Overview

An Integrated Custom Field is a connected custom field that exists in CSuite and GLM/SLM sites. The field data will update automatically between CSuite and GLM/SLM. A custom field can be created in CSuite, and then added as an integrated custom field in GLM/SLM.

If you would like to learn more about custom fields on the CSuite side, please check out this article: 

• Custom Fields Guide & Examples

The responses to these questions can be entered by applicants or administrators. However, this likely will be done by administrators as these are generally fields used for internal or coding purposes.  

Integrated custom fields are also available on organization profiles and user profiles in SLM.

Adding a Custom Field

1. Click Add Custom Fields Question.
   
   
2. Select one of the questions from the list available
   
   • This list is created from the available custom fields within CSuite.

In GLM/SLM, this acts as a typical question on the form. Any instructions, visibility, and required types will apply as usual. Once a custom field question is added to a form, two arrows will appear next to the question label. 

Once a request with a response to the custom field is synced to CSuite, the custom field response will populate on the grant/scholarship record in CSuite as well. 

After creating a CSuite Process in SLM and configuring your SLM settings in CSuite, you can sync approved CSuite Scholarships to SLM. 

The Scholarship must be Posted in CSuite before it can be synced to SLM.

To send a Scholarship to SLM: 

• While viewing a Scholarship in CommunitySuite, click Edit SLM Options from the left-side menu.
• In the Scholarship SLM Options window, the default settings that you defined in System Data or the related Fund(s) will populate. 
• If needed, you can edit the defaults to select a different SLM site or select a new SLM process.
• Edits made within the Scholarship SLM Options window will only affect the current Scholarship. SLM defaults in System Data and Fund(s) will not be affected.
• Once the Scholarship SLM Options have been reviewed or edited, click Save.
• Click Send to SLM from the left-side menu and the Scholarship will be sent to SLM for reporting purposes. 

Scholarships can also be sent to SLM in a batch:

• From the Open Scholarship Bucket, click Send to SLM from the left-side menu. 
• Filter the list if needed, then click Send to SLM from the left-side menu to send the Scholarships in the list to SLM.

To sync approved Scholarships from CSuite to SLM, you must create a CSuite process in SLM before a Scholarship can be synced. This must be created as a new process and cannot be copied from another process. 

Creating a SLM CSuite process is only required if you plan on sending Scholarships from CSuite to SLM.

On the Add Process page, the External Type must be set to CommunitySuite.

• Doing this will automatically lock the Visibility to Internal, and the Start and End Dates to be blank.  
• You may choose to set the Applicant Visibility if you are using this feature.  

Please note that once you click Create Process, you cannot change these settings or delete this process. 

Once the process has been created you can start adding questions to the Application. 

• CSuite processes are not compatible with the Eligibility, Qualification, or LOI stages of a process.

You can add a new Application form or copy an existing form into the Application stage. It is best practice to create a new form so that no incompatible questions are copied into the Application. 

Within the Application form, you can:

• Add CSuite Questions 
  • The available questions are all default fields that will populate with your information from CSuite upon syncing and creating the request.  
• It is best practice not to change the Name, Visibility or Required Type for these questions once they have been added to the form. 
• Or add any other questions and groups just as you would for any other form. 
• Do not create any questions with a Required Type set to Required. This will make it impossible to send a Scholarship from CSuite. 

Once you have finished creating the Application form, you can set up the remainder of the process as you would for any other process in the software.

You will not be able to pay a scholarship installment until the corresponding installment in SLM has been marked as Approved. Within SLM you can Approve the installment from:

• The Payment Tracking page, by clicking the Thumbs Up icon next to to the desired installment.
• The Award Details tab, within the Request Summary page, by clicking the Thumbs Up icon.
  • Both of these options will release the scheduled payment for fulfillment in CSuite.

 

Once the award has been approved in SLM, it can be paid in CommunitySuite.

• Navigate to the scholarship award in CommunitySuite.
• In the Grant ID column of the Recipient Payments table, click Pay to create a Grant Voucher.

 

The regular steps for paying a scholarship can be used to finish the process.

• Once the payment has been processed through CommunitySuite the information will be recorded back to the individual installment in GLM, and you will not be able to Unapprove the installment.

