Editing the Process Summary
To change process details (such as renaming a process) follow these steps: Click on Process Manager, located under Tools in the navigation menu Click on the Process you wish to edit Click on Edit Process Summary to expand it After Edit Process Summary has been expanded the name, date range, visibility, and description of the process can be changed. ...
How to Turn a Process On
A process must be turned on in order to be visible to applicants. You can do this either individually, or in a batch. Click on Process Manager, located under Tools in the navigation menu. Select the Off/ On toggle to the right of the process name. Or to turn multiple processes On or Off by selecting the box to the left of the process name, and sele...
Differences between an ON process and an OFF process
Active Processes (Turned On) Show up on the apply page, even if the Grant End Date has passed. (New applications cannot be started if the end date has passed.) Public processes show to all applicants. Restricted processes show to applicants after they enter the access code. New grants can be started. If the process contains a Start and End Date new ...
Process Start and End Dates
Start and End dates can be added to a Process via the Edit Process Summary Dropdown, on the Update Process page. This only affects an applicants ability to start an application and is NOT a deadline to submit a form. Start Date If you have entered a Start Date in the Process Editor for a specific process, the ability for an applicant to start a requ...
Determining if an LOI is Best for Your Organization
The LOI stage in a process should be utilized to screen applicants so you can more easily make a decision early on regarding those who aren’t likely to make the cut, or to funnel applicants to a different funding opportunity where they may be a better fit for their project/program. Using systems of discernment helps to ensure that only grantseekers...
Copy a Form into a Different Process
Each form can only be attached to one process. When you copy the form you do not need make any changes but each form is unique and changes made to one form will not show up on another version of that form. To copy an existing form into a process follow these steps : Click on Tools in the navigation menu, and select Process Manager Click on the Proce...
How to Archive a Process
Things to note before archiving a process: The process must be turned off to be archived An archived process can be moved back to the active list Applicants will still be able to access their requests – All Data in an archived process is still available through reporting, search requests, etc. How to Archive a process To archive a process follow the...
How to Copy a Process
To copy a process follow these steps: Click on Tools in the navigation menu, and select Process Manager Click on the Process name that you would like to copy. You may use the Quick Search bar at the top of the Process Manager page to locate the process if necessary Click on Copy Process (this button is located on the top right corner). Enter a Name ...
Process Not Appearing for Manual Request Entry
In order to Manual enter a grant or scholarship, the process must be turned ON. Additionally, only processes that start at the Application stage can be used for manually request entry. Processes that have an LOI or Qualification stage will not show up in the process list when manually entering grants. Note: If you need to manually enter a request ...
What Does Archiving a Process Do
Archived Process: Will show up in the Archived tab at the bottom of the process manager page. Cannot be turned on. Will not affect the workflow of requests that use the process. All data associated with an archived process is still available through reporting, Requests & Decisions, etc....
Copying a Process: The Checklist
The following is a checklist of items in order to ensure you don't miss any steps in when creating a new process from an existing one. Once you’ve copied the process make sure that you: Update the actual name of the new process. This could mean including the new cycle’s fiscal year, season, quarter, and/or round. Or you might change the name of th...
The Boat Method: Using Follow Ups to Move Questions From One Existing Process to Another
As a lot of you know, every question that you create on a form has an underlying "field code". For instance, you may have two different processes that you created from scratch--your "Spring" and "Fall" processes, perhaps. While you may have the same exact questions (i.e. Amount Requested, Geographic Areas Served, etc.), unless you copied the "Spring...
Blind Evaluations
Applicant names and contact information can be hidden from evaluators on a Process by Process basis by selecting the User Role under Show Contact Info. By default, all evaluator roles will be able to see Contact Info. Turning this feature on will only hide all contact information including at the top of the evaluator, anywhere the Request Summary ...
Why did my Green process stage turn Yellow?
Every 4-6 weeks Foundant's Development team releases updates into the software. These releases typically consist of minor bug fixes, as well as functionality enhancements and the addition of brand new features. Occasionally, these updates result in the addition of new functionality in process stages. In these cases, a stage previously fully configu...
Using the Boat Method to Move a Request from One Organization to Another
While requests cannot individually be moved to a different Organization, you can move a contact and with that contact, any requests attached to them will. This is commonly referred to as the boat method. In this situation, we have Henry who is in organization A with his request, and we would like to move this request into organization B. So we will...
Can I Use One Form in Multiple Processes?
Q: Can I use one form (LOI, Application, Evaluation, Follow-up) in multiple processes? A: No, each form can only be attached to one process. However, you can copy the form into another process. When you copy a form you will now how multiple versions of that form. The best practice is to immediately update the name of the new copy of the form. Please...
