Paging Options

When you click into any of your workload pages from the dashboard (i.e. Application Draft or All Open Approvals), you have the option to set the number of requests displayed per page. The system will default this view to 50 requests per page on all of your individual workload pages. If you select a different paging option, the system will remember what you selected when you log out and log back in.   

Aggregation 

If you're using the custom columns feature, you have the option to apply an aggregate function to a column of numeric data. This aggregation will display information relative to the requests shown on the page, as well as an overall sum that includes information from requests across all pages. 

For example, the $21,000 total in the screenshot below refers to the sum of the amounts awarded on that page, while the $83,500 total is the sum of the amounts awarded across all pages of requests for that workload page.

Sorting

When using the sorting function on a workload page, data across all of the pages will be sorted. Click a column header (e.g. "Applicant") to sort data by that column. A column with text data will sort alphabetically, and a column with numeric data will sort numerically. For example, if you sort by the Applicant column, all of the requests on the workload page(s) will rearrange to display in alphabetical order based on the applicant's first name.  

To apply an additional layer of sorting, hold the Shift key on your keyboard while clicking the additional column header.  

Search Functions

The search bar at the top of all of the workload pages is a keyword search that searches across all of the pages of data that may be present. Any search will also be applied to all related workload pages. 

For example, If you search "92" in the Application Submitted page, the system will also search and update the Application Draft and Application Complete pages as well to show you the search results on those pages.

Request Selection and Batch Options

You have several choices when selecting requests to perform a batch option: 

• Check the "All" box to select all requests on that workload page (e.g. Application Complete), across all pages of requests, not just page currently displayed.
  
  
• Check the "Page" box to select just the requests on the page currently displayed.
  
  
• Check the boxes for specific requests. 
  • This can include specific requests across multiple pages, not just the page currently displayed.

The workload page displays the total number of requests you've selected versus the total number of requests across all pages.

When assigning a follow up form, you have the option to attach the form to the overall award, or to a specific installment form. The default is to attach it to the overall award, but clicking the dropdown (pictured below) gives the option to select a specific installment.

Attaching a follow up to a specific installment doesn't affect your workflow in GLM/SLM or the applicant's workflow. The main benefit is giving visibility to both you and the applicant about a follow up form being related to an installment. This is helpful in instances where a follow up (i.e. a grant agreement or scholarship acceptance form) needs to be received before funds are released.

This information is visible in the following places: 

• Request Summary, in the Follow Ups tab.

• Applicant dashboard.

• When running a report, via the following steps:  
  • Set the output to One Row per Installment. 
  • Include Installment Balance, Installment Due Date, Form Type, and Form Name as fields in the data set.
    • It might also be helpful to include Submission Status for visibility around whether or not a specific follow up has been submitted. 
  • A follow up attached to an installment will show data in the Form Type, Form Name, and Submission Status columns, and you'll be able to see the related Installment Balance and Installment Due Date data as well. 
    • You can then apply a filter to only show rows of data with FollowUp in the Form Type column, so you're only viewing follow ups attached to installments in the report. 

Some situations may lead to the need to adjust installments and/or payments for a request. A variety of common solutions are referenced here, but we encourage you to discuss further with your CSM or the Support team if needed. 

A specific situation may require more than one solution listed below. For example, if an installment for an award needs to be canceled, and you need to indicate that the payments were returned (Cancel Part of an Installment/Installment with Payments and Credit a Payment). 

Options for Adjusting Installments and Payments

• Keep the Amount Awarded the same, but indicate that part/all of the award will not be paid.

  • Cancel an Installment
    • This is the appropriate action if you want to keep the original Amount Awarded, while indicating that the award (or part of the award) will no longer be paid. 
  • Cancel Part of an Installment/Installment with Payments
    • See above - this article explains how to cancel part of an installment, and how to cancel an installment if payments are recorded.

• Decrease the Amount Awarded. 

  • Decrease the Amount Awarded
    • This is the appropriate action if you want to decrease the Amount Awarded and keep a record of the original installments.
  • Remove an Installment
    • This is the appropriate action if you want to remove an installment and decrease the Amount Awarded, and do not need to keep a record of the original installments.
  • Edit an Installment
    • This is the appropriate action if you want to decrease an installment amount and the Amount Awarded, and do not need to keep a record of the original installments. 

• Increase the Amount Awarded. 

  • Add Installments to an Approved Request
    • This is the appropriate action if you want to increase the Amount Awarded and keep a record of the original installments. 
  • Edit an Installment
    • This is the appropriate action if you want to increase an installment amount and the Amount Awarded, and do not need to keep a record of the original installments. 

• Remove a payment, or indicate that it was returned.

