Articles in this section


  • SLM: Send One Denial Email Per Applicant

    To send one denial email per applicant, it is recommended that you first deny the requests individually.  You might choose to send only one denial email to an applicant if all of their requests are denied. For applicants who did receive a scholarship but had other denied requests, you might also choose to skip sending them any denial emails. The workflow for sending denial emails to applicants who did not receive any scholarships that they applied for is below. 

    Workflow

    1. After you have entered all of your decisions for applicants, run a report or a quick export (shown below) from the All Open Approvals workload page to pull a list of all scholarship recipients for reference. 
    2. The quick export will look like the screenshot below, and will contain the names of all scholarship recipients.
    3. Click Search in the upper navigation bar, then click Requests & Decisions.
    4. Filter by the Denied status. 
    5. Click Search at the bottom of the page.
    6. Check the Select All box at the top of the list. 
    7. Deselect the names of the scholarship recipients from Step 2. You can use the find feature in your browser (Ctrl+F) to quickly locate those requests.
      • It's important to deselect all requests that show up for a scholarship recipient. For example, if an applicant applied for 10 scholarships and received 1, you’ll need to deselect their 9 denied requests that show up in the search results.
    8. At the bottom of the page click Batch Actions, then click Email Applicants.
    9.  Select your email template, make any adjustments as needed, then click Send Email.
      • This will only send one email per user. You can confirm this by clicking Preview to view each email that will be sent.
     
  • Add Country Drop-Down to Registration Pages

    If you work internationally and/or need to record country information during registration, you can choose to add a list of countries to your Organization and User registration pages. To add this field, please contact Support (support@foundant.com). The question label and instructions can be customized for this field, but the list items cannot be changed.

    If you utilize the integration with CommunitySuite and give awards outside of the United States or Canada, this is an important field to add. Any synced requests or profiles using a non-CA/US country will be treated as an international address in CommunitySuite.

    When added to a registration page, the Country field appears as a drop-down list question.Add_Country_Drop_Down_to_Registration_Pages_1.png

     

    The user can select their country from the available list options.Add_Country_Drop_Down_to_Registration_Pages_2.png

  • Workload Page Options and Best Practices

    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.   

    mceclip1.png

     

    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.

    mceclip2.png

     

    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.  

    mceclip3.png

     

    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.

    mceclip4.png

     

    Your search results display is limited by your paging settings. While you are searching across all requests contained in the workload page, the system will not display more requests per page than you've selected. For example, if you selected to see 10 requests per page but your search finds 50 requests, you will still only see 10 of those requests per page.

     

    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. mceclip5.png

    • Check the "Page" box to select just the requests on the page currently displayed.mceclip6.png

    • Check the boxes for specific requests. 
      • This can include specific requests across multiple pages, not just the page currently displayed.mceclip7.png

    The workload page displays the total number of requests you've selected versus the total number of requests across all pages.mceclip8.png

  • Reallocate Funds for COVID-19 Relief Efforts

    The scenarios below outline steps to take when reallocating funds to COVID-19 relief efforts for a previously approved request. Taking these steps helps ensure that data is as accurate as possible, both for your records and for the tracking efforts via the COVID-19 approval form field. 

    Please refer to this article for an overview on the COVID-19 approval form field, and the instructions for adding the field to a process: COVID-19 Approval Form Field

     

    Reallocating the Entire Amount Awarded

    1. Add the COVID-19 field to the approval form for the process. 
    2. Select the appropriate COVID-19 list option in that field. 

     

    Reallocating Part of the Amount Awarded 

    In this scenario, you are deducting the amount of the original award that is to be reallocated to COVID-19 funding (placing it in a separate request), and preserving the amount of the award to be maintained for the original project/program. 

    1. Add the COVID-19 field to the approval form for the process. 
    2. On the original request, adjust the installment forms so that this request only contains funds that will be used for the original project/program.
      • You might choose to edit the amount on the installment form(s), or remove installments that are being reallocated. This article outlines some options for adjusting installments: Options for Adjusting Installments and Payments. Please reach out to your CSM if you have further questions. 
    3. Manually enter a new approved request with the reallocated portion as the Amount Awarded
    4. On the approval form for this new request, select the appropriate COVID-19 list option in the COVID-19 approval form field. 

