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  • Question Type: Regular Expression (Regex)

    The Regular Expression (Regex) question type allows you to build a question with restrictions on responses. For example, you can require that users enter a response in a specific format, or within a certain numeric range. 

    The Regular Expression (Regex) question type is available with the Standard +2 (if selected as a feature) or Advanced license. Please reach out to Support (support@foundant.com) to enable this question type in your site or if you have any questions related to using it.

    There are two key components when building a Regex question:Regular_Expression.png

    • In order to define the response restrictions, you'll need to enter a Validation Expression.
      • For example, the following expression would restrict responses to $0-1500 with any amount of 0s in front: ^0*([1-9]|[1-9][0-9]|[1-9][0-9][0-9]|1[0-4][0-9][0-9]|1500)$
    • The Validation Error Message allows you to enter text that will appear in a red box underneath the question if a user enters something that doesn't meet the restrictions.

    After the Regex question is created, it will appear on the form as a text box.Regex_2.png 

    Regex questions cannot be shared to another form in the process.

     

    Validation Expression Resources

    If you need assistance with writing a validation expression, reach out to Support (support@foundant.com).

    There are also a variety of resources online if you'd like to learn more or want to write your own validation expression. Some resources that others have found helpful are listed below: 

  • Create Custom Columns

    As an administrator, you may edit the columns that are visible at the top of the workload pages, the Your Evaluations tab, and the Payment Tracking page. You may add up to two additional columns on these pages. 

    This feature is available to users with a Standard license or above. Please reach out to the Support team to enable this feature in your site. 

    There is additional functionality with custom columns as an Advanced license feature (or Standard +2 license feature if selected). More details are available here: Advanced License Custom Columns 

    At this time, custom columns are not available on the following workload pages: LOI Evaluations Assigned, LOI Evaluations Closed.  

    Custom columns are now available on the following pages if the JSON Workload Grids feature is enabled (reach out to the Support team with any questions or to enable that feature): Application Evaluations Assigned, Application Evaluations Closed, All Open Approvals. 

    1. Navigate to a workload page, the Your Evaluations tab, or the Payment Tracking page. 
      • To reach a workload page, click the name of the status on the dashboard.
      • To reach the Your Evaluations tab, click the tab on your dashboard. 
      • To reach the Payment Tracking page, click Tools in the upper navigation bar, then click Payment Tracking.
    2. Click the Edit Columns icon on the right side of the table header. 
    3. The popup displays the currently selected columns for this page.
    4. To remove a column from this page, click the red icon. Some default columns cannot be removed.
    5. To rename a column on this page, edit the text in the Name box. 
    6. Some default columns may give you the option to link the data in that column to another applicable page (i.e. Project Name links to the Request Summary). If you do not want the data in that column to be linked, uncheck the checkbox. 
    7. The tabs on the left side of the popup show other columns available to be added on this page. The first tab shows a dropdown for each form in your site related to this page (i.e. all of your LOI forms for the LOI Draft page). 
    8. To add a column from a form, select the applicable field. 
      • That field will automatically be selected on any other forms in this list that it appears on, as long as the field codes are synced (the codes will be synced if you copied one form/process to create the forms where this field appears).
      • When viewing this page, if a request does not have data related to the field you selected, the column will be blank for that request.
    9. If the data in a column is in a numeric format, you have the option to apply an aggregate function to that column. Click the Aggregate dropdown and select a function (i.e. sum or average). Workload_11.png

      • The available options for functions will depend upon the type of numeric data.
      • The aggregate data will appear at the bottom of the column on this page.  
    10. Click Save Columns when you're finished configuring the custom columns for this page. Workload_12.png
  • Copy Functionality

    The copy functionality allows administrators and/or applicants to copy an existing request to create a new request. Copies can be created in the same process or a different process depending upon how you configure this feature. This feature can save your applicants hours of time and reduce traditional copy and paste errors. 

    The copy functionality is an Advanced license feature (available within the Advanced or Standard +2 licenses). Please reach out to your CSM with any questions on your license and included features.

    For step-by-step guidance:  The following walk-thrus (for administrators) are available in the Foundant Help Menu: 

    • Configure the Copy Functionality
    • Copy a Request as an Administrator 

    The following tutorials can be shared with your applicants: 

     

    Common Uses

    Below are some common scenarios where the copy functionality is used: 

    • An applicant wants to apply to several of your available processes. 
    • An applicant applied last year, and wants to get a head start filling out their request for this year.
    • An administrator needs to copy an applicant's request into a different process. 

     

    Feature Details

    Copy Settings

    When configuring this feature, you can decide whether only administrators, only applicants, or both user roles can create copies of a request. 

    When copying a request as an administrator, you can choose to place the new request in either draft or submitted status. If the request is placed in draft status, the applicant can edit their responses before submitting the new request.