  • Credit a Payment
    • This is the appropriate action if you want to show that a payment was returned/credited, and keep a record of the original payment. 
  • Delete a Payment
    • This is the appropriate action if you want to remove a recorded payment, and do not need to keep a record of the original payment.

After recording a payment for a request, you can delete it if needed. This will decrease the Amount Paid and increase the Balance for the request. 

If you need to indicate that a payment was returned/credited, and want to retain a record of the original payment, refer to this article instead: Credit a Payment.

Delete a Payment

1. Click on the project name to reach the Request Summary. 
   
   • The project name can be accessed from multiple locations, including a workload page (i.e. All Open Approvals), the User or Organization Summary page, or the Requests & Decisions search page. 
2. Click the Award Details tab.
3. Click the installment that contains the payment to delete.
4. Click the red X icon.
5. Click OK.
6. The Amount Paid and Balance for the request will automatically update. 

If you want to indicate that the Amount Awarded has been decreased or removed for a request, while retaining a record of the original installments, you can add a negative installment to the request. 

If you need to simply remove an installment, and do not want to retain a record of the original installments, refer to this article instead: Remove an Installment. 

Decrease the Amount Awarded

1. Click on the project name to reach the Request Summary. 
   
   • The project name can be accessed from multiple locations, including a workload page (i.e. All Open Approvals), the User or Organization Summary page, or the Requests & Decisions search page. 
2. Click the Award Details tab.
3. Click Add Installments.
4. Indicate that you are adding one installment, and fill out the date for the installment. 
   • You might choose to make the date match the date of the original installment, or the date that you are making this adjustment.  
5. Click the installment to finish configuring it. 
6. Enter the Installment Amount as a negative number. Enter any notes about this adjustment in the Installment Conditions.
7. Click Save Installments.
8. The Installment Total (Amount Awarded) will automatically update, as well as the Balance for the request.

Canceling an installment indicates that it is no longer a planned amount to pay, and removes the canceled amount from the Balance for the request. It does not affect the Amount Awarded (Installment Total). 

An installment with payments recorded cannot be canceled as is. Refer to this article for assistance in that situation: Cancel Part of an Installment/Installment with Payments. 

Cancel an Installment

Follow these steps to cancel an installment. 

1. Click on the project name to reach the Request Summary.
   
   
   
   
   • The project name can be accessed from multiple locations, including a workload page (i.e. All Open Approvals), the User or Organization Summary page, or the Requests & Decisions search page. 
2. Click the Award Details tab.
   
   
   
   
3. Click the installment that you want to cancel to open the details.
   
   
   
   
4. Click Yes on the Cancel Installment toggle switch.
   
   
   
   
5. Now the Canceled Total and Balance correctly reflect the scenario, and the Installment Total (Amount Awarded) is unaffected.
   
   

Problem 

You're trying to manually enter a request for an existing organization or contact, but the process you're looking for doesn't show up in the process selection dropdown.

Expected Behavior

The process should appear in the process selection dropdown so you can select it, and can enter a request within the process. 

Solution

There are several key items to check in this scenario: 

• The process must be toggled on (check this on the Process Manager page).
• The process must start with the application stage. 
  • If the process starts with another stage (i.e. LOI), you can still manually enter a request for the process, but will need to proxy as the applicant to do so.
• The application cannot contain third party questions.

Administrators can manually enter requests for any existing organization or contact in the system. This can be done via the User Summary page or the Organization Summary page (for GLM sites). Once a request is manually entered, it can be moved through the process as usual or immediately denied or approved.

Common Uses

Below are some common scenarios where manual request entry is used: 

• Entering historical requests into your GLM/SLM site for reporting purposes. 
• Entering any paper applications you receive into your site, so that they can be managed with all other requests. 
• Entering discretionary awards. 

If you plan to enter many manual requests (e.g. for recording historical awards), consider creating one or more internal processes for this purpose. This keeps requests organized and allows you to make application questions optional for manual entry purposes. 

Visibility to the Applicant

Manually entered requests are visible on an applicant's dashboard at different points depending upon the type of process used: 

• Internal Process: the request will only appear on the applicant's dashboard once it's been approved or denied. 
  • This can be modified using the Applicant Visibility setting.
• Public or Restricted Process: the request will only appear on the applicant's dashboard once it's been marked complete. 

Manually Enter a Request

From the Organization Summary or User Summary page, click Create Request in the Request History tab. 

You'll land on a page with a drop-down list of all activated process that start with the application stage.

• Choose the desired process from the drop-down list, select a contact to assign the request (if you started from the User Summary this will not be visible), then click Continue.
  • For GLM sites, you have the option to select "Unassigned" instead of choosing an actual contact.

The next page displays the application form. All required questions on the form must be completed before you can finish entering the request.

 You have the option to finish entering this request at a later time by clicking Save Application at the bottom of the page. You'll also see the option to put this request in the Application Complete status (click Application Complete), deny the request (click Deny), or approve the request (click Approve).