     

    Reallocating a Request that is Synced to CommunitySuite

    1. Add the COVID-19 field to the approval form for the process.
      • This is only necessary if you want to see this data in GLM/SLM as well.
    2. Select the COVID-19 option for the request in CommunitySuite
    3. The COVID-19 field data for that request will automatically update in GLM/SLM.
    4. Any changes to the Amount Awarded for the request must be made directly in CommunitySuite.
     
  • Attach Follow Up to Overall Award or Installment Form

    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.

    Follow_Ups_1.png

     

    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. FollowUps_213.png

     

    • Applicant dashboard.Follow_Ups2.png
    • 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 TypeForm 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.  Follow_Ups3.png

     

  • Options for Evaluating Follow Up Forms

    If your workflow includes evaluating a grantee/scholarship recipient's follow up forms, the best practice options in GLM/SLM vary based upon the tools included in your license level. Reach out to your CSM if you'd like to discuss any of these options in more detail.

     

    • Limited or Basic License: Add the questions for evaluation on the follow up form. Set the visibility for those questions to administrator or internal visibility. 
      • These questions can be organized within a separate group on the form. 
      • Only administrators will be able to respond to these questions. 
        • Users with the board member role can view the follow up form and the internal questions, but cannot respond. 

     

    • Standard License: Add the questions for evaluation on the follow up form. Set the visibility for those questions to administrator or internal visibility. If individuals other than administrators need to respond to the questions, give those users a dual role of grants manager. 
      • Before taking this step, review the additional privileges of the grants manager role to make sure this is appropriate (this article is a good starting point: User Roles Defined). 
      • The evaluator can then locate the follow up form on their dashboard and respond to the internal questions. 
      • If you need multiple individuals to respond to the questions, add each question multiple times to the form and designate which evaluator should respond to it (i.e. Impact of Project - Evaluator 1, Impact of Project - Evaluator 2, etc.).

     

    • Standard +2 or Advanced License: Create an internal follow up form containing the questions for evaluation. 
      • Each follow up form can only be assigned to one user (i.e. one evaluator or one administrator). 
      • If multiple individuals need to respond, you can create multiple copies of the internal follow up form in the process. 
     
  • Options for Adjusting Installments and Payments

    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). 

    If you utilize the integration with CommunitySuite, adjustments to installments and payments should be handled within CommunitySuite (not within GLM/SLM).

    There are additional considerations if you are refunding a grant synced between CommunitySuite and GLM. In that scenario, please start here with this CommunitySuite article: Refund a Grant

     

    Options for Adjusting Installments and Payments

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

     

    • 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.

     

  • Credit a Payment

    If a payment recorded for a request needs to marked as credited (i.e. the payment was returned by the grantee or award recipient), you can enter a negative payment to reflect the situation. This will decrease the Amount Paid and increase the Balance for the request.

    This is the appropriate action if you want to show that a payment was returned/credited, and keep a record of the original payment. 

    If you need to simply remove a payment that was recorded, and do not want to retain a record of the original payment, refer to this article instead: Delete a Payment.

    If you utilize the integration with CommunitySuite, adjustments to payments should be handled within CommunitySuite (not within GLM/SLM).

    Credit a Payment

    1. Click on the project name to reach the Request Summary. 
      credit_1.png

      • 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.credit_2.png

    3. Click the installment that contains the payment to credit.credit_3.png

    4. Click Make Payment.credit_4.png

    5. Enter the payment amount as a negative number. Enter the payment date (you might choose to make this the date the payment was returned), and any comments regarding the situation.credit_5.png

    6. Click Make Payment.credit_6.png

    7. The Amount Paid and Balance for the request will automatically update. credit_7.png

  • Delete a 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. 

    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.

    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.

    If you utilize the integration with CommunitySuite, adjustments to payments should be handled within CommunitySuite (not within GLM/SLM).