Please note that changing the dates of scheduled payments is not possible once the request has been synced. However, the amounts of each installment can be edited up until the check has been created in CommunitySuite.

To sync a request to CommunitySuite, the request must have an Approved status in SLM. This means the request is currently housed in the Approved and/or All Open Approvals workload page. Additionally, only requests that do not have any payments associated with them may be synced.

You can sync the request from two locations:

1. Within the Request Summary of an Approved scholarship, via the CSuite tab and clicking the Sync button.
2. The “All Open Approvals” workload page by clicking the toggle to the right of the unsynced request. 
   • The toggle color of an unsynced request is gray.
   • The toggle color of a sync request is green.

Requests can also be synced in a batch:  

• On the All Open Approvals workload page, select the requests to sync, click Batch Actions, then click Send to CommunitySuite.

Once a request is synced:

• You can unsync it up until the time the record is finalized in CommunitySuite. 
• You no longer have the option to edit request installments. Instead you will have the option to Approve the installment.
  • This will come into play once you have processed payments in CommunitySuite.
• The Sync/Unsync Request button will appear grayed out and "locked" once all of the following occurs:
  • The SLM request is synced from SLM to CommunitySuite.
  • The student and scholarship are set in CommunitySuite.
  • Payments have been recorded and posted in CommunitySuite.

1. Click Search and select Organizations. 

 

2. Enter relevant search criteria, such as Organization, Tax Id, City, and State, then click Search. 

• Pro Tip: To search for all organizations, leave the search criteria blank.

 

3. Check the boxes next to each organization that you want to merge. 

 

Note: If more than one organization is synced/linked with CommunitySuite, you will need to unsync/unlink one of the organizations:

• Click the CommunitySuite icon next to the organization that you want to unsync/unlink (this will open CommunitySuite).

 

• Within the organization profile in CommunitySuite, click Unlink.

 

• Navigate back to GLM and refresh the page. The CommunitySuite icon will disappear from the organization, indicating that the organization is unsynced/unlinked from CommunitySuite.

 

4. Click Merge Selected Organizations. 

 

5. Click the radio button to select the Primary organization, then click Finish Merge. 

 

• Note: After the merge, the primary organization will be the only remaining organization, and will retain all original information. It will also contain all contacts, GuideStar history, grant/request history, documents, and comments of all non-primary organizations that were merged.

6. Type MERGE and click OK. 

• Note: If you receive the Error Merging Organizations message, click OK, and select a different Primary Organization. 

7. Click View Merged Organization. 

8. The organizations are now merged in GLM. 

• Note: Information from the primary organization (that you defined in step 5) will be applied to the merged organization.

9. Next, you will need to merge the duplicate organizations/profiles in CommunitySuite. Open a new tab in your web browser and log into CommunitySuite.

10. Select Profiles from the home page. 

11. Click Duplicates. 

12. Select the name of the organization that was merged in GLM. 

13. Review the organizations being merged, and click Merge. 

14. Click Process. 

• Note: If you receive an error message, this means that CommunitySuite was trying to merge a linked profile into an unlinked GLM profile.
  • Click the Back button in your web browser.

• Select Swap From/To.

• Click Process.

15. There will now only be one organization listed in both GLM and CommunitySuite. 

Use CommunitySuite's Make MultiFund feature to pay a GLM Grant from multiple funds.

1. Navigate to Grants from the Home page.
   
   
   
2. In the Grant Buckets table, click Glm.
   
   
   
3. In the GLM Grant Import table, click a grant request ID Number.
   
   

    
4. Click Make Multifund from the left-side menu.
   
   
   
5. If the grantee has not been set, select Set Grantee from the left-side menu.
   
   
   
6. Choose the radio button to either create a new profile in CSuite or sync to an existing CSuite profile, and then click Map Grantees.
   
   
   
7. Click Set Fund.
    
8. Click Modify Amounts.
   
   
   
   • In the Installments table, enter the Amount and Payment Date for each line item, and then Click Save.
     
     The total of all line items must equal the amount in the original Grant Request.
     