    For an applicant to copy an existing request into a new process (i.e. they applied last year and now want to apply this year), the following must be true:

    • The copy functionality is enabled for applicants in the old process (where they submitted their original request).
    • The copy functionality is enabled for applicants in the new process.
    • The new process is toggled on and active (meaning the current date is within the start and end date range, if applicable).

     

    Content that Copies

    Responses from the existing request can only be copied into the first form of the new request (either LOI or application, depending upon what the process starts with). This is because a new request is created, so it's intended to move through the process as usual beyond the first form. 

    When copying a request, responses will only transfer to the new request if both of the following are true: 

    • The destination process was copied from the original process. 
      • For example, let's say you're copying a request from your Annual Cycle 2020 process into your Annual Cycle 2021 process. If Annual Cycle 2021 was created by copying Annual Cycle 2020 (even if you added, edited, or deleted some questions), any questions that are the same on the first form of the process will match up for request copying purposes.  
    • Question labels are the same. 
      • Consider the example above, where the first form in Annual Cycle 2021 was created as a copy of the first form in Annual Cycle 2020. If a particular question label was changed on the first form in Annual Cycle 2021, a response to that question from Annual Cycle 2020 won't copy over to the new form.

    If an applicant copies their request, the responses for any matching internal visibility questions will be copied as well (but will not be visible to the applicant). If you want to prevent this and instead fill out these questions even if a request is copied, you can modify the labels on any internal visibility questions after copying a process.

  • Adding an Eligibility Form

    There are three options when adding an eligibility form to the Eligibility stage of your process. 

    These include creating a new form, copying a form, or adding a form that already exists. There are different scenarios when each option should be used, see below for descriptions.

     

    • Create New Form: Use this option when you need to create a form from scratch. This is best used when you are adding an eligibility form that is specific to a new process or when creating your very first form.Adding_an_eligibility_form_1.png
    • Copy Selected Form: This option is used to create a copy of an existing form. For example, you would use this option if you want to make changes to the form for a new year but don't want to make any changes to last year's form. Adding_an_eligibility_form_2.png
    • Add Selected Form: This option will add the exact same form you select to the process you are in. This should be used when you want multiple processes to be behind the exact same eligibility form. For example, if you have three processes that should be behind the same eligibility form then you would create or copy the form into the first process and then add that form to the other two processes.
      • When using this option, even though the exact same form is being used you can create unique rules for each process.Adding_an_eligibility_form_3.png

    Having multiple processes behind the same eligibility form versus process(es) behind their own unique eligibility forms could look something like this:

    • Eligibility Form 1
      • Process A
    • Eligibility Form 2
      • Process B
      • Process C
      • Process D
    • Eligibility Form 3
      • Process E
      • Process F

    Here are some examples of when you can use the same eligibility quiz for multiple processes (with differing rules):

    • If you have one process for applicants requesting under $5,000 and one process for applicants requesting over $5,000 you could put those behind the same eligibility quiz. Then, depending on their request amount they would be directed to the correct LOI or application.
    • For scholarships, if you have a different process for high schoolers, undergraduate students, and graduate students then you could put all three of those processes behind the same eligibility quiz. The rules for this situation would direct the applicant to the correct LOI or application based on their education level.
    • The same eligibility quiz can also be used to direct users to a renewal process versus a new applicant process.
  • Building Eligibility Quiz Rules and Rule Groups - GLM

    Within the Eligibility tab of the Update Process page, you can view and edit the eligibility rules specific to that process. Remember that eligibility forms can be shared across multiple processes, but the rules must be specific to each process. 

    All rules must be created within a group, and all groups must have to same rule operator (either AND or OR). 

    • To edit the name of the rule group or the operator, click on the rule group pencil icon to the right of the title. 

    Within each group, you will see the option to either add a rule or to Add And/Or Rule Group

    Selecting Add Rule will bring up the Add Rule menu. 

    • Select a Form Question from the dropdown menu, a Comparator, and enter a value in the box. 
      • The Rule Name will automatically populate based on the answers you have selected.
      • Note: You cannot add multiple answers to the value box. If you do need to add multiple possible answers to the same question, use the OR operator to create a rule for each answer. 
    • For example, if you ask for a an applicant for their amount requested, and only want applicants who are requesting under $10,000, you would add the Amount requested Form Question, with the Comparator of Less Than, and enter 10000.
    • Select Add Rule once your rule is set.

    You will now see the new rule added in a row within the rule group.

    • To edit or delete the rule, select the edit "pencil" or red delete "x".
    • You can repeat these steps to create as many rules as necessary for your process.

    If you would like to add nested groups, you can do so by selecting the Add AND/OR Rule Group button. 

    • After selecting Add AND/OR Rule Group you will view the Add Rule Group popup menu. 
    • Here you can add a Group Name and select the Operator (i.e. And or OR).
    • Select Add Rule Group once complete.