    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 icon.
    5. Click OK.
    6. The Amount Paid and Balance for the request will automatically update. 
  • Decrease the Amount Awarded

    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. 

    This is the appropriate action if you want to decrease the Amount Awarded and keep a record of the original installments.

    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

    If you utilize the integration with CommunitySuite, adjustments to installments should be handled within CommunitySuite (not within GLM/SLM). 

    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.

    While you can determine the original Amount Awarded via the installments, the original amount will not be visible on the approval form unless you add a custom field and manually record the information (i.e. a field labeled "Original Amount Awarded"). That data could then be pulled into a report as well.

     

  • Remove an Installment

    You can remove an installment for a request, which will automatically decrease the Amount Awarded.

    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.

    An installment with payments recorded cannot be removed.

    If you want to decrease the Amount Awarded and keep a record of the original installments (or if the installment has payments recorded), refer to this article instead: Decrease the Amount Awarded.

    If you utilize the integration with CommunitySuite, adjustments to installments should be handled within CommunitySuite (not within GLM/SLM).

    Remove 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 needs to be removed.
    4. Click Remove Installment.
    5. Click OK.
    6. The Installment Total (Amount Awarded) will automatically update, as well as the Balance for the request.
     
  • Cancel Part of an Installment/Installment with Payments

    In some cases, you may need to cancel part of an installment amount. In other cases, you may need to cancel an installment that already has payments recorded. You'll first need to adjust the installments for the request, so that an installment exists without payments in the exact amount you need to cancel. 

    Read more about how and why to cancel installments here: Cancel an Installment.  

    If you utilize the integration with CommunitySuite, installments should only be canceled or reinstated within CommunitySuite (not within GLM/SLM). More details are available here: Canceled Installments with CommunitySuite Integration 

    Cancel Part of an Installment/Installment with Payments

    1. Click on the project name to reach the Request Summary. 
      cancel_part_of_an_installment.png

      • 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. cancel_part_of_an_installment_2.png

    3. Add a new installment in the amount you need to cancel.
      cancel_part_of_an_installment_3.png

      • In this example, we need to cancel $2,500 of the first installment, so we've added a new installment for $2,500.  
    4. Edit the original installment amount to subtract the amount you're canceling. cancel_part_of_an_installment_4.png

      • In this example, we've subtracted $2,500 from the first installment. 
    5. Click on the installment you need to cancel, and click the toggle switch to cancel the installment.
      cancel_part_of_an_installment_5.png

    6. Now the Installment Total (Amount Awarded) will show the original amount of the award, and the Canceled Total and Balance will correctly reflect the scenario.cancel_part_of_an_installment_6.png

      • In this example, the first installment had a payment recorded. That information is still correctly reflected in the Amount Paid and Balance.
     
  • Cancel an Installment

    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)

    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.

    If you utilize the integration with CommunitySuite, installments should only be canceled or reinstated within CommunitySuite (not within GLM/SLM). More details are available here: Canceled Installments with CommunitySuite Integration 

    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.

      CancelInstallment1.png

      • 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.

      CancelInstallment2.png

    3. Click the installment that you want to cancel to open the details.

      CancelInstallment3.png

    4. Click Yes on the Cancel Installment toggle switch.

      CancelInstallment4.png

    5. Now the Canceled Total and Balance correctly reflect the scenario, and the Installment Total (Amount Awarded) is unaffected.

      CancelInstallment5.png

     

  • Process Does Not Appear for Manual Request Entry

    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.

    processnotappearing_1.png

    Expected Behavior

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

    processnotappearing_2.png

    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.
  • Manual Request Entry

    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. 
    • Public or Restricted Process: the request will only appear on the applicant's dashboard once it's been marked complete. 

    Manual request entry is designed for administrators to input requests.

    This feature cannot be used for an applicant to finish an application started on their behalf by an administrator.

     

    Manually Enter a Request

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

    manualrequestentry1.png

     

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

    Processes starting with the LOI stage cannot be used for manual entry.

    If you need to enter a request into a process with an LOI stage, you'll have to proxy in as the applicant to submit the LOI and application on their behalf.