A closed grant will not show up your Dashboard. You can find it by clicking on Requests & Decisions and searching Closed.

When a grant is closed you can upload supporting documents or add a comment.

If you need to make any other changes to the grant you will need to revert the status of the request via Advanced Options in the Request Summary. 

To batch close, the status of the request must be Approved or Follow Up(s) Assigned. Keep in mind that a request with a status of Follow Up(s) Assigned could have follow up forms that are still in a draft or submitted status. When a request is closed, any assigned follow ups not already marked complete will be automatically be marked complete and cannot be deleted.

1. Click into the Follow Ups Complete workload page. Note that requests with follow up forms on this workload page could also have follow up forms in a draft or submitted status, so be sure to double check before closing. Another option is to go into the All Open Approvals workload page. This workload page can also contain requests with follow ups in draft and submitted statuses, so always make sure to double check which requests you are closing.
2. Check the boxes for the requests that you want to close.
3. Click Batch Options at the bottom of the list.
4. Select Close Requests.
5. Enter an optional comment (this will appear as a request comment for each request you're closing).
6. Agree to the warning that there is no batch undo, and click Close Requests.

Closing a request means nothing else needs to be done to the request and removes it from the dashboard.

Payments can be entered for Approved requests with at least one Installment. Entering payments allows you to track which installments have been paid and which are outstanding. Entering payments is not required however it is recommended as a good check and balance with your external accounting system.  

You may enter payments through the Request Summary page in the Award Details tab. 

• Access the installment for which you’d like to add a payment then selecting the “Make  Payment” button.
• Enter the payment Amount and the payment date. 
  • If desired also include the check number and payment comments. 
• Click the “Make Payment” button to finalize the payment record. 
  • The payment will be reflected in the installment record as well as the installment summary at the top of the Award Details tab. 
• Should you need to edit the payment click the edit icon next to the payment, make your updates, then click Update payment. 
• To delete the payment click the red x or delete button next to the payment. 
  • The Amount Paid totals will update accordingly in the Installment Summary. 

Payments may also be entered in the Payment Tracking page by clicking the plus sign icon next to the applicable installment. 

Payments can be added to installments via the Payment Tracking page. The Payment Tracking tool makes it easy to track the Amount Committed, Paid and Balance for each installment as well as totals across all installments.

• Locate the desired installment by performing a quick search or by entering search criteria and performing a full search.
  • If an installment is not appearing in the list make sure the Due On date ranges are set correctly.

Once the desired installment is located, payments can be entered by clicking on the Plus Sign icon to the right of the installment.  The Make Payment pop-up form will appear.

• Enter the Payment Amount and the Payment Date.
  • If desired also include the Check Number and Payment Comments.
• Click the Make Payment button to finalize the payment record.
  
  
  • You may repeat this process as many times as need to record all payments applicable to this installment.
  • Payments will appear at the top of the installment record.
    • Click the eye icon to expand and collapse the installment details.
    • To delete the payment click the red x or delete button next to the payment.
    • The Amount Paid totals will update accordingly in the Installment Summary.

Should you need export any installment or payment information select the records you’d like to export, then click Quick Export at the bottom of the page. A spreadsheet with the data will be downloaded to your computer.

Follow these steps to revert the status of a follow up form:

1. Navigate to the Request Summary for the request.
2. Click the Follow Ups tab.
3. Click the Revert Status icon next to a submitted or complete follow up to revert the status of that form.
   
   
   • The follow up will be reverted one status at a time (complete to submitted, submitted to assigned/draft). 
4. Click the red X icon next to an assigned/draft status follow up to delete that form from this request.

1. To reassign follow ups, click into the Request Summary page by clicking on the Project Name.
2. In the Follow Ups tab click Edit Follow Ups.
3. Select the follow ups to be reassigned and choose the correct contact in the Assign To dropdown menu.
4. Click Update Selected Follow Ups.
5. If an email is configured in the process manager to be automatically sent when the follow up is assigned, the email will be sent to the new contact.

1. Go to the applicable Request Summary.
2. Click into the Follow Ups tab.
   • If other follow ups have been assigned you will see them listed here.
3. Click Assign Follow Ups.
   
   
4. Select the Follow Up Form(s) to assign.
5. Attach the Follow Up to a specific installment or the overall award. 
6. Enter the Due Date.
7. Select the user to assign to fill out the follow up.
8. Click Assign Selected Follow Ups when done.
   
   
9. The assignee will then see the assigned follow up forms on their dashboard (unless the Show Follow Ups with Decision Status setting is configured).
   • If you have configured the To Applicant when Assigned automatic email for the follow up it will also be sent at this time.
   • When assigning multiple follow ups to the same person, if each follow up has the To Applicant when Assigned email configured in the process, the assignee will receive multiple emails.