     
     
9. Click Set Funds.
   • In the Installments table, enter the Fund associated with each line item.
   • Click Save.
     
     

      
10. Click Back and then choose Create Grant on the left-side menu.
    

You will not be able to pay a grant installment until the corresponding installment in GLM has been marked as Approved.

• Clicking the Thumbs Up approve icon on the GLM installment or clicking the corresponding Thumbs Up in GLM’s payment tracking will release the scheduled payment for fulfillment in CommunitySuite.
  

   
• Once the payment has been processed through CommunitySuite the information will be recorded back to the individual installment in GLM, and you will no longer be able to Unapprove the installment.
• Please note that changing the dates of scheduled payments is not possible once the request has been synced. However, the amounts of each installment can be edited up until the check has been created in CommunitySuite.
• The first voucher in CommunitySuite will be automatically created IF you approve the installment in GLM before you Post & Get Approval in CommunitySuite. If you Post & Get Approval in CommunitySuite first, you will need to manually create each scheduled payment voucher.

After syncing a Grant Request, it will display within the GLM bucket of the Grants page in CommunitySuite.

Before you can process the grant, you must set the grantee and fund. This can be done in batch or one-at-a time.

The integration is not yet configured to handle fiscal sponsors automatically, however, they can be added manually.  

• Click Create Grant from the left-side menu once you have mapped the grantee and set the fund.
  • At this time the grant will move into the New bucket and award details will sync to the CSuite tab in the Request Summary page of GLM.
  • This will also disable the ability to unsync the grant from GLM.

Once the grant is created, the record in CommunitySuite will show grant information as well as the payment schedule and funding source.

• Next to the GLM Request ID, the Jump to GLM button will allow you to jump directly to the GLM request.

To sync grants from CSuite to GLM, you must create a CSuite Process in GLM before a grant can be synced. This must be created as a new process and can not be copied from another process.

Creating a GLM CSuite process is only required if you plan on sending Grants from CSuite to GLM.

On the Add Process page, the External Type must be set to CommunitySuite.

• Doing this will automatically lock the Visibility to Internal, and the Start and End Dates to be blank.
• You may choose to set the Applicant Visibility if you are using this feature.

Please note that once you select Create Process, you can not change these settings or delete this Process.

Once the process has been created you can start adding questions to the Application.

• CSuite Processes are not compatible with the Eligibility, Qualification, or LOI stages of a Process.

You can add a new Application Form or Copy an existing Form into the Application stage. It is best practice to Create a New form so that no incompatible questions are copied into the Application.

• Within the Application Form you can add CSuite questions:
  • The available questions are all default fields that will populate with your information from CSuite upon syncing and creating the request.
  • It is best practice not to change the Name, Visibility or Required Type for these questions once they have been added to the form.
• Do not create any questions with a Required Type set to Required. This will make it impossible to send a Grant straight to Approval through CSuite.

Once you have finished creating the Application Form, you can set up the remainder of the Process as you would for any other process in the software.

Once you’ve created a CSuite Process in GLM, you’ll need to configure your default GLM settings in CommunitySuite. Please note that these settings only need to be configured if you plan on sending Grants from CSuite to GLM.

To configure your GLM Settings in CommunitySuite:

• Navigate tot System Data from the Home page.
• Click Edit from the left-side menu.
• To the right of Send Grants to GLM, click the drop-down menu and select from the following defaults:
  • Enabled - Pre Approval:
    • This option requires you to send grants to GLM for approval. You will not be able to move forward with the grant process in CommunitySuite until the grant has been approved in GLM.
  • Enabled - Post Approval:
    • This option requires you to approve or deny the grant in CommunitySuite. Once the grant has been approved, you’ll be able to send it to GLM for reporting purposes.
  • Disabled:
    • Disables the ability to Send Grants to GLM.
• Scroll to the bottom of the page and click Save.
• Next, select Edit from the left-side menu.
  • Under Send Grants to GLM, you will see that three new fields have populated.
• To the right of Default GLM URL KEY, select the default GLM site that you want to send Grants to.
• To the right of Default GLM Process Name, select a default GLM Process.
• And to the right of Default GLM Status, select a Default GLM Status. The selected status will be assigned to the Grant when it’s received by GLM.
  • Please note that the Default GLM Status options will change depending on which approval workflow you choose.
    • The Pre Approval workflow will give the following Default GLM Status options:
      • ApplicationComplete
      • ApplicationDraft
      • ApplicationSubmitted
      • ApprovalDraft
    • The Post Approval workflow only gives the Approved option in Default GLM Status.
• Scroll to the bottom of the page and click Save.