    • 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.

    manualrequestentry2.png

     

    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).

    manualrequestentry3.png

     

  • Revert the Status of a Request

    Revert the Status of a Request

    1. Locate the request (e.g. from the Dashboard, or from the Requests & Decisions search page) and click the Project Name for the request. This will bring you to the Request Summary page. 
    2. Click the Advanced Options drop-down.  
    3. Click Revert Status.Revertstatus.png

    4. This moves the request back to the previous status. Continue clicking Revert Status until the request reaches the desired status. 

    If a request has evaluations data and you revert past the evaluations assigned status (e.g. back to the application complete status), the evaluations data will be deleted for that request. 

     

    Additional Information

    • If a request has follow ups assigned, each assigned follow up must be deleted (and first reverted back to the assigned/draft status if already submitted) before the request can be reverted past the follow up(s) assigned status (e.g. back to the approved status). Please refer to this article for more details: Revert the Status of a Follow Up
    • For a request in the application submitted status, the request can also be reverted back to application draft when viewing the application by clicking Application Incomplete at the bottom of the form.
    • If a request was manually entered, you will not be able to revert the request past the application submitted status. 
     
  • Budgeting Tool

    The budgeting tool allows you to view the amount budgeted and funds remaining for your entire organization or for specific processes. To fully leverage the Budgeting tool you must:

    1. Complete the budget field in your process summaries. 
    2. Record installments for approved awards
    3. Record payments

     

    By inputting your organization’s budget for each process and for the organization as a whole you can track how much money has been committed, how much has been paid out, and how much is still available.

    • To set a budget for a process, access the process.
    • Click on the Edit Process Summary tab to expand it.
    • Add a budget for that specific process then
    • Click Save Summary

     

    To access the Budgeting tool, select “Budgeting” from the under the Tools drop down in the top navigation menu. This will take you to the Overall Budget page.  This tab allows you to track your organization’s total giving budget, the amounts committed, paid and still available. 

    To utilize the Overall Budgeting tool:

    • Enter the budget date range in the Due After and  Due Before  fields 
    • Enter your budget amount into the “Amount” field 
    • Then click the Update Budget button.  
    • You may also select the processes you’d like included in your results via the Choose Processes button.
    • The amount paid, committed and available will now be reflected on your screen. 

     

    To view the budgeted, committed, paid and available amounts per process click into the Process Budgets tab. 

    •  At the bottom of the budgets table you’ll find two charts.
    • The Budget Comparison chart shows the percentage of your total budget that each process represents.
    • The Available Comparison chart shows the percentage each process still has available in regards to total amount still available to give.
    • Finally,  should you need to update a process budget you may do so by clicking the pencil icon to the right of the applicable process. 
  • Editing a Closed Grant

    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. 

  • Batch Close Approved Requests

    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.

  • Entering Payments

    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. 

     

  • Payment Tracking Overview

    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.

    Payment_Tracking_1.png

    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.Payment_Tracking_2.png

    • 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.Payment_Tracking_4.png

      • 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.Payment_Tracking_3.png

  • Revert the Status of a Follow Up

    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. revert_1.png

      • 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.revert_2.png

    To revert the status of a request with follow ups past the follow up(s) assigned status (e.g. back to the approved status), all follow ups assigned to the request must first be deleted. Please refer to this article for more details on reverting a request's status: Revert the Status of a Request

     

     

  • Reassign a Follow Up to Another User
    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.
  • Manually Assign a Follow Up
    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.FollowUps_1.png

    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.FollowUps_2.png

    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 you configured the Follow Up Submission Logic setting to Sequential, follow ups must be submitted in order according to their due date. When multiple follow ups are assigned, the assignee will not be able to submit the form with the next earliest due date until they submit the form with the earliest due date and it's marked complete by an administrator. If you'd like the assignee to be able to submit follow ups with later due dates before submitting those with earlier due dates, change that setting to Open.

     

  • Assigning Follow Ups Upon Approval

    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.
      •  
  • Add Installments to an Approved Request
    1. Click on the project name to reach the Request Summary.
       

      Addinstallment1.png

      • 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.

