct date for your process. 
    3. Finally decide if you would like to use the Hard Deadline feature. Turning this on will restrict applicants from submitting the form after the deadline has passed. 

    Note: you must first set up the auto due date feature and then approve the grant. This feature will not allow you to batch assign follow ups to approved grants.

  • Auto Configure Installments

    The Auto Configure feature for an installment form allows you to set the initial installment date, the number of installments to add, and the number of months between each installment. When approving a request within that process, the installments will then automatically be configured according to your settings. 

    This can be helpful if you have a typical pattern for award installments within a process. For example, if most awards are paid across three installments, spaced 6 months apart, with the first installment due 14 days after the decision date. Auto configuring the installment form in the process with those settings can save you time when approving requests. 

    Even if you've auto configured the installment form, you have the opportunity to remove or add additional installments as you're approving an award, and can adjust the due dates as needed.


    Auto Configure an Installment Form 

    1. Navigate to the decisions stage for the process, and click the tab for the installment form you'd like to auto configure. Note that there will only be one installment tab if you only have one installment form.Auto_Configure_Installments_1.png

    2. Select how you'd like to configure the due date for the first installment. 
      • Time Span: Set the first installment due date based on a certain period of time before or after the decision date or another date tracked within a previous form.Auto_Configure_Installments_3.png

        • For example, you could configure this to be 1 month after the decision date. Even if awards for this process are approved on different dates, the first installment due date for each award will always be set to 1 month after the decision date.

      • Specific Date: Set the first installment due date to a specific date.Auto_Configure_Installments_7.png

        • For example, if there is a specific date that all awards for this process will receive their first installment, this would be the appropriate option.

      • Sliding Date: Set the first installment due date to the beginning or end of the month, quarter, year, or a specific month, based on the decision date.Auto_Configure_Installments_4.png

        • For example, if you set this to the end of the month and approve an award in March, the first installment due date will auto configure to March 31st.
        • If you set this to the end of October, for example, the first installment due date for awards will auto configure to October 31st of the same year as the decision date.

    3. Enter the number of installments to add automatically, and the number of months between each installment.Auto_Configure_Installments_6.png

    4. If you prefer to manually add installments and due dates for each award instead, select Not Using.Auto_Configure_Installments_2.png
  • Blind Evaluations

    Applicant names and contact information can be hidden from evaluators on a Process by Process basis by selecting the User Role under Show Contact Info

    • By default, all evaluator roles will be able to see Contact Info. 


    Turning this feature on will only hide all contact information including at the top of the evaluator, anywhere the Request Summary is visible, and the Search Requests and Decisions page. 

    Please note that any information within the form (i.e. questions asking for involved staffs names or student id) will be visible to the evaluator.

  • Evaluation Option: Anonymous

    If you've selected the Share option for an evaluation stage, you can also select the Anonymous option. Selecting the Anonymous option means that when evaluators view other evaluators' responses, they will not see those evaluators' names. Instead, they will see the evaluators listed as Evaluator #1, Evaluator #2, etc. 

    Follow the steps below to select the Anonymous option for an evaluation stage. 

    1. Click Tools, then click Process Manager.Evaluation_Option_Anonymous_1.png 
    2. Click the Process Name.Evaluation_Option_Anonymous_2.png 
    3. Click the LOI or Application stage to access the desired evaluation stage.Evaluation_Option_Anonymous_3.png 
    4. Click the applicable Evaluation Stage tab.Evaluation_Option_Anonymous_4.png 
    5. Check the box for the Anonymous option.Evaluation_Option_Anonymous_5.png
    If you would like to use the Anonymous option for all evaluation stages, it must be selected separately for each stage.




  • Evaluation Option: Share

    When Share is selected for an evaluation stage in a process, evaluators will be able to view their peers' evaluations for LOI or application stages while the evaluation period is open.

    Follow the steps below to set shared evaluations.

    1. Click Tools, then click Process Manager.

    2. Click the Process Name.

    3. Click on the LOI or Application stage to make edits to evaluation settings.

    4. Click on the applicable Evaluation Stage tab. 
      Your system may include up to three evaluation stages: one at the LOI stage, and two at the application stage. 