The GLM Defaults in System Data can also be applied at the Fund and Grant level. They are applied to Grant(s) in the following hierarchy:

• Grant
  • Grant defaults will override the defaults within the related Fund(s) and System Data.
• Fund
  • Fund defaults will override the defaults within System Data, but will not override Grant defaults.
• System Data
  • If no defaults are applied to the Grant or related Fund(s), the defaults from System Data are applied. 

You must have an active GLM site and your site must be linked to CommunitySuite to send Grants to GLM. Please speak with your CSM if you're unfamiliar with this process.

1. Navigate to Grants from the Home page.
2. In the Grants window, select a Grant ID.
3. Click Edit GLM Options from the left side menu.
4. In the Grant GLM Options window, the default settings that you defined in System Data or the related Fund(s) will populate. 
   • If needed, you can edit the defaults to change the grant approval workflow, select a different GLM site, or select a new GLM process.
   • Edits made within the Grant GLM Options window will only affect the current Grant. GLM Defaults from System Data and Fund(s) will not be affected.
5. Once the Grant GLM Options have been reviewed or edited, Click Save.

If you’re using the Pre-Approval workflow:

1. Click Send to GLM from the left-side menu.
   • The GLM Approval field within the Grant window will say [Requires approval in GLM] and the Grant will remain in the New status until it’s approved in GLM.

   • Once the Grant is approved in GLM, the GLM Approval status will change to Approved and you’ll be able to Post and Pay the grant in CommunitySuite.

If you’re using the Post-Approval workflow:

1. Select Post & Get Approval from the left-side menu.
2. To approve the Grant, click I Approve from the left-side menu, or from the Grant window.
3. Click Send to GLM from the left-side menu and the Grant will be sent to GLM for reporting purposes.

To Sync Grants to GLM in Bulk:

1. Navigate to the main Grants page.
2. Select the New grant bucket.
3. Click Send to GLM from the left-side menu.
4. Review the grants and click Send All to GLM.

To sync a GLM request with CommunitySuite, the request must have an Approved status in GLM. This means the request is housed in the Approved and/or All Open Approvals workload page within GLM. Please note that grants cannot be synced if they have payments associated with them. 

Requests can be synced from:

• The Request Summary of an Approved grant, via the CSuite tab.

• The All Open Approvals workload page by clicking the toggle to the right of the unsynced request.

• • The toggle color of an unsynced request is gray.
  • The toggle color of a sync request is green. 
  • A faded toggle means the Grant is locked and cannot be synced, or unsynced.

Once a request is synced you can unsync it up until the time the grant record is finalized in CommunitySuite. 

• At this time, you will no longer have the option to edit grant installments. 

Cleaning up your GLM Site:

• Is your GLM/SLM site a little messy?
  • Follow this help article to make sure the clutter is minimized in your site.

Fine Tune:

• Would you benefit from some extra training?
  • This is an opportunity to set aside time with your CSM to maximize your use of GLM/SLM along with the possibility of retraining administrators on certain topics.
  • Reach out to your CSM for more information on fine tunes.

Fields to Clean Up

• Are your State, Province, and Telephone fields inconsistent?
  • In order to sync your GLM/SLM approved requests to CommunitySuite, the telephone number and state/province fields on the organization form (GLM) and user form (SLM) need to be edited to be in a specific format. 
• Do you have international applicants? Do you want to sync profiles to CommunitySuite?
  • Follow this help article and discuss if this field is appropriate for you.
  • Overall, your CSM will be the best resource in understanding how to clean up those fields most efficiently.

Historical Requests (VERY important for profile integration)

• Are you looking to push a lot of historical records from CommunitySuite to GLM?
• There should be a separate call or process to link all CommunitySuite profiles with GLM/SLM profiles before you do this, so it doesn’t create duplicate organizations in GLM/SLM.

