Articles in this section


  • Edit and Delete Form Questions

    Overview

    After building a form, you might need to edit or delete a question. The actions you are able to take on form questions depend on whether or not responses already exist for those questions. 

    Edit a Question

    In general, a question can be edited even when responses exist for the question. If you are editing a question that has responses, it is important to consider the changes you are making. For example, it is not advised to change what a question is asking once users have already responded to it. However, correcting a typo or adding more instructions might be a necessary edit. The sections below cover further details when editing specific types of questions. To edit a question on a form, click the pencil icon as shown below.

     
     

    For specific help on editing shared questions follow this article.


    Delete a Question

    • If the question has not been used:
      • Existing list items can be deleted by clicking the red x button next to the list question you would like to delete.
    • Once a question has responses, the system will not allow that question to be deleted. Your Foundant site is a database, and this is one way we help to prevent accidental data loss. 
      • When you copy a process (e.g. to create a new version of the process, or for the next cycle), questions can then be deleted in the new copy of the process. 
      • If you have a form that has been used and you realize you need to remove a question so no more applicants respond to it, we recommend changing the visibility of the question to administrator or internal visibility. 
  • Allow Rich Text for Form Questions

    Overview

    You have the option to allow rich text on a Text Area or Text and Upload question. Doing so allows users to format their response to that question using bullets, numbers, bolding, italicizing, and underlining. This also allows a user to copy and paste text into that question from a Word document while retaining most formatting. Allowing this type of formatting can also make responses easier to read for administrators and evaluators. 

    One consideration with allowing rich text is the effect on any merge documents you plan to create. Any formatting in a response will carry through when that response is pulled into a merge document. If this is a concern with certain text questions, you might choose to not allow rich text for those questions.

    You can turn on this setting for existing questions, but it cannot be turned off once a question has responses.

    Allow Rich Text for a Question

    You can turn on this setting when adding a new form question, or by editing an existing form question. 

    If you are adding a new question, this setting is available after you click Add New Question and select either the Text Area or Text And Upload question types.

     

    If you are editing an existing question, this setting is available after clicking the pencil icon next to the question on the form. 

     

    Configure or edit the question as needed, then check the box for Allow Rich Text.

     

    1. Click Save Question.

     

    1. A rich text editor bar will now be visible for this question, both for you and for users filling out the form.

      RichText5.png

     

    The Allow Rich Text setting cannot be turned off for a question that already has responses. Doing so could cause issues with those responses, so the system will not allow you to turn this setting off once a question has been used. 

     

    Using the Rich Text Editor

    Please note that the rich text editor available on a form question does not have all of the options that you see elsewhere in your site (e.g. when editing a question description, creating an email template, etc.). For example, the options to upload an image or add a hyperlink to text are not available. 

    Tips and options for using the rich text editor:

    • Click a button in the editor (e.g. the B button for bold text) and then type. The formatting will be applied to the text that you type (e.g. the text you type will be bold).   
      • Click the button in the editor again to stop using that formatting when you continue typing. 
    • Highlight existing text and then click a button in the editor. The formatting will be applied to the highlighted text.
      • Highlight existing text and click the button in the editor again to remove the formatting.
    • When adding a numbered or bulleted list, click the arrow next to the list button to view additional formatting options. 
  • Question Branching: Add a Branched Group

    Question branching is available in the Standard license and above. Please reach out to the Support team (support@foundant.com) or your CSM to enable this feature in your site.

    The question branching feature allows you to show a specific question group to applicants if their response to a previous question, or combination of questions, triggers it to show. 

    For example, you might need to ask additional questions if an applicant selects a specific list item in a question (e.g. a certain program area or extracurricular activity). You can build those additional questions in a separate question group, and configure question branching rules to tell the system when to show that group.

    This article covers form level branching. If you have access to Advanced (process level) branching as well (with an Advanced or Standard +2 license), additional information is available here: Advanced Question Branching

     

    Initial Steps and Add a Rule

    1. If you haven't already done so on the form, add the question(s) that you'll use to build question branching rules.
      • An applicant's responses to these questions will determine whether or not they'll see the branched group on their form.
      • In this example, we plan to build rules based on the 501c3, County Served, and Program Area questions, which have already been built on the form below.

    2. Click Add New Group to add a new question group.
    3. Give the group a name, check the box for "Show this Group based on Question Branching Rules," then click Save Group.

    4. Click the pencil icon to edit the question group you just added. This is where you'll configure the rules determining when this group should appear.