How to Print Off a List of Form Questions
Once a form has been created, you can create a .pdf of the form. This file can be printed or saved to your computer. After saving it to your computer, you can email the file or upload it to Shared Documents to share with Staff Evaluators, Board Members and other Administrators. Follow these steps to create a .pdf of a form. Click on Process Manager,...
Linking Text in the Rich Text Editor
Linking Text in Editor Tutorial: 1. Highlight the text you would like to attach the link to. 2. Click on the link (chain) icon. 3. Enter the web address of the hosted document into the pop up box. 4. Click Insert 5. When you are finished the question will look like this: ...
Question Visibility
Questions on forms can have any of the following visibility options: Everyone Completed by applicant Can be “Shared Question” Appears in all print packets Visible to all users. Admin Only Completed by administrators. Can be “Shared Questions”. Included in Administrator Print Packets only. Visible to: Administrators Applicant Only Completed by applic...
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 "...
Adding Forms in a Process Stage
To add a form to a stage, click on the applicable stage in the status bar. Then click on the “Choose Form” button. A list of the forms in the system that are the same form type (LOI, Eval, App, Approval, Denial, FU) will appear. For example: If you are in the LOI stage, when you click on “Choose Form,” all of the LOIs currently built in the system w...
The Art of Designing an Online Application
The application is among your most powerful tools in sorting out your worthy grantees from those you'd rather not fund. It's also a bit of a balancing act--you want it to be robust enough so that it provides the data you need to make the difficult decisions, but without becoming particularly burdensome or unwieldy for your applicants. Forget grant w...
Question Types: Text Questions
Text questions will accept any type of response as long as it does not exceed the character limit. A “Text Box” is used to capture short answers, typically a response no more than one sentence long. A text box can only accept up to 250 characters and is commonly used to capture percentages, GPAs or can be used as a Signature Line. A text box will al...
Question Types: Special Format Questions
Special Format Questions restrict the type of response that can be entered. Integer questions will only accept whole numbers and will not allow alpha characters or symbols. Integer fields are commonly used for questions such as “Number of people served”. Note that if you are asking for a percentage or GPA, where you need to input a decimal point, yo...
Question Types: List Questions
List question types allow you to set a predetermined list of answers that the responder can choose from. Checkbox, Dropdown and Radio Button list items may not exceed 100 characters and will appear on the form in the order created. List items may be reordered by dragging and dropping them into the desired order using the 6 dots icon. They can also b...
Questions Types: Upload Questions & Formatting Options
File attachment questions allow responders to upload files into the form. File Upload questions will accept any file type unless you specify allowed file types and you must set the file size limit for each question. Only 1 file can be uploaded per question so you will need to build a question for each desired document. Each form has up to 25 MiBs (m...
Required Type
Questions on forms can have any of the following required options: Optional Completed by applicant. Not required to be answered. If “Shared Question”, applicant can edit response. Included in all Print Packets Visible to: Applicants Evaluators Administrators Required Completed by applicant. Form cannot be submitted until these questions are answered...
Removing or Changing Forms in Process Stages
If you need to change the form that is currently housed in a process stage you can remove it completely, or replace it with another form. In the applicable stage: The “Remove” button allows you to remove the form from the process. You cannot remove a form if the process is turned ON. It must be turned off while you remove the form, then the process ...
Installment Forms (new 5/3/18)
By default, the decision stage contains 1 installment form. However, you may add additional installment forms as needed by clicking the Add Installment Form button then either creating a new form or copying an existing one. 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 Forms (new 5/3/18)
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 group...
Denial Forms (new 5/3/18)
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 includ...
Form Due Dates
When adding a Form to a Process, you will see the option to add a Due Date to the form. You can either set this option to Not Using or select a Specific Date Selecting Specific Date will bring up three more fields you must define before using the deadline. First, you can select the date and time of your due date. Next, you can adjust the Time Zone i...
Building Scholar Snapp Questions
To utilize this Scholar Snapp select the Add Scholar Snapp Question button from an LOI or Application form. The Scholar Snapp Profile Questions pop up will appear showing a list of all available fields that can be pulled from a students Scholar Snapp profile. Select a question and choose Add Selected Question to add the question field to your form...
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 E...
Question Types: System Questions
On the Decision and Installment forms you will see also see System Questions. These are default fields that typically are only used to add a field that was previously removed. On the Decision Forms; Amount Awarded and Award Type will automatically appear on the form. If you do delete these questions and need it to be added back to the form you ca...
Editing Hard Deadlines
If you do choose to use a Hard Deadline, you do have the ability to adjust this deadline for each individual requests. You may do so in a batch from the Process Manager page, or from the bottom of any form in the Draft Status. From the Process Manager page, select the “Update Due Dates” pencil icon to the right of the Hard Deadline toggle. Or from ...