If you utilize the integration with CommunitySuite, you have the option to add fields that integrate data from CommunitySuite into your GLM/SLM site.

 

Below are descriptions of the available fields. The first section lists CommunitySuite fields most commonly added in GLM/SLM sites. The second section lists less commonly added fields, and the third section lists fields that are not recommended to add at this time.

Recommended Fields to Add:

• Advise Profile Name: Name of grant advisor/fund advisor/program officer.
• CommunitySuite Instructions: Instructions for admin on how funding should be split for the corresponding grant/scholarship.
• Grant ID: Corresponding Grant ID.
• Grant Type Name: Categorization (or tag) of grant.
• Service Area Name: Geographical area that the grant services.
• Sponsored Vendor Name (Org): Name of vendor or organization sponsoring the grant.

Other Available Fields:

• Anonymous: Is this an anonymous grant?
• Auto Pub78: Enable GuideStar turned on?
• Employee Name: Employee who approved the grant.
• Exclude Admin Fee: Was admin fee removed from grant?
• Fund Total: Total amount in the fund balance.
• Funded Direct: Was the grant direct funded (i.e. not through online donations)? 
• Funded Total: Total of direct and indirect funding (same as amount awarded).
• Grant Cycle Cat Name: Category Name inside the Grant Catalog.
• Grant Cycle Name: Name of grant cycle.
• Grant Date: Decision date.
• Grant Status: New, Approval, Paid, or Complete status in CommunitySuite.
• Historical: Was this data migrated?
• Last Pub78 Ts: Date of last GuideStar charity check of the grantee.
• Legacy Id: Profile ID used in your previous system.
• No Pub78 Check: Is GuideStar charity check disabled for the grantee?
• No Public Donations: Is not part of the Grant Catalog.
• On Hold: Grant will be "On-Hold" if not ready to proceed.
• Public Visible: Is this an anonymous grant?
• Requested Amount: Requested funding amount, if the grant originated in the Donor Portal.
• Sort Key: Number that determines the order of prioritization. If left undefined, order is alphabetical.
• Sort Order: Order of Grant Categories within the Grant Catalog.
• Summary: Summary of the grant funding opportunity.

Non-Recommended Fields to Add:

These fields will not populate with data in GLM/SLM at this time.

• Cancel Amount
• Cancel Date 
• Closed Ts
• Created Ts
• Passthrough
• Printed Ts
• Pub78 Ts
• Vouchers

For requests synced from GLM/SLM to CommunitySuite, and requests synced from CommunitySuite to GLM pre-approval, installments must be approved in GLM/SLM before they can be paid in CommunitySuite. Refer to these articles for more details: Pay Synced Requests (GLM), Pay Synced Scholarships (SLM). 

You also have the option to batch approve installments for synced requests. 

1. Navigate to the Payment Tracking page. 
   

    
2. Perform a search to locate the relevant installments. 
   

    
3. Select the installments to approve. To select all, use the checkbox in the column header. 
   

    
4. Click Batch Options and select Approve Installments.
   

    

If you utilize the integration between GLM/SLM and CommunitySuite, the Conditional Installment field is available and will sync between CommunitySuite and your GLM/SLM site. 

This article explains conditional installments in CommunitySuite: Schedule Grant Payments

This is a system field, and can be added to an installment form in GLM/SLM. 

 

You have the option to fill out the Conditional Installment field in GLM/SLM before syncing the request to CommunitySuite.

 

Once the request is synced with CommunitySuite, changes to this field can only be made directly in CommunitySuite, and will automatically update the request in GLM/SLM. You also have the option to fill out this field in CommunitySuite prior to syncing a request to GLM/SLM.

If you utilize the integration between GLM/SLM and CommunitySuite, installments should only be canceled or reinstated within CommunitySuite. 

For a request synced between GLM/SLM and CommunitySuite: 

• If an installment for the request is canceled in CommunitySuite, the installment's status of canceled will automatically update in GLM/SLM. 
  • If the installment is reinstated (uncanceled) in CommunitySuite, the installment will automatically show as reinstated in GLM/SLM.
• If a full request is canceled in CommunitySuite, all installments for the request will automatically show as canceled in GLM/SLM.