    5. Click Add AND Rule.

    6. Select the form question, the comparator, and enter or select a value. 
      • In the example below, we selected the "Is your organization designated as a 501c3?" question, the "Equal To" comparator, and selected "Yes" as the value. An applicant must select "Yes" as their response to this question in order for the rule to be true.  

    7. Click Add Rule.

    8. This branched group would now appear if the first rule is true. 
      • If this is the only rule you need to build, click Save Group and move to the Final Steps section of instructions.
      • If you need to build additional rules, continue to the other sections of instructions.

        Branched_8.png

    Add Additional Rules

    These instructions continue from the Initial Steps and Add a Rule section.

    1. Click Add AND Rule again and add another rule, the same way you added the first.

    2. Now the first and second rules must be true in order for this branched group to appear. In the example below, an applicant must select Yes as their response to the 501c3 question and Gallatin as their response to the County Served question in order to see the branched group.

      • If only one rule needs to be true, click the pencil icon to edit the rule group.

        • Select OR as the operator, then click Update Rule Group. In this example, this would mean that an applicant would see the branched group if either (or both) rules were true.

    3. Continue adding additional rules as needed, click Save Group when you're done, then move to the Final Steps section of instructions.
      • The Add a New Rule Group section of instructions steps you through adding a subgroup of rules. Continue to that section if you need to account for a rule with multiple acceptable values. 

    Add a New Rule Group

    These instructions continue from the Initial Steps and Add a Rule section.

    1. If you have one or more stand-alone rules, but also need to add a rule with multiple acceptable values, add a new rule group.
    2. Click Add AND/OR Rule Group.

    3. Give the rule group a name, select the OR operator, then click Add Rule Group.

    4. Click Add OR Rule and add the first rule within the group.

    5. Add as many additional rules to this group as needed by clicking Add OR Rule again.

    6. The rules within this subgroup are considered together. 
      • In the example below, an applicant could select either Arts or Community Development as their response to the Program Area question in order for this rule to be true.

    7. Click Save Group, then continue to the Final Steps section of instructions.

    Final Steps

    1. Now that you've configured the rules to determine when the branched group should appear, the final step is to add questions to the branched group.

      • If you make questions required within this group, they'll only be required for applicants who see this branched group on their form. 
    2. After building a branched group, we recommend testing your branching rules. To do so, click Preview at the top of the page while editing the form. 

    3. Try filling out the questions used in the branching rules in different combinations to make sure your rules work as expected. 

      • The branched group should appear and disappear as you expect according to the rules you built.
      • If needed, click the name of the form to edit it again.

        • Then click the pencil icon next to the branched group to edit the rules.

    For additional step-by-step guidance:

    The following walk-thru is available in the Foundant Help Menu: 

    • Add a Branched Group

    Watch this video to learn how in form question branching can improve your grantmaking by simplifying the applicant experience. 

  • Question Types: Nested List

    The nested list feature must be turned on in your site to use. To discuss best practices for nested list questions, contact your CSM. 

    Nested list questions allow you to set up multiple lists of options that are dependent on the answer given from the previous list. For example, a nested list can be used if you want to capture the program area and then more details based on the primary program area chosen. 

    Adding a Nested List

    1. Begin adding the question like any other (click Add New Question on the form and select the nested list question type), then give the overall question a label and click Save Question.
    2. Click Add List to build the first list. 
    3. Give this list (Category) a name, add the list items, then click Save Question.
    4. Select one of the options in the first list, then click Add List again.
    5. Build the list that should display if someone selects that option in the first list. Click Save Question when you're done.
    6. You can now select an option in that second level list if another (third level) list should display based on that selection. Or, you can select another option in the first list to build another second level list. 
      • For instance, in the example below we selected "Elementary" in the "Main Education Level Served" (second level) list, then added a third level list named "Key Focus Area for Elementary Education Program." We could also go back to the "Main Program Area" (first level) list, select a different option there, then build a second level list for that option.
      • You can build up to five levels of nested lists. The example below shows three levels.
    • If you share a nested list on another form, you will not be able to delete or edit it.
    • Nested lists cannot be pulled into custom columns.
    • When using branching rules, you can only branch off of the deepest category item in that series.
  • In Form Question Branching

     

    The In Form Question Branching feature is available in Standard, Standard +2 and Advanced licenses. Learn how this feature can improve your grantmaking by simplifying the applicant experience.

    For additional step-by-step guidance:

    The following walk-thru is available in the Foundant Help Menu: 

    • Add a Branched Group

    Follow this article for a written tutorial on question branching. 

