Follow Up Auto Assign Scenarios

The auto assign feature allows you to assign follow ups as you approve a grant. Note: you must first setup the auto assign feature and then approve the grant. This will not allow you to auto or batch assign follow ups to approved grants. 

Choose from the type of “Auto Assign Follow Up” options

Select your options by clicking the dropdown menu.

Not Using

This option allows you to proceed without creating a rule for assigning that particular follow up. You will be able to assign that (and every other follow up) at the request level after a grant or scholarship has been made.

Specific Date

This allows you to set a specific due date for this follow up.

Example: a funder with a fiscal year that ends in June wants fiscal reports that would list any funds that haven’t been spent submitted by June 15 of that year.

Time Span

  1. Set your #
  2. Pick from Days, Weeks, Months or Years
  3. Select Before or After
  4. Choose the date field that you would like the Due Date to correspond.
    • Note: Any date field from a form in that process as well as the approval date will be available to choose from. For example, you could have a follow up be due two weeks after the “Project End Date” if “Project End Date” was a question on your application. Or you could have it be due 13 months after the approval date for that request.

Example: a funder that asked what the Project Start Date and Project End Date were in the application wants a 6 Month Progress Report due six months after the “Project End Date”.

Sliding Date

  1. Pick “Sliding Date” from the drop down
  2. Choose either “End Of” or “Beginning Of”
  3. Pick Month, Quarter, Year or specific month
    • Note: These are based on the calendar year.

Example: a foundation with an annual meeting in October wants an interim report due from every grantee at the end of September so they can give the board an update.

Auto Assigning Follow Ups to a Request

  1. Open the Request Summary of an application that is complete or an evaluation that has been closed.
  2. Select Approve Request
  1. Fill out the approval form and then select APPROVE at the bottom of this form.
  1. Upon this step you will see that the dates you set in the process manager are in place within the DUE DATE
  1. You can change the date that is automatically generated for a particular request at this point. Changing the due date for a particular follow up will not affect the due date generated when that follow up is assigned to another request.
  2. You can also reassign a follow up to another member of the organization.
    • The system automatically recognizes the request holder as the recipient of the follow up, but in some instances you might want the follow up to be assigned to another individual within the organization.
  3. You can SKIP this auto assignment of follow ups
  4. When you select “Assign Selected Follow-Ups” you will be able to view these assignments in the Request Summary.
  1. Note: The first follow up in the series must be filled out and submitted by the applicant. The administrator must then mark this follow up complete in order for the next follow up to be accessed.
  2. Note: If you would like two follow ups to be “editable” at the same time you will need to assign them both the same due date.

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