    You will now see the new group added within the current group, and the Operator type will be visible in the Add Rule box. In this example, the Counties Served Group has the OR operator type. 

    You can continue adding rule to the new group or add rule groups nested within the group.

    Note: You can always add a group inside your current groups, but you cannot create a group that will engulf previously created groups. For this reason, it is very important to create a draft of your rules and how you would like them to work prior to creating them on your site. 

     

    The following is an example rule group.

    Example

    The applicant will pass this quiz based on the following:

    • They serve Gallatin OR Madison county
      • AND
    • Their organization is a 501c3
      • AND
    • They are requesting less than $10,000
  • Eligibility Center for Eligibility Quiz

    If you're using the Universal Application feature, please refer to this article instead: Eligibility Center for Universal Application

    Overview

    The Eligibility Center is a page that allows you to search for, view, and manage eligibility quiz results and forms. Each tab on this page gives you specific search and action options. 

    To access this page, click Search in the upper navigation bar, then click Eligibility Center.Eligibility_Center_for_Eligibility_Quiz_1.png

     

    Eligibility Results Tab

    The Eligibility Results tab allows you to view applicants' eligibility results (pass/fail) and retest eligibility if needed. You can search for a specific applicant by name, or based on criteria such as a date range. Leaving all criteria blank and clicking Search will show you all eligibility results in your site, but please be aware this could take a while to load!

    The eligibility results display in a one row per process format. For each applicant in your search, you'll see their pass/fail result for each process tied to the eligibility form.Eligibility_Center_for_Eligibility_Quiz_2.png


    On this tab, you can also: 

    • Send a batch email.Eligibility_Center_for_Eligibility_Quiz_3.png

    • Perform a quick export.Eligibility_Center_for_Eligibility_Quiz_4.png 
    • Click a Passed or Failed status to see details related to the eligibility rules.Eligibility_Center_for_Eligibility_Quiz_5.png

      • If you click a Failed status, the message will display details about which specific rules the applicant did not pass.Eligibility_Center_for_Eligibility_Quiz__new_1.png

      • The message will also inform you if the applicant's responses to eligibility questions or the eligibility rules themselves have been changed since the current status was generated. If this is the case, it's recommended that you retest eligibility for the applicant to see their most up-to-date status for the process.Eligibility_Center_for_Eligibility_Quiz__new_2.png

     

    Retest Eligibility

    Retesting eligibility for an applicant tells the system to check the applicant's responses against the eligibility rules for a process again. This is often done if you've corrected an applicant's response to a question used in eligibility rules, or if you've changed an eligibility rule.

    Retesting can be done for one or more applicants, and you can retest for one process or multiple processes in a batch.

    Click the arrow icon to retest an applicant's result for a specific process.Eligibility_Center_for_Eligibility_Quiz_6.png

    A pop-up will appear indicating whether the applicant passed or failed eligibility for that process. If the applicant failed eligibility, you'll see details about which rules they didn't pass.

    You can also select multiple results for one or more applicants, click Batch Options, then click Retest Eligibility.Eligibility_Center_for_Eligibility_Quiz_7.png

    There are two key scenarios to consider after retesting:

    1. If an applicant has already started or submitted their LOI or application for a process, they will not be affected if found ineligible for that process during retesting.
      • This means the applicant can still submit their request if it's in draft status, unless you as the administrator abandon the request.
      • If the request was already submitted, you might choose to deny the request in this scenario.
    2. If an applicant is now eligible for another process after retesting, they will see the option to apply on the Apply page.
      • Best practice is to communicate with the applicant in this scenario, because they're not automatically notified about the newly available process.

     

    Eligibility Forms Tab

    The Eligibility Forms tab will display a list of eligibility forms in your site, with the number of active (turned on) and inactive (turned off) processes that each form is attached to. Enter the name of a specific eligibility form, or leave the search criteria blank and click Search to view all eligibility forms in your site.

    Click the active or inactive Number for an eligibility form to see the process names.Eligibility_Center_for_Eligibility_Quiz_8.png

    Eligibility_Center_for_Eligibility_Quiz_9.png

    Reopen an Eligibility Form

    Click the Arrow icon to reopen an eligibility form for all applicants.Eligibility_Center_for_Eligibility_Quiz_10.png

    Once the eligibility form is reopened, applicants are required to submit it again before they can start a new request for any processes tied to the form. If applicants have already started or submitted their LOI or application for a process, this will not affect those requests.

    Please note that this reopens the eligibility form for all applicants. Refer to the Eligibility Submissions Tab section below for instructions on reopening the eligibility form for a specific applicant instead.

     

    Eligibility Submissions Tab

    The Eligibility Submissions tab allows you to view applicants' eligibility form submissions and reopen the eligibility form for them if needed. You can search for a specific applicant by name, or based on criteria such as a date range. Leaving all criteria blank and clicking Search will show you all eligibility submissions in your site, but please be aware this could take a while to load! 