  • Shared Questions

    Shared questions allow you to share a question and its response from one form to another, within the same process. Refer to this article for instructions on adding a shared question to a form: Add a Shared Question.

    Common use cases include: 

    • Reminding an applicant of their response to an LOI question while they're completing the application. 
    • Showing an applicant the amount they've been awarded as they're filling out an agreement (follow up form).
    • Showing evaluators the applicant's responses for easy reference as they're completing the evaluation form. This is especially helpful if the side-by-side view is not enabled.

    Important Considerations

    If a shared question's required type is set to optional or required on the form it's shared to, the applicant will be able to edit their previous response. Because the response is shared, any edits to the response on one form will automatically update the response on any other forms where the question is shared. 

    For that reason, it's important to make a shared question's required type read-only on the form it's shared to, if you do not want applicants to be able to edit the response. This is especially important to consider when sharing questions from the approval form (or any other questions originally answered by an administrator) to a form that the applicant will complete. 

    Questions cannot be shared from an evaluation form. This is because each question on an evaluation form for the same request could be answered multiple times (by multiple evaluators). Consider building an evaluation report instead if you are trying to compile evaluation responses for each request. 

    Changes to a Shared Question

    The following changes to a question are reflected across all forms where the question is shared: 

    • Label
    • Maximum text length
    • List items

    The following changes to a question are not reflected across forms where the question is shared: 

    • Instructions
    • Visibility
    • Required type
  • Add a Shared Question

    For details and context about shared questions in general, please refer to this article: Shared Questions. Follow these steps to add a shared question to a form: 

    1. In the applicable process, navigate to the form where you want to share the question.
       
    2. Click Add Shared Question

    3. Select the question from the list.
       
      • If the question already exists on this form, it will be grayed out in this pop-up indicating that it cannot be shared to this form.
      • The Shared On column in this pop-up shows which forms each question is already shared on. 
    4. Click Add Selected Question.

    5. Note that the question has the icon pointed out below, indicating that this question is shared on other form(s) in the process.

    6. Make any edits to the question as needed (i.e. changing the required type, instructions, etc.).
  • COVID-19 Approval Form Field

    You have the option to add the COVID-19 Funding system field to an approval form. This field is designed to allow consistent tracking of funding trends across the sector in response to COVID-19. The use of this field is voluntary and opt-in, as data collected via this field (and other relevant fields, which are detailed in the acceptance pop-up) will be shared and aggregated. By filling out this field for a request, the full Amount Awarded for that request will be included in the Foundant COVID-19 funding report.

    The field contains a dropdown of list items (developed using Candid's Support Strategies taxonomy), giving you the ability to code any requests that received funding related to the COVID-19 outbreak. Below are the list items in the dropdown:  

    • Capacity-building  
    • Technical assistance
    • Capital and infrastructure 
    • Continuing support 
    • Equal access
    • Financial sustainability 
    • General support 
    • Individual development 
    • Leadership and professional development 
    • Outreach
    • Policy, advocacy and systems reform 
    • Presentations and productions 
    • Product and service development 
    • Program support 
    • Regranting 
    • Research and evaluation
    • Recordings
    • Emergency Funds    
    • Emergency Funds - Individual
    • Health services (including mental health)
    • Assistance with accessing benefits

     

    You also have the option of sharing this field to a follow up form so the grantee can complete or view it, and an administrator could complete it retroactively on the approval form as well. Please refer to this article for instructions on indicating that some or all of an award has been reallocated for COVID-19 relief: Reallocating Funds for COVID-19 Relief Efforts

    If you utilize the integration with CommunitySuite, this field will sync with the integration. The field must also be enabled in your CommunitySuite site in order for the data to sync between the two sites. 

    Please note that if you sync grants to individuals from SLM to CommunitySuite, the requests will be synced as scholarships in CommunitySuite. The ability to sync those requests as grants is in development at this time.

     

    To add this field to an approval form, follow these steps: 

    1. Access the relevant process (or universe if using the Universal Application feature) from the Process Manager page, and navigate to the Decisions tab.
    2. Click the pencil icon next to the approval form to edit it.
    3. Click Add New Question
    4. Click COVID-19 Funding
    5. Read the pop-up message, and if you want to continue, click I Accept.
      • If you don't want to continue, click Cancel.  
    6. If you chose to continue, you can now further configure the field (i.e. adding any instructions for administrators who will use this field, or making it optional rather than required). 
    7. Click Save Question to add the field to your form. It can now be used when approving requests, and you can also go back to any previously approved requests in the process to fill out this field. 