    5. Check the Share box in the evaluators section of the evaluation tab.

    Shared evaluations must be selected separately for each evaluation stage in the process and do not have to be the same for both evaluation stages within the same process. Selecting the share evaluations option will not affect board members' ability to view closed evaluations.
  • Side-by-Side Evaluations

    Side-by-side evaluations allow the user evaluating a form to view the evaluation on one side of the screen with the LOI or application on the other side. This functionality creates a quicker and easier experience for those evaluating forms.

    This is an optional feature that can be turned on in each evaluation stage by a site administrator.

    • To enable side-by-side evaluations, go to the Process Manager and click into the process you would like to update.
    • Click the Evaluation tab in the correct process stage.
    • Check the box that appears next to Side by Side on the right-hand side of your screen.Side_by_Side_1.png

    The workflow from the evaluator’s perspective is very similar to the way it is when you are not using side-by-side evaluations.

    • Once the evaluator logs in and views the list of forms to evaluate on their Dashboard, they will click on a Review icon to complete work on an evaluation.

    • Next, they will view the evaluation form on the left with the application or LOI on the right.
      • If this is an application evaluation and the applicant also completed an LOI, the evaluator will be able to toggle between the forms if need be. 
    • The evaluator can complete the evaluation form while reviewing the application from the same screen. 
      • An evaluator can click on the Double Arrow icon between the application/ LOI and evaluation forms to switch which form appears on the left side of their screen. Their selection is automatically saved as a set preference for completing evaluations thereafter. 
    • The evaluator can use the vertical divider line between the evaluation and the application or LOI to resize each section.
    • At the bottom of the evaluation form, there is a Save button.
      • This can be used if an evaluator needs to save the evaluation in draft form or if they have finished the evaluation all together.
  • Adding or Removing Evaluators on a Process

    In both cases, to add or remove an evaluator you must do so via the process evaluator list within the Process Manager.

    Add an Evaluator

    1. Click on Tools.
    2. Click on Process Manager.
    3. Click on Process Name for the process you want them to evaluate.
    4. Select the Process Stage:  LOI or Application (depending on which form is being evaluated).
    5. Select the Evaluation tab (depending on if it’s an LOI Evaluation or Application Evaluation).
    6. Select your Evaluator role from the drop-down list – You must choose what role (administrator, board member or staff evaluator) will be completing this evaluation.Evaluator_1.png

    7. Click on the # Selected button with the person icon on it (located to the right of the Evaluator role name selected).Evaluator_2.png

    8. Select the boxes next to the evaluator names you would like to include in the pool of evaluators available to review requests in this process and then click Save Selection.Evaluator_3.png
    If the evaluator you’re looking to assign the request to does not appear on the list of evaluators verify that:
    • The user account has been created.
    • The user role is correct.
    • The user account is active.
    • The user has been added to the pool of evaluators within the correct process stage.

    Once evaluators have been added you can assign the new evaluator to any application in this process for review.

    Remove an Evaluator

    Follow the steps above, except in Step 7 you must instead de-select the boxes next to the evaluator names you would like to remove from the pool of evaluators who are able to review requests in this process and then click Save Selection.

    If an evaluator has been removed from the list of process evaluators they will also no longer show as an option to choose from on the list of process evaluators when assigning evaluators to an LOI or application in the future. However, if an evaluator who has been removed from the list of process evaluators within the process has already saved work on an evaluation for an LOI or application that they were previously assigned then that evaluation will remain on their Dashboard and they will be able to complete it.
  • Form Due Dates

    When adding a Form to a Process, you will see the option to add a Due Date to the form. You can either set this option to Not Using or select a Specific Date

    Selecting Specific Date will bring up three more fields you must define before using the deadline.

    • First, you can select the date and time of your due date.
    • Next, you can adjust the Time Zone if necessary. By default, this will be set to your Foundations timezone.  
    • Finally, you can decide if you would like this deadline to be a Hard Deadline. Turning this toggle on means that no applicant will be able to submit after the deadline.
      • Having a Soft Deadline, or not turning this toggle on means that applicants will be notified of the deadline, but will still be able to submit a request after it has passed.

    Please note Form Due Dates only affect the specific form they are assigned to, and will not be affected by a Process Start and End Date.

  • Remove or Change Forms in Process Stages

    For any applicable stage within a process:

    • The Remove Form button allows you to remove the form from the process.

        • You cannot remove a form if the process is turned on. It must be turned off while you remove the form, and then the process can be turned back on.
        • Once a form is used in the process, it is permanently attached to the process and cannot be removed.