    The eligibility submissions display in a one row per form format. For each applicant in your search, you can view their responses to each eligibility form they filled out. Click the Paper icon to view their responses.Eligibility_Center_for_Eligibility_Quiz_11.png

     

    Eligibility Processes Tab

    The Eligibility Processes tab will display a list of processes that are tied to an eligibility form. Enter the name of a specific eligibility form to only view processes tied to that form, or leave the search criteria blank and click Search to view all processes tied to any eligibility form in your site.

    Click the Paper and Pencil icon next to a process in the list to view or edit the eligibility form tied to it.Eligibility_Center_for_Eligibility_Quiz_14.png

  • Eligibility Quiz: Applicant Workflow

    If your process utilizes an Eligibility Quiz, the applicant workflow has a few differences from the workflow without an Eligibility Quiz. 

    1. On your Apply page, any active Eligibility Quizzes will sort above processes without an Eligibility Quiz. If you've added a description to the quiz, it will appear here. 
    2. After clicking Start Eligibility Quiz, the applicant will be brought to the Eligibility Quiz to complete. They have the option to Save Eligibility or Submit Eligibility.
      • If they choose to save the form, when they come back to their dashboard they'll see the Edit Eligibility Quiz option.
    3. After clicking Submit Eligibility, they'll be brought to a confirmation page that lists any processes they're eligible to apply for.
      • If they are not eligible for any processes with this Eligibility Quiz, the message will direct them back to the Apply page. This is in case you have other processes available (that do not use the Eligibility Quiz) that they might apply for. 
    4. Clicking Continue will bring them back to your Apply page. 
    5. Now they will see each process they're eligible for listed underneath the Eligibility Quiz. Clicking on the name of a process will expand its description. 
    6. To start an application within a process, the applicant can click Apply. 
      • The rest of their workflow will be the same as within a process without an Eligibility Quiz. 

     

    If you'd like an applicant to bypass the Eligibility Quiz, you can give them the access code for the process(es) you'd like them to be able to apply within. 

     

    You are welcome to share the following video tutorial with your applicants regarding the Eligibility Quiz: Video Tutorial - Eligibility Quiz

  • Testing Eligibility Rules

    Once you have created your Eligibility Form and Eligibility Rules, the next step is to test the rules. To do this, fill out the questions on the form, then click Test Answers.   

    • After clicking on Test Answers you will see a screen that looks like the following:
      • The results will be broken up by the Rule Groups showing each group that failed. The example below is showing that all three groups; Extracurricular Activities, Work Experience, and GPA GreaterThan 2.99 have failed.
      • Rules can fail for multiple unintended reasons including spelling, creating the question incorrectly, incorrect grouping or using the wrong operator (AND or OR). It is important to test the rules to make sure you are obtaining the required results. 

    Once the rules have been created as intended, you should receive the following message when testing the correct answers. 

     

  • Activating the Eligibility Form

    While building the Eligibility Form and adding the Eligibility Rules the Eligibility stage should be Inactive and the form/rules should also be inactive.

     

    Once the Eligibility Form has been built and the rules added and tested then you will want to turn the form/rules on (Active) and that will also change the Eligibility stage to Active.

     

    When the Eligibility Quiz is activated the process is automatically made restricted. The Access code can be used to allow applicants to apply even if they do not pass the Eligibility Quiz. The Access code will also allow applicants to apply for a process without taking the Eligibility Quiz.

    • If the process did not already have an access code, one will automatically be generated for you.
    • Note that you may go in and update the access code at any point

    If you have any additional questions about the Eligibility Quiz, feel free to contact Foundant Support at support@foundant.com.

     
  • Building Eligibility Quiz Rules and Rule Groups - SLM

    Within the Eligibility tab of the Update Process page, you can view and edit the eligibility rules specific to that process. Remember that eligibility forms can be shared across multiple processes, but the rules must be specific to each process. 

    All rules must be created within a group, and all groups must have to same rule operator (either AND or OR). 

    • To edit the name of the rule group or the operator, click on the rule group pencil icon to the right of the title. 

    Within each group, you will see the option to either add a rule or to Add And/Or Rule Group

    Selecting Add Rule will bring up the Add Rule menu. 

    • Select a Form Question from the dropdown menu, a Comparator, and enter a value in the box. 
      • The Rule Name will automatically populate based on the answers you have selected.
      • Note: You cannot add multiple answers to the value box. If you do need to add multiple possible answers to the same question, use the OR operator to create a rule for each answer. 
    • For example, if you ask for a students GPA, and only want students who have a GPA above 3.0 applying, you would add the GPA Form Question, with the Comparator of Greater Than, and enter 2.99.
    • Select Add Rule once your rule is set.