     

  • Follow Up Forms and Field Codes

    When copying most forms (i.e. LOI, Application, etc.) into a new process, the background field codes for questions on the form will be the same in the new process. Copying a follow up form (either the same form again in the same process, or into a new process) is an exception. 

    When you copy a follow up form, the question field codes will be different in the new copy. This is because of the nature of follow up forms. You can have multiple copies of the same form within a process, meaning the field codes need to be different within each copy of the form. Otherwise, you wouldn't be able to separate responses to a particular question on different forms in reporting and merge templates. 

    If you copy an entire process, the follow up form field codes will be synced between the two processes.

    Because of this, if you plan to add a new process to your site by copying an existing process, best practice is to first build all follow up forms you'd like to be synced across processes. Then you can copy the entire process, and the follow up form field codes will be synced.

    If you want to add a new follow up form to multiple processes and are concerned about the field codes, you have a couple of options: 

    • Manually combine the fields when running a report. Create a new copy of any relevant merge templates, inserting the new field codes as needed. 
    • Talk with your CSM about a potential field code syncing service. 
  • Options for Collecting a Budget

    A common question asked on a grant application form is one related to the project or program budget. GLM does not currently support building a table-format question, but there are two main options we recommend for collecting this data. 

    The first option is to create a file upload question:budget_1.png

        • This option fits if you do not want to require applicants to submit their budget according to a specific template. 

    The second option is to create a file upload question, and link out to a budget template within the instructions:budget_2.png

        • The template needs to first be hosted online (i.e. your organization’s website, Google Drive, etc.).

        • Insert the link to the template within the instructions of the question.

        • Now applicants can download your template, fill it out, and upload it within the form. 

  • Can't Delete a Question

    Problem

    You would like to delete a question on a form, but do not see the icon next to the question. 

    The Project Name question is the system identifier for a request. It can be renamed, but cannot be deleted.

     

    Normal Behavior

    When editing a form, the icon appears next to a question that can be deleted. 

    After a user has responded to a question, the system will not allow that question to be deleted.

    Your Foundant site is a database, and this is one way we help you prevent accidental data loss. 

     

    Solution

    Creating a copy of the process unlocks questions for deleting within the new copy of the process. 

    In the meantime, you can change the question to Administrators visibility so it will not show up for applicants. Follow these steps to do so: 

    1. Click the Pencil Icon next to the question. 
    2. Select Administrators in the Visibility dropdown. 
    3. Click Save Question.

     

  • Download a .pdf File of a Form

    Once a form has been created, you can create a .pdf file of the form. This file can be printed or saved to your computer. After saving the file to your computer, you can share it with stakeholders to provide visibility in your grantmaking process. For example, you can upload an application form to your website or distribute it to prospective applicants to provide them with a preview of the application requirements. 

    Workflow 

    1. Click Tools in the upper navigation bar, then click Process Manager.
    2. Click the process name.
    3. Click the process stage (e.g. LOI, application, decisions, follow ups).
    4. Click the Preview Form icon.
    5. Using the Preview As drop-down, select which user role you want to preview the form as from the three available options: administrators, reviewers, and applicants.
    6. To download a .pdf file of the form for the role chosen in step 5, click Question List in the upper right corner.
    7. Depending on the browser you're using, the document may be available to open immediately or you may have to go to the downloads folder of your computer to locate the .pdf file.

    Question Branching Considerations

    When a form with question branching is converted to a .pdf file, all questions will be displayed even if they're part of a branched question group. If a form contains branching, consider adding explanations of your branching logic to the form before creating a .pdf file. For example, if you have branching logic on a question asking if the applicant is a fiscal sponsor, you can add instructions to that question and the branched question group explaining the form logic as shown below:

  • Host a File Using Shared Documents

    To share a document or include an image within a process, the file must be hosted online before it can be accessed through your site. This can be done using the Shared Documents feature.

    The following steps will walk you through how to host a file within Share Documents:

    1. Access the shared documents page under tools in the navigation menu. 
    2. Upload your file using the Add New File button. You may also make this file visible to your internal staff by using the checkboxes but this isn't necessary.Shared_Documents_1.png

    3. Right click on the file name and select Copy Link Address.Shared_Documents_2.png

    4. Locate where you would like the file to be shared. This is typically within a Form or a Process Description.
    5. If you are sharing a link to a document you would like users to download, use the insert link button from the text editor bar and paste the URL. If you would like to insert an image into the text, use the insert image button.Shared_Documents_3.png

    6. Once complete you should have a hyperlinked text which downloads the file to the user's computer when clicked or a visible image within your text block. Shared_Documents_4.png

     

  • What is Wrong With the Formatting of My Form

    "Bad HTML" is caused by  pasting text into the Foundant software. If this text contains formatting this formatting can be pasted with it. This formatting can be the cause of errors on the applicant facing pages. If you have an applicant who has contacted you because their application will not save or the SAVE button does not appear correctly, this "Bad HTML" is the likely culprit.