      Addinstallment2.png

    3. Click Add Installments.

      Addinstallment3.png

    4. Enter the number of installments you want to add in the # To Add field.

      Addinstallment4.png

    5. Enter the due date for the first installment you're adding.

      Addinstallment5.png

    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.

        Addinstallment6.png

    7. Click Add Installments.

      Addinstallment7.png

    8. The installments you're adding display on the next screen. Click on an installment to finish configuring it.

      Addinstallment8.png

    9. Enter the Installment Amount and any Installment Conditions.

      Addinstallment9.png

    10. After configuring all installments, click Save Installments.

      Addinstallment10.png

    The Amount Awarded for the request is equal to the total of the installments. After you add installments, the Amount Awarded field on the approval form will automatically update to reflect the new Installment Total

     

  • Edit an Installment

    Follow these steps to edit an installment for a request: 

    1. Click on the project name to reach the Request Summary.edit_an_installment.png

      • 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.edit_an_installment_2.png

    3. Click the installment you want to edit. This will expand the details. edit_an_installment_3.png

    4. Click the Pencil Icon next to the field you want to edit. edit_an_installment_4.png

    5. Click Save when you're done. edit_an_installment_5.png

    The Amount Awarded for the request is equal to the total of the installments. If you edit the installment amount(s) so that the Installment Total is more or less than the original total, the Amount Awarded field on the approval form will automatically update.

     

  • Edit Decision Information After Approving or Denying a Request

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

     

    Note: The Amount Awarded can only be changed by editing the installment amounts for the request. This article steps you through how to edit an installment: Edit an Installment. For additional options on changing the Amount Awarded to reflect different scenarios, refer to this article: Options for Adjusting Installments and Payments.

     

    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.

      EditDec1.png

    2. Click the project name to reach the Request Summary.

      EditDec2.png

    3. Click the Review icon next to the approval or denial form.

      EditDec3.png

    4. Locate the response you want to edit, then click the Pencil icon.

      EditDec4.png

    5. Make your edits, then click Save.

      EditDec5.png

     

  • Adding Decision Comments

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

    decisioncomments_1.png

     

    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.

  • How to Approve a Request

    Requests that are being approved must be approved one-at-a-time. Approve a request by accessing the Request Summary and clicking the Approve Request button. 

    • As soon as the Approve button is clicked, the administrator will be presented with the Approval form. 
    • All questions marked required must be answered before the Approval process can be completed.
    • If you would like to add a Decision Comment, select Add New Comment from the Comments tab at the top of the page.

    how_to_approve_a_request.png

    • Finalize the approval by clicking the Approve Request button at the bottom of the page.

    If you are not ready to complete the Approval, you may be save the approvals and finalize it at a later date. Approval drafts are housed in the Draft workload page in the Approval stage on the Dashboard. 

    • To complete a draft approval, click into the Approval Draft workload page and click on the review icon to the right of the request. 
    • Finalize the form, making sure all required fields are complete and then click the Approve Request button at the bottom of the form. 

    Upon approving the request, the Add Installment pop up will appear. From here you can select one or multiple Installment forms to attach to the request.

    • Indicate how many installments there will be by entering the number of installments next to each applicable form in the # to Add field. 
      • Most clients will only use one installment form, but depending on your process set-up and chosen method of recording installments you may use more than one of the installment forms. 
    • Enter the Initial Due Date next. 
      • This date will apply to the 1st installment.
    • Then indicate how many months there will be in between each installment if necessary. 
      • The system will automatically configure the due date for all other installments based on the number of months entered.
    • Next, click Add Installments.

    how_to_approve_a_request_2.png

    • You are then presented with the installment forms to complete based on the # of installments entered in the # to Add field on the previous page.
      • Click on each installment tab and make any desired updates to the Due Date and Amount, and complete any other custom fields you may have. 
      • The Installment Amount will automatically be populated by the Amount Awarded divided by the number of Installments 
      • Once all installments forms are complete, click Save Installments.

    If you do not have any Follow Up forms configured in the follow up stage of the process the request will move into the Approved workload page on the Dashboard and reside there until the request is closed.