    You will now see the new rule added in a row within the rule group.

    • To edit or delete the rule, select the edit "pencil" or red delete "x".
    • You can repeat these steps to create as many rules as necessary for your process.

    If you would like to add nested groups, you can do so by selecting the Add AND/OR Rule Group button. 

    • After selecting Add AND/OR Rule Group you will view the Add Rule Group popup menu. 
    • Here you can add a Group Name and select the Operator (i.e. And or OR).
    • Select Add Rule Group once complete.

    You will now see the new group added within the current group, and the Operator type will be visible in the Add Rule box. In this example, the Extracurricular Activities Group has the OR operator type. 

    You can continue adding rule to the new group or add rule groups nested within the group.

    Note: You can always add a group inside your current groups, but you cannot create a group that will engulf previously created groups. For this reason, it is very important to create a draft of your rules and how you would like them to work prior to creating them on your site. 

     

    The following are example rule groups.

    Example 1

    The applicant will pass this quiz based on the following:

    • They participate in Football OR Basketball
      • AND
    • Their GPA is greater than 2.9
      • AND
    • Their county of residence is Gallatin

    Example 2

    The applicant will pass this quiz based on the following:

    • They played Soccer AND Lacrosse 
      • OR
    • They were involved in Student Government OR Peer Advisors 
      • AND
    • Are currently employed 
  • Adding an Eligibility Quiz to a Process

    The Eligibility Quiz feature allows administrators to create a form for the initial stage of a single process or for multiple processes to determine eligibility for those processes. Eligibility is determined based on rules attributed to the eligibility form. Eligibility Quiz is a feature included in the Advanced license.

    • By default, the Eligibility Quiz feature will be turned off.
      • If you have an Advanced license and this feature has not been turned on, please contact Support at support@foundant.com to have the feature enabled.
      • To discuss upgrading to an Advanced license, please contact your CSM.

    Once the feature has been turned on, in order to add an eligibility form, go to the Process Manager page and select the process you would like to edit by clicking on the process name.

    • Click on the Eligibility stage, then click Add Eligibility Form.Adding_an_Eligibility_Quiz_to_a_Process_1.png
    • If this is your first eligibility form, click Create New Form. If you already have existing eligibility forms, you can either click Create New Form or select a form in the list and click Add Selected Form.
    • You can add a description at the top of the eligibility form to explain who should complete the form. For example, there might be a separate form for high school students and one for adults. The description associated with an eligibility form is similar to a process description.
    • If you're creating a new form, you'll have the following question types to choose from while building the eligibility form:Adding_an_Eligibility_Quiz_to_a_Process_2.png
    • Examples of eligibility questions include:
      • Major or general area of study
      • GPA
      • State or county of residence
      • Extracurricular activities
      • Demographic questions
    • Once an eligibility form has been created for a process then eligibility rules can be added to the form. The rules are attributed by process and, therefore, the same form can be used for multiple processes but the rules for each form can be different.
      • To add rules you must go back to the Update Process page which is accessible by clicking on the name of the process.
  • Access Third Party Dashboard

    As an administrator, follow the steps below to access the third party dashboard for a particular third party responder. 

    1. Click the project name of the request they've been listed as a third party responder for. This will bring you to the Request Summary page for the request.Third_Party_1.png
      • The project name can be accessed from a workload page on your dashboard, from the User or Organization Summary pages, or the Requests & Decisions search page. 
    2. Click Request Email History.Third_Party_2.png
    3. Click the Subject of the automated email to the third party responder.Third_Party_3.png
    4. Within the email, click the Link to access the site.Third_Party_4.png

    5. You'll land on their dashboard directly from this link. All third party responders go directly to their dashboard rather than the request when clicking this link. This helps third parties keep track of applicant emails, requests, and deadlines more efficiently for all of the requests they've been invited to work on.
    6. Any other requests they've been listed as a third party responder for are accessible here. Click Edit to access their section of questions for a particular request.Third_Party_5.png
  • Third Party Workflow

    This article explains the steps for you to take when an applicant requests a response from you as a third party. For example, this could be a request for you to write a letter of recommendation, or for you to upload a specific document. Please note that your responses or any documents you upload as a third party are not visible to the applicant.