    In an effort to keep this "Bad HTML" from corrupting your questions it is recommended to utilize Google Chrome as your web browser.  In Chrome you can right click and select "Paste as Plain Text." When you "Paste as Plain Text" it strips all formatting from the text. Once you add this text to your question you can utilize the tools in the software to bold, underline, indent, etc.

    If you believe there is "Bad HTML" in your forms you will want to review each and every one of your forms. Look for fonts that appear slightly different or text that is bolded and shouldn't be.

    If you do not have access to Google Chrome you can CUT the text out and PASTE it into your Notepad. Notepad strips all formatting from text. COPY this text out of your Clipboard and then PASTE it into your question.

  • Capture Fiscal Sponsor Information

    The best way to capture fiscal sponsor information is by asking the applicant on the LOI or application form if their organization has a fiscal sponsor:

    Capture_fiscal_sponsor_informaiton_1.png

    • A best practice for clients with a Standard license or above is to use the Question Branching feature to capture additional information when an applicant selects Yes to the fiscal sponsor question.
    • For all software license levels, an admin can also create an optional question group within a form to capture additional information about a fiscal sponsor.

    By including this question, you can run reports and filter requests by whether or not an organization has a fiscal sponsor. 

    If an organization has a fiscal sponsor, we recommend that the administrator update the name of the organization in their site to include the name of the fiscal sponsor. For example:

    Example Organization Name / Example Fiscal Sponsor Name

    It is also a good idea to run the GuideStar Charity Check on the fiscal sponsor. Step-by-step instructions to complete that process can be found here

  • Evaluation Scoring with Likert Scales

    Within an evaluation form you can choose to add scoring type questions. Most often you allow the reviewers to select from a specific range. For example: 1 through 9.

    Have you defined your scoring range? If not, you can use a Likert Scale to provide the reviewers with a description of their choice.

    For the score to have meaning, each item in the scale should be closely related to the same topic. For example the scale below can be labeled:

    Rate the Project Strengths/Weaknesses

    1 = Poor (Very few strengths and numerous major weaknesses)
    2 = Marginal ( A few strengths and a few major weaknesses)
    3 = Fair (Some strengths but with at least on major weakness)
    4 = Satisfactory (Some strengths but also some moderate weaknesses)
    5 = Good (Strong but with at least one moderate weakness)
    6 = Very Good ( Strong but with numerous minor weaknesses)
    7 = Excellent (Very strong with only some minor weaknesses)
    8 = Outstanding (Extremely strong with negligible weaknesses)
    9 = Exceptional (Exceptionally strong with essentially no weaknesses)

    You also have the ability to add N/A as an option in the scale.
    If N/A is selected by an evaluator, the question will be removed from the total possible score for the form.

    When you build multiple questions in this fashion and you define the range to your reviewers the GLM software will sum the values of each review and create a score for each request. The scores can then then be assessed across the entire population ie. all of the requests that were reviewed.

    Using a Likert Scale can be particularly helpful when all of the options for a "Scoring" type question are defined. You can certainly have all of your questions scored on a 1 through 9 scale, but you must determine what each number represents. Present your reviewers with Likert Scale scoring options and you will get more accurate results across each of the requests that are reviewed.

    Have questions? Contact your CSM to discuss how you can make your evaluation form better!

     
  • Denial Forms

    The Denial form is prepopulated with the following fields:

    • Project Name
    • Decision Date
    • Denial Type
      • These fields can not be deleted and they must be completed in order to process a denial.
    • Do note that you can edit the Project Name and Decision Date fields. 
    • You may add custom fields to your denial form. Fields commonly added to the denial form include:
      • Reason for denial,
      • Stage denied from (LOI or Application), &
      • Eligibility of future funding.
  • Installment Forms

    By default, the decisions stage of a process contains 1 installment form. However, you may add additional installment forms as needed by clicking Add Installment Form then either creating a new form or copying an existing one. 

    If you use the Universal Application feature, please be aware that installment forms cannot be deleted, so please contact Support or your CSM with any questions prior to adding forms. The decisions stage of a universe does not include any installment forms by default. You can add one or more installment forms by clicking Add Installment

    If you are recording one time or installment awards you likely only need one installment form as you can use it at the time of approval to record multiple installments. You may need additional installment forms if you were, for example, awarding one-time awards and matching awards out of the same process.  