If your process contains follow up forms you will be will be presented with the Assign Follow Ups grid after approving the request and adding your installments. The Assign Follow Ups pop up allows you to assign multiple follow up forms at once. You may choose not to assign follow ups by clicking the Cancel button and assign follow ups manually at a later time. If follow up assignment is skipped the request will move into the Approved workload page on the Dashboard.

If you do wish to assign your follow ups at this time:

• Click the checkbox to the left of the form name(s) you wish to assign.
  • If you configured the Auto Due Date feature for the follow ups by default the checkboxes will be selected for those follow ups.
• Indicate if the follow up should be attached to the Overall Award or a specific installment via the Attach To drop down. See this article for more details on this step: Attach Follow Up to Overall Award or Installment Form
• Enter the follow up due date.
  • If you configured the Auto Due Date feature for the follow ups by default the due dates will already be present in the Due Date field. You may change the dates if needed.
  • If you configured the Follow Up Submission Logic setting to Sequential, follow ups must be submitted sequentially by due date. You can change that setting to Open to allow applicants to submit follow ups with a later due date before those with an earlier due date. 
• Next, select the contact the form should be assigned to.
  • By default the applicant/request owner will be selected but you may choose a different contact from the same organization by clicking on the dropdown list and selecting the desired contact.
    • Please note only users within that organization who have active log on credentials will appear in the list.
    • Note that if a follow up form is assigned to a contact within the organization that is NOT that applicant, the request will also appear on the assignee's Dashboard. They will have the ability to view all of the forms in the request but will only be able to edit follow up forms assigned to them.
• After entering the assignment information for the desired follow ups click the Assign Selected Follow Ups button.
  • The assignee will then see the assigned follow up forms on their dashboard (unless the Show Follow Ups with Decision Status setting is configured).
    • If you have configured the To Applicant when Assigned automatic email for the follow up it will also be sent at this time.
      • When assigning multiple follow ups to the same person, if each follow up has the To Applicant when Assigned email configured in the process, the assignee will receive multiple emails.
• Requests that have follow ups assigned immediately after approval will be moved into the All Open Approvals workload page on the Dashboard, and will have the status of Follow Up(s) Assigned. Each follow up form will be visible on the Follow Up Draft workload page immediately after the forms are assigned.
  • In the follow up workload pages, each follow up form will have its own row, whereas on the other workload pages there is only one row designated for each request.
    • For example: If you assigned a grantee a Grant Agreement and a Final Report there will be a row for the Grant Agreement and a row for the Final Report in the Follow Up Draft workload page.

1. Click on the project name to reach the Request Summary.
    
   
   
   
   • The project name can be accessed from multiple locations, including a workload page (i.e. All Open Approvals), the User or Organization Summary page, or the Requests & Decisions search page. 
2. Click the Award Details tab.
   
   
   
   
3. Click Add Installments.
   
   
   
   
4. Enter the number of installments you want to add in the # To Add field.
   
   
   
   
5. Enter the due date for the first installment you're adding.
   
   
   
   
6. Enter the number of months between the installments you're adding. This is an optional field, but can save time if you're adding multiple installments. 
   • The system will automatically configure the due dates of each installment you're adding, based on the initial due date and the months between installments.
     
     
     
     
7. Click Add Installments.
   
   
   
   
8. The installments you're adding display on the next screen. Click on an installment to finish configuring it.
   
   
   
   
9. Enter the Installment Amount and any Installment Conditions.
   
   
   
   
10. After configuring all installments, click Save Installments.
    
    

Follow these steps to edit an installment for a request: 

1. Click on the project name to reach the Request Summary.
   
   
   • The project name can be accessed from multiple locations, including a workload page (i.e. All Open Approvals), the User or Organization Summary page, or the Requests & Decisions search page. 
2. Click the Award Details tab.
   
   
3. Click the installment you want to edit. This will expand the details.
   
   
4. Click the Pencil Icon next to the field you want to edit.
   
   
5. Click Save when you're done.

Responses on the approval or denial form can be edited after approving or denying a request. 

Follow these steps to edit responses on the approval or denial form: 

1. Locate the request, either via a workload page (i.e. Approved) or the Requests & Decisions search page.
   
   
   
   
2. Click the project name to reach the Request Summary.
   
   
   
   
3. Click the Review icon next to the approval or denial form.
   
   
   
   
4. Locate the response you want to edit, then click the Pencil icon.
   
   
   
   
5. Make your edits, then click Save.
   
   

Decision Comments may be added from the Comments tab of the Approval or Denial form. 

You may also add the Decision Comments Question field to the form itself. Any comments added to either location will sync to both fields. 

Only one decision comment can be created for each request.