    Third Party Workflow

    1. In addition to an email written by the applicant explaining their request, you'll receive an automatic email from the system. The automatic email contains the link to your third party dashboard, where you can complete the request. Click the link in the body of the email.Third_Party_1.png
    2. You'll land on your third party dashboard, which contains all of your third party requests associated with this foundation (note that there may only be one request on your dashboard). Click any column header to sort the requests on your dashboard. The following information is displayed in the columns:
      • The applicant requesting your response.
      • The foundation to which the applicant is submitting an application.
      • The process, which is the funding opportunity. 
      • The date the applicant sent the request to you.
    3. You can view the status of each request in the far left column.
      • A red exclamation point indicates that you haven't submitted your responses for that request. 
      • A green checkmark indicates that you have submitted your responses for that request, so no further action is needed.
    4. To complete a specific third party request, click Edit next to the request.
    5. Complete the fields on the form, then click Save as Draft or Submit at the bottom of the page.
      • Clicking Save as Draft allows you to leave the site and return later to submit your responses.
      • Click Submit when you're finished filling out your responses. You will not be able to edit your responses after doing so.
  • Tracking Third Party Responses

    The applicant will be able to see the status of Third Party Responses on their dashboard next to the applicable request:

    The administrator will be able to see the status of the third party responses on their workload pages:

  • Build Third Party Email Templates

    After building a form that includes a third party group, your next step is to build an email template to request information from third party responders.

    1. To build the template, select Email Templates from the Communications drop-down list in the navigation bar and click Add New Template.
      templates_3.png

    2. In the body of the email, add instructions for the third party responders. The following information is included automatically when the email is sent:
      • A link to the third party questions (added below the instructions you've provided).
      • An applicant information section that lists the applicant's name, email, organization (if applicable), and a project name field (added to the bottom of the email). 
        The link and applicant information sections of the email are not visible in the Preview Template window. They cannot be edited or removed from your email template.
    3. In the Email Notification Events section, select Third Party Assigned.
    4. To activate the automatic third party notification, go to the Process Manager page and click on the name of the process that will use the template.
    5. Once on the Update Process page, click on the process stage that you would like to add the template to.
    6. In the Automatic Emails section, select the template you built from the drop-down list next to the To Third Party (when Applicant clicks Send) email.
      templates_3.png

     

  • Building Third Party Response Questions
    Third Party Response Questions in GLM are an Advanced feature and Standard+2 feature. Third party response questions are available for all licenses with SLM. If you have purchased this feature and you do not see it in your site please contact support to have it turned on.

    Questions requiring a third party to respond are built into the form in Process Manager. The forms that can use third party questions are: LOI’s, Applications, Evaluations, and Follow-Ups. 

    1. To add third party questions to a form, click on Process Manager which is in the navigation menu on the left side of the screen. 
    2. Click on the Process Name to update the process.
    3. Click on the Process Stage that you are adding third party questions to. (LOI, Application, Decisions, Follow Ups)
    4. Click on the Choose Form button if a form has not already been selected for that process stage.  
    5. Once you have selected to copy a form or add create a new form, click Edit.  
    6. Questions for the applicant to complete can be added to the form as they have in the past. They will not require any changes to your workflow.
    7. Third Party Questions are added to the form template by clicking on the Add Group button and checking Make this an Anonymous Third Party group.
    1. A Third Party Email question with a Compose Email button below it will be automatically added into the Group. This question will be answered by the applicant. 
      • Deleting this question will delete the whole group.
    2. Edit the Third Party Email question to include instructions for the applicant. The applicant will need to enter the email address of the third party and compose an email requesting a response.
    1. All other questions in the group will be answered by the third party responder. They will not be visible to the applicant. These questions will be identified by an icon. Add instructions and questions that the third party will answer in the group.
    1. If you have multiple third party groups, adding a group with only a divider line and no title or questions is a good way to separate the email questions on the applicant’s side. If you add a divider line within the third party group, it’s only viewable by the third party so it won’t separate the questions for the applicant.
  • Advanced Question Branching

     

    The Advanced Question Branching feature allows you to share branched questions between forms making the application process much easier for your applicants. Learn more about this feature available in Standard +2 and Advanced licenses.

  • Advanced License Custom Columns

    With the Advanced license (or as a selected feature within the Standard +2 license), users can create unique custom columns specific to their account. Reach out to the Support team to enable this setting in your site.

    Users with the following roles have the ability to edit custom columns: 

    • Administrator
    • Grants Manager
    • Board Member
    • Staff Evaluator 

    You also have the option to set custom columns as a default for all users (with the above roles) in your site. This would not affect users who have already configured their own custom columns. To do so, please contact the Support team. 

  • My Organization Chart Hierarchy

    The hierarchy created in the Organization Chart will affect what Information a user is able to view on the Organization Chart page. The following is a possible hierarchy that may be created in the My Organization Chart.

    • Notice that Admin Sammy has been added to the chart twice under two different Program Officers. 

    In this situation, Admin Sammy is able to view information on all 4 Committee Members. 

    But Program Officer Ann will only be able to view information on the users within her hierarchy, in this case, Sammy, Sarah, and Pam. 

     

  • Grants Manager Permissions Definitions

    With the Custom Grants Manager Permissions feature, the following permissions can be turned on or off for grants managers in your site. 

    This is an Advanced license feature. Please reach out to your CSM if you'd like to discuss license options. 

    • Manage Users

      • Create, edit, or delete users. 