    The default fields on the Installment form are:

    • Installment Due Date
    • Installment Amount
    • Installment Conditions
      • You may make edits to these fields as necessary, but you cannot delete Installment Due Date.
    • Additional fields can be added to the installment form, but not additional question groups.
      • A drop down list containing funds is commonly added on the installment form so you may indicate which fund the specific installment is coming from.
  • Approval Forms

    The default fields on the Approval form are:

    • Project Name
    • Decision Date
    • Award Type
    • Amount Awarded
      • You may make edits to these fields as necessary, but you cannot delete Project Name or Decision Date. At a minimum these fields must be filled out in order to process an approval.

    Just like any other form you can add additional fields and question groups. Fields commonly added to the Approval form include:

    • Award Number 
    • Board Member or Trustee associated with the award
    • Special Terms & Conditions

    You can share the default fields and any custom fields from the Approval form into your Follow Ups, so make sure to add any fields to the Approval form that you would like to be able to utilize on a Follow Up form.

  • Build Scholar Snapp Questions

    Scholar Snapp questions are a feature only for SLM sites. They allow scholarship applicants to populate answers to specific questions with data from their Scholar Snapp profile. This is a valuable tool that can save your applicants time when completing an application.

    1. To utilize the Scholar Snapp integration, select the Add Scholar Snapp Question button on an LOI or application form:
    2. The Scholar Snapp Profile Questions pop-up will appear showing a list of all available fields that can be pulled from a student's Scholar Snapp profile. 
      • Select a question, the display type, a required type, and click Add Selected Question in order to add the question field to your form. 
        Scholar_Snapp_2.png

      • While most questions can only be used once, some may have multiple answers within a student's profile and can thus be selected multiple times. These questions are marked with the repeating icon:
        Scholar_Snapp_3.png

        • For example, a student may have multiple test scores within their Scholar Snapp profile. You have the option to add this field multiple times so an applicant can provide both ACT and SAT results.  
    3. Once a question has been added, you may edit or delete it. 
      Scholar_Snapp_5.png
      • Some questions such as race and gender will have preset list items. It is best practice not to edit or delete any items from these lists.
        Scholar_Snapp_6.png

    All Scholar Snapp questions will be marked with the Scholar Snapp logo as a visual indicator to both internal users and applicants. 

    scholar_Snapp_4.png

    Though your inclusion of Scholar Snapp questions gives students the opportunity to use this feature,  they are not required to have a Scholar Snapp account to complete the application. 
  • Scholar Snapp Questions
    Field Scholar Snapp Group Multiple Possible Answers Syncs Back to Scholar Snapp
    Activity Activities / References Yes  
    Address Line 1 Personal Info   Yes
    Address Line 2 Personal Info   Yes
    Attached File Essays / Attachments Yes  
    Birth Date Personal Info   Yes
    City Personal Info   Yes
    College Choice Education  Yes  
    Country Personal Info   Yes
    Current Grade Level Education    Yes
    Dependency Status Family / Finance   Yes
    Dependents Family / Finance   Yes
    Education Level Education    Yes
    Email Personal Info   Yes
    Essay Essays / Attachments Yes  

    Estimated Family Contribution (EFC)

        Yes
    Ethnicity Personal Info   Yes
    File Upload Essays / Attachments Yes  
    First Name Personal Info   Yes
    Gender Personal Info   Yes
    Gender Identity Personal Info   Yes
    GPA Education  Yes  
    Graduation Date Education     
    Graduation School Name Education     
    Intended Major Education  Yes  
    Last Name Personal Info   Yes
    Middle Name Personal Info   Yes
    Primary Phone Number Personal Info   Yes
    Race Personal Info   Yes
    Relative: Education Family / Finance Yes  
    Relative: Name Family / Finance Yes  
    Relative: Occupation Family / Finance Yes  
    Salutation Personal Info   Yes
    Scholarship Purpose Education     
    State Personal Info   Yes
    Suffix Personal Info   Yes
    Test Score Education  Yes  
    Zip Code Personal Info   Yes
  • Benefits of Using GuideStar for Grant Applications

    Why you should use GuideStar for Grant Applications:

    • Ease of applying for applicants
      • GuideStar database fields will automatically populate into Foundant GuideStar for Grant Applications fields. 
    • To put yourself in a position to utilize future GuideStar for Grant Applications features and updates in your Foundant GLM system
    • To help enrich the philanthropic community by asking your applicants to keep their GuideStar profiles up-to-date