    • The Change Form button allows you to change the selected form to a different form.

        • When you click Change Form you are presented with the list of forms in the system that are the same form type. Remember that you can select a form from the list and copy it into the stage, or you can choose to create a new form.

          • You cannot change to a different form if the process is turned on. It must be turned off while you change the form, and then the process can be turned back on.
          • Once a form has been used in the process, it is permanently attached to the process and cannot be changed to a different form.
  • Adding Forms in a Process Stage

    To add a form to a stage, click on the applicable stage in the status bar. Then click on the “Choose Form” button. A list of the forms in the system that are the same form type (LOI, Evaluation, Application, Approval, Denial, Follow Up) will appear.

    • For example: If you are in the LOI stage, when you click on “Choose Form,” all of the LOIs currently built in the system will be in the list.

    You can choose to copy one of the existing forms into the process by selecting the radio button next to the form name and clicking “Copy Selected Form”.

    • If you do not want to utilize one of the forms in the list, click “Create New Form” to build a brand new form. 


  • Process Toggled On vs. Off

    Processes can be toggled on and off on the Process Manager page. Below are the key differences between processes that are toggled on vs. off.

    Process Toggled On


    • The process shows up on the Apply page, regardless of the start/end date range. 
      • For a Public visibility process, this is true for all applicants. 
      • For a Restricted visibility process, this is true for applicants who have the access code.
        • Or, if there is an eligibility quiz in front of the process, this is true for applicants who were found eligible through the eligibility quiz. 
      • An Internal visibility process will not show up on the Apply page for applicants, even when it's toggled on.
    • If it's within the start/end date range of the process (or if the process doesn't have start and end dates), applicants can start a new request within the process. 

    Process Toggled Off


    • The process does not show up on the Apply page, regardless of the start/end date range.
    • Applicants cannot start a new request within the process. 
    • Existing requests within the process are not affected. 
      • For example, applicants working on a draft form (e.g. application, follow up) can still submit the form if you toggle the process off.
        • A hard due date (set in the corresponding stage of the process, e.g. application stage) or an administrator abandoning the request would prevent the applicant from submitting a form. Toggling the process off alone does not prevent applicants from submitting a form.
    • The process can be archived, keeping the Process Manager page organized.
  • Process Start and End Dates

    Start and End Dates can be added to a process via the Edit Process Summary dropdown, on the Update Process page. This only affects an applicant's ability to start an application and is NOT a deadline to submit a form.

    Start Date

    If you have entered a Start Date for a process, applicants will be able to start a new request in the process beginning at 12:00 AM on the start date (in the time zone selected in your site settings). The process must also be toggled on in order for applicants to apply.

    End Date

    If you have entered an End Date for a process, applicants will no longer be able to start a new request in this process after 11:59 PM on the end date (in the time zone selected in your site settings). The Apply button will disappear, and if an applicant has not started a request by that time, they will not be able to do so. 

    Process Order on the Apply Page

    Public processes will appear on the Apply page according to the order on the Available Processes list on the Process Manager page (not according to Start or End Dates). Use the six dots to the left of the process name to drag them up or down the list. Please note, Universe processes in SLM will always appear at the top of the Apply page.

  • Process Visibility Types

    Below are the available process visibility types. Select the appropriate type in the Edit Process Summary section of a process.


    • The process is visible to all applicants on your Apply Page when turned on. 
    • Any applicant can apply within the process.  


    • This visibility type requires you to set an access code for the process.
    • The process is only visible on your Apply Page if an applicant types in the correct access code for the process.
      • If a process uses an eligibility quiz, the process visibility type is automatically set to restricted. An applicant is able to apply within the process if they are found eligible through the eligibility quiz.
    • Any applicant who enters the access code can apply within the process.


    • The process is not visible on your Apply Page. 
    • This visibility type is designed for administrators to manually enter requests.  
  • Edit the Process Summary

    Process details and settings (e.g. name, start and end dates, visibility) can be edited at any time. Follow the steps below to make edits: 

    1. Click Tools in the upper navigation bar.

    2. Click Process Manager.

    3. Click the Name of the process.

    4. Click Edit Process Summary to expand the options.

    5. Edit any details and settings as needed, then click Save Summary.editprocess_5.png