    • Manage Organizations (GLM sites only) 

      • Create, edit, or delete organizations. 

    • Enter Manual Grants

      • Create a manual request for an organization (GLM sites) or applicant (SLM sites).

    • Proxy

      • Proxy login as another user.

    • Revert Status

      • Revert the status of a request.

    • Manage Evaluator Assignments

      • Assign evaluators to requests and edit assignments. 

    • Manage Requests

      • Approve, deny, close, and abandon requests. 

    • Approve Stage

      • Approve requests in the qualification or LOI stage. 

    • Manage Follow Up Assignments

      • Assign follow up forms for an approved request and edit assignments. 

    • Manage Installments

      • Add installments for a request and edit existing installments.

    • Manage Payments

      • Record, edit, and delete payments. 

    • Reporting

      • Access the Reports & Data Sets tool, and view saved reports and data sets. Export existing data sets and reports. 

    If your saved reports and data sets contain data from processes a grants manager is not assigned to, they will still be able to see that data.

    • Create Data Set

      • Create a new data set in the Reports & Data Sets tool and edit existing data sets. 

    All processes in your site are available when creating/editing a data set, so a grants manager would be able to see data in processes they are not assigned to. 

    • Send Emails

      • Send emails to users within the site, either by using saved email templates or without a template. 
    • Requests and Decisions

      • Access to the Requests & Decisions Search page, but cannot search for requests in a process they’re not assigned to. 

    • Request History

      • Access to applicants’ Request History tab. A grants manager will see any requests from processes they’re not assigned to (including details such as amount awarded), but can’t click into the request summary for those requests.

    • CommunitySuite Integration

      • Sync requests to CommunitySuite and approve or disapprove installments.
    • Mark Forms Complete 

      • Mark qualification, LOI, application, and follow up forms complete. 
  • Set Custom Grants Manager Permissions

    The Custom Grants Manager Permissions feature allows administrators to edit the permissions of each grants manager in the site. You may edit the default permissions for all grants managers, or for an individual grants manager.

    This is an Advanced license feature. Please reach out to your CSM if you'd like to discuss license options.

    Edit Default Grants Manager Permissions

    1. Click Search in the upper navigation bar, then select Users. 
    2. Click the Pencil Icon next to grants manager in the list of roles. 
      • If you've renamed this role in your site, the Pencil Icon will be next to the role that corresponds to the grants manager role.
    3. In the list of available permissions, click the Off/On toggles to turn each permission off or on for the grants manager role in your site. 
    4. The system auto saves your selections, so you can navigate away from this page when you're done.

    The permissions you set will be the default permissions for any users with the role of grants manager in your site. Any permissions set for an individual grants manager will override these defaults.

    Edit Individual Grants Manager Permissions 

    1. Click Search in the upper navigation bar, then select Users.
    2. Type the name of the grants manager you'd like to locate, then click Search. SetCustom5.png

    3. Click the Pencil Icon next to the user's name in the search results.
    4. Click the Pencil Icon next to grants manager in the Roles section of this user’s profile. 
      • If you’ve renamed this role in your site, the Pencil Icon will be next to the role that corresponds to the grants manager role. 
    5. In the list of available permissions, click the Off/On toggles to turn each permission off or on for the grants manager role in your site. 
      • You will also see a reminder for what the default is for each setting, i.e. “Default (On).”
    6. The system auto saves your selections, so you can navigate away from this page when you’re done. 

    The permissions you set for this user will override the default permissions for the grants manager role in your site. Repeat these steps if you’d like to customize permission for other individual grants managers. 

  • API Data Sets

    API Data Sets can be used to automatically pull a data set created within your Foundant site to an external software such as Salesforce or an accounting system. Setting up an API with your external software does require a general knowledge of software coding and is not performed or supported by Foundant. API Data Sets are an advanced feature and are not on by default. Please contact your CSM with any questions regarding API data sets. 

    To create an API data set, you can either copy an existing data set, or create a new one. With either option select the Make this an API Data Set check box to make the data set eligible to use with an API. 

    • If you are copying an existing data set this checkbox will be on the Copy Data Set popup 
    • If you are creating a new data set, this will be at the bottom of the Create Name/Description page. 

    Once your data set has been marked as an API Data Set, you can set your pre-filters and choose your data fields. However, you  can not run a report off of an API data set, which means you cannot add filters, sort orders, formulas, etc. When you have selected all the information you would like included in your data set, select the Save button.

    Return to the reports homepage by selecting Reports in the upper left-hand side of the page. Select the API Data Sets tab to view your created Data Set. 

    From this page you can also:

    • Export the data as an Excel document 
    • Create a copy of the data set
    • Retrieve/Manage API keys, and 
    • Edit or delete the data set

    Create a new API Key by clicking the Manage API Keys button on any API Data Set. A pop up will appear where you can see existing API Keys, who created the key and the option to revoke the key if needed. Upon selecting Create New API you will be given a Key Id code as well as a Secret Value. While you will be able to view the Key ID code, you will only see the Secret Value once, so you must copy this into a secure location.