    Why you might not use GuideStar for Grant Applications Fields:

    • Your applicants may not have GuideStar profiles
    • You may not ask any of the GuideStar for Grant Applications fields in your application
    • The GuideStar data could be out of date
      • Only Bronze, Silver and Gold level GS user are required to update their profiles
      • Even they are only required to update the data every two years
    • The GuideStar field may not allow you to collect the data in the desired field type.
      • For example: You may want to collect the “Geographic Area Served” with a pre-populated drop list. However, if you use the GuideStar for Grant Applications field “Geographic Area Served” you can only collect the answer in a text area format.
  • GuideStar for Grant Applications

    GuideStar for Grant Applications allows applicants to populate responses to specific questions on a GLM form using data from their GuideStar profile.

     

    Building GuideStar for Grant Applications Questions

    1. When editing a form, click Add GuideStar Question.
    2. In the pop-up that appears, select the GuideStar question you'd like to add to your form. Then click Add Selected Question.
    3. The question now appears on your form with a GuideStar icon next to the label.Guidestar_3.png 
    4. You may edit the instructions, required type, character limit, etc. just like a non-GuideStar question.
      • GuideStar questions cannot be made read-only.

     

    Using GuideStar for Grant Applications Questions

    When filling out a form, an applicant can follow these steps to use this feature: 

    1. Click Copy GuideStar Profile. 
    2. In the pop-up that appears, the applicant can select any data from their GuideStar profile to copy into corresponding GuideStar questions on the GLM form.Guidestar_5.png
    3. Click Copy Answers. The data will then automatically be added to the corresponding form question.Guidestar_6.png
    • GuideStar questions on a GLM form can be filled out manually as well, just like any other question types. 
    • Applicants do have the ability to edit their responses after pulling in the data from GuideStar.
    • Pulling in a response from GuideStar will not overwrite an existing response on a GLM form.

    If an applying nonprofit organization has not yet claimed their GuideStar profile or filled out the profile information, they will not be able to use this feature until they do so.

     

     

  • Hosting Documents on Box.com

    Many administrators use box.com so they can host their documents online. Once your documents are hosted online you can create links to those documents to include in your GLM forms and processes.  Hosting your documents online gives you the ability to access them from anywhere and makes changes to them as needed.

    Getting Started with Box.Com

    Follow these instructions to set up an account: 

    1. Click here to navigate to the box.com website. 
    2. Click Get Started to create a new account.
    3. Select Business or Individual.
      • The Individual plan is free and can host up to 10 GB of files.
    4. Enter your information.
    5. Confirm your email address.
      • You will receive an email from noreply@box.com.  
        • If you do not receive this email in your inbox, check your junk folder.
      • Open the email and click Verify Email.
    6. You will then be prompted to decide whether you plan to use your account mostly for personal use or for work.
      • You can click the Skip link at the bottom of the page if you would like.
    7. Upload your files and folders.
    8. After you have uploaded your files you can link them to your GLM forms and processes.

    Linking Files to Your Site

    1. Click the Three Dots icon next to the file you want to share. 
    2. Click Share in the list that appears. 
    3. Toggle on the Enable Shared Link setting. 
    4. A URL will now appear. Click Copy to copy the URL. 
    5. Open your GLM site and paste this URL into the Rich Text Editor in your forms or process description.
      • Click HERE to learn how to link text in the Rich Text Editor.

     

  • How do I host a document on my website so I can link to it from a form?

    You will need to have your webmaster help you with this. Follow these steps.

    1. Save your document in an older file version of office. This will ensure maximum compatibility with applicants using older software.
    2. In some cases you may want to link to an existing, public file on your website. In this case, you may simply right-click on the file link and copy the Link/Shortcut to obtain the link. Go to step 3.
    3. Contact your web person and send the following text depending on whether you'd like the file to have a public-facing link on your web site or if you'd like to simply host the file with no public link.
      • Private Link: Here is a file that we need added to our website. Our applicants need to be able to download this file from our new grants management software so that it can be populated and then uploaded to their application. This document does not need to have a public link from our web site. Please email us the link to the file so we can use it in our application form.
      • Public Link: Here is a file that we need added to our website. Our applicants need to be able to download this file from our new grants management software so that it can be populated and then uploaded to their application. This document should have a public link from our web site from the (fill in the blanks) page. Please email us the link to the file so we can use it in our application form.
    4. Once your developer has provided you with the link you can use it in the relevant question instructions using the Rich Text Editor to create the link.

    If you are updating an existing document that is currently hosted on your website you have two options.

    1. Create the new document with a new file name. Have this document hosted by repeating steps 1-2. Have a new link sent to you to update the link in your form within GLM.
    2. Create the new document and use the exact same file name and extension (this will replace the old document). Then have this document uploaded over the top of the existing form being hosted on your website. This way the link should stay the same you and will not have to update the link in your form within GLM.

    If you do not have website we recommend creating a free account with a cloud file storage service such as box.com

    • To view a brief box.com tutorial, click HERE.
  • Large PDF File Compressor Tool

    You can use this tool to compress large PDF files: http://compress.smallpdf.com/

  • File Extensions Not Allowed

    For security purposes executable file types have been blocked. All other file types are allowed.

    The disallowed file types are:

    • .a6p
    • .ac
    • .acr
    • .action
    • .ahk
    • .air
    • .apk
    • .app
    • .applescript
    • .awk
    • .bat
    • .bin
    • .cgi
    • .cmd
    • .com
    • .csh
    • .cyw
    • .dek
    • .dld
    • .dmc
    • .ds
    • .ebm
    • .ecf
    • .elf
    • .es
    • .esh
    • .exe
    • .ezs
    • .fas
    • .fky
    • .fpi
    • .frs
    • .fxp
    • .gadget
    • .gpe
    • .gpu
    • .hms
    • .hpf
    • .hta
    • .icd
    • .iim
    • .inx
    • .ipa
    • .ipf
    • .isu
    • .jar
    • .js
    • .jse
    • .jsx
    • .kix
    • .ksh
    • .lo
    • .m3g
    • .mcr
    • .mel
    • .mem
    • .mpx
    • .mrc
    • .ms
    • .mst
    • .mxe
    • .obs
    • .osx
    • .paf
    • .pex
    • .pif
    • .plsc
    • .plx
    • .prc
    • .prg
    • .pvd
    • .pwc
    • .pyc
    • .pyo
    • .qpx
    • .rbx
    • .rgs
    • .rox
    • .rpj
    • .rxe
    • .sca
    • .scar
    • .scb
    • .scpt
    • .scr
    • .script
    • .sct
    • .seed
    • .shb
    • .shs
    • .spr
    • .thm
    • .tms
    • .u3p
    • .udf
    • .vb
    • .vbe
    • .vbs
    • .vbscript
    • .vdo
    • .vlx
    • .wcm
    • .widget
    • .workflow
    • .wpk
    • .ws
    • .wsf
    • .xap
    • .xqt
    • .xys
     
  • Character Limits into Estimated Word and Page Counts

    When building a text area or text box question on a form, you'll need to set the character limit for responses. The character limit includes spaces. It may be helpful to consider the character limit in relation to a word and/or page count. 

     

    The estimates below are based on a rough average of 6 characters per word: 

     

    10,000 characters = 1,600 words or 3.5 pages single-spaced

    7,000 characters = 1,200 words or 2.5 pages single-spaced

    5,000 characters = 800 words or 1.5 pages single-spaced

    3,500 characters = 575 words or 1 page single-spaced

    1,500 characters = 250 words or .5 page single-spaced 

    500 characters = 80 words

    250 characters = 40 words

  • Question Visibility

    Questions on forms can have any of the following visibility options:

    1. Everyone
      • Completed by applicant
      • Can be “Shared Question”
      • Appears in all print packets
      • Visible to all users.
    2. Admin Only
      • Completed by administrators.
      • Can be “Shared Questions”.
      • Included in Administrator Print Packets only.
      • Visible to:
        • Administrators
    3. Applicant Only
      • Completed by applicants.
      • Visible to:
        • Applicants
        • Administrators
      • Not visible to evaluators.
      • Can be “Shared Questions”.
    4. Internal
      • Completed by administrator
      • Visible to:
        • Administrators
        • Evaluators

    Question visibility labels will appear on the form in the Form Builder

    This information can also be found by hovering on the blue question mark icon to the right of the Visibility drop-down menu. 

  • Required Type for Questions

    The Required Type field applies to all questions on a form, and includes the following three options:

    • Optional
      • Not required to be answered.
      • If Shared Question, applicant can edit response.
    • Required
      • Forms cannot be submitted until these questions are answered.
      • If Shared Question, applicant can edit response.
    • Read Only
      • Included on the form in read-only format. Applicant cannot edit response.
      • Shared Question answered on a previous form.

        Required_Type_1.png
    •