    These two codes can then be added to the external software that you wish to pull the data set into. API data will automatically feed to your external system. You do not need to update or rerun the data set to get the most up-to-date information. 

  • Process-User Assignment Overview

    The Grants Manager Assignment feature allows administrators to assign users with the grants manager role to a process(es) and/or specific requests. Please note that this is an Advanced license feature. Reach out to your CSM with any questions regarding your license and included features.

    To use this feature, you must also have the grants manager role turned on in your site. Please contact Support (support@foundant.com) to have the role enabled.

     

    Assign a Grants Manager to a Process

    There are two methods available for assigning grants managers to processes. The first is to make these assignments within each process, which allows you to efficiently assign multiple grants managers to a process. The second is to make these assignments within the Edit User page for each grants manager, which allows you to efficiently assign a particular grants manager to multiple processes. 

    Assign within the Process

    1. Navigate to the Process Manager page and click the Name of the process.Process-User_Assignment_1.png 
    2. Click Assign Users in the upper-right corner of the screen.Process-User_Assignment_2.png

    3. This will show you a list of all grants managers in your site. Select the grants manager(s) who should have access to this process.Process-User_Assignment_3.png
    4. Once your selections are complete, click Save Assignments.Process-User_Assignment_4.png

    5. Repeat these steps for as many processes as needed. 

    Assign from the Edit User Page

    1. Click Search, then click Users.Process-User_Assignment_5.png 
    2. Enter the grants manager's name, then click Search.Process-User_Assignment_6.png 
    3. Click the Pencil icon for the grants manager.Process-User_Assignment_7.png 
    4. Click Assign Processes at the bottom of the page.Process-User_Assignment_8.png

    5. Select the process(es) to which you'd like to assign this grants manager.Process-User_Assignment_9.png 
    6. Click Save.Process-User_Assignment_10.png

    When you create a new process or copy an existing process, all grants managers are assigned to it by default. Remember to modify the grants manager assignments when creating or copying a process if needed.

     

    Assign a Grants Manager to a Specific Request

    1. To assign a grants manager to a specific request, first navigate to the Request Summary of the request by clicking the Project Name.
    2. Click Assign Users in the upper right corner of the screen.  
    3. This will show you a list of all grants managers in your site. Select the grants managers that should have access to this request, and deselect any grants managers who should not have access to this request.
    4. Once your selections are complete, click Save Assignments.

    5. Repeat these steps for as many requests as needed.

     

    There are a few places where grants managers can see requests that they are not assigned to:

    • On the User Summary for a particular user, grants managers will see all of that user's requests, including those that they're not assigned to. However, they cannot navigate into a request if it's not assigned to them.
      • For this reason, be careful about using process-user assignments to provide privacy on your site. 
    • Grants managers who are also evaluators will be able to see requests they are specifically assigned to review, even if they have not been assigned to the request.
    • Grants managers who have access to the reporting tool can see data from requests that they're not assigned to.

     

    Filtered or Restricted View

    You can decide if you'd like grants managers to only be able to view the requests they have been assigned (Restricted view), or if they can filter between their assigned requests and all requests in the system (Filtered view). 

    This is a site wide setting that will affect all grants managers in your system. Contact the Support team at support@foundant.com to adjust this setting in your site.

    If you choose the Filtered view, grants managers will see the option to view their requests or all requests at the top of their dashboard.

     

  • Follow Ups for Non-Applicants

    The Follow Ups for Non-Applicant feature allows administrators to assign Follow Up forms to users other than the applicant or members of the applicant’s organization. This includes "internal" users with Administrator, Grants Manager, Board Member and Staff Evaluator roles. This is an advanced feature. If you have an advanced license and this feature is not currently turned on in your site, please contact support to have the feature enabled.

    Assigning non-applicants a Follow Up is a two step process. First, the user must be added as a potential assignee to the specific follow up form. To do this:

    1. Access the Process from the Process Manager page, and select the Follow Ups stage of the process.
      • If the process does not already have a Follow Up, you will need to create one now.
    2. Select the Follow-Up form you would like to assign internal users to, and select the Select Internal icon to the right of the form name.
    3. A pop up will appear with all the internal users who are eligible to complete a follow up, organized by User Role.
    4. Select all users you would like to be able to assign, and then click Save Selection.
    5. The number of selected users will now appear on the Select Internal icon.

    Now you can assign the internal user the follow up form. You can do this immediately after approving a grant or when manually making Follow Up assignments from the Request Summary page. Internal Users will find their Follow Up Assignments on their Dashboard in the Your Follow Ups tab. Please note that this tab will not be visible if the feature has not been turned on.