Request Summary Overview

Request Summary

The purpose of this tutorial is to provide context for how all of the information related to a specific request is recorded, organized and accessed. Many of the features highlighted here are explained in greater detail in other tutorials.

When an LOI or application is started in the system, a Request is created. The Request Summary houses all of the information related to that request.

  • The “Request Summary” page is accessible by clicking on the “Project Name” link in any of the workload pages, the Requests & Decisions search page, the Payment Tracking page, within the Organization Summary, on Forms and any other location where the “Project Name” link appears.

The information and tools located in the Request Summary page include:

  • The Create Documents Tool
    • Once Merge Templates are built you can use the Create Documents button to pull content out of the system for that particular request to be merged directly into a Word or PDF document.
  • If Connect is included in your license, click on the Public Profile button to access the Public Profile page.
    • This tool allows you to view the applying organization’s GuideStar profile, Great Non-Profit reviews, Past Funding through the Foundation Center and run Charity Checks.

  • The Process name reflects which grant process the request was submitted to.

  • The Contact Info tab reflects the name and contact information of the Applicant, as provided by the applicant during the registration process.
    • The Organization Name link reflects which Organization the request belongs to and provides quick and easy access to the Organization Summary page.
      • The Project Name link on the Organization Summary page returns you to the Request Summary Page.
    • The Contact is the owner of the request.
    • To email the contact, click on the Envelope (Email) icon to the right of their name
    • You can edit the contact’s profile information by clicking on the Pencil/Edit icon to the right of their name.
      • TIP: Once in the Edit page, you can log in as the applicant by clicking on “Log in as Applicant Name” link in the top-right hand corner of the page.
    • The Contact Email History log lists all of the emails that have been sent to the contact.
    • The Organization Email History log lists all of the emails that have been sent to any of the organization’s contacts at any time.

  • The Request tab
    • The Current Status informational area under the Request tab reflects all of the forms that have been completed as the request moves through the system through the decision stage. This may include the LOI form, the Application form, Evaluation forms and the decision form.
    • You can select the Print Packet icon to download a pdf of each form in the request, from the Request Summary page.
      • Follow-ups are located in the separate Follow Ups tab, once a grant is approved.
    • The Request Email History log lists all of the emails that have been sent to any of the organization’s contacts related to the request.  
    • As the request progresses through the process stages, more information will be added and accessible.
    • Each form can be accessed and edited by clicking on the pencil, or View, icon.
    • The Status Change Log tracks changes that occur as the request moves through the stages of the application process.  
      • The log reflects:
        • The date and time an event  occurred
        • the request status before the change
        • the new request status, and
        • the individual responsible for the change
          • For example, you can see when an Applicant started an LOI draft, and when the LOI was submitted.
      • The Status Change Log is commonly used for viewing the exact date and time a request was submitted so administrators can enforce hard deadlines.
  • The Advanced Options section under the Request tab houses two features. The first allows you to revert the status of an application, moving it back to its previous status. The second allows you to reassign the request to a different user within the organization if needed.
    • A request’s status can be reverted one status at a time.
      • Please note: reverting a request’s status can result in the loss of data if you move the request back past a stage where information was captured.
        • For Example: If you move a request with a status of Approved back to application draft, all approval and evaluation information will be lost.
      • Once payments are recorded and Follow Ups are assigned, you will no longer have the option to revert the request status.
        • If payments have been recorded and Follow Ups are assigned, the follow ups and payments will have to be deleted in order to revert the request’s status.
    • A request can also be reassigned to another contact within the organization.
      • The option to Reassign will only appear if there is more than one contact tied to the organization.
      • To Reassign the request, click on the drop-down and select the desired contact and click reassign.
        • Please note, only contacts with active login credentials (ie. email address and password) will appear in the drop-down list.

  • If a request is approved, the Award Details tab is added to the request summary page.  
  • Approval information including Installment Amounts, Due Dates and Matching Information can be accessed in the Award Details tab. This tab allows administrators easy access to decision information where they can add installments, payments or edit some approval details.  
    • Requests with a Matching or One Time grant type will have one group. Requests with the Installment grant type will have one group for each installment.
    • The installment amount, due dates, and conditions can be edited by clicking on the applicable group and then clicking the “Edit” button. Make the desired changes and click the “Save” button.
    • Payments for a particular installment may be added by opening the applicable installment group, clicking the “Make Payment” button, enter payment information and then clicking the “Make Payment” button.
      • If payment information was previously entered this information can be edited by clicking the “Pencil” icon, editing the payment information and then clicking the “Update Payment” button.
      • Payments can be deleted by clicking the red “X” (delete) icon.
    • Installments may be added to One-Time or Installment grants by clicking the “Add Installment” button.
      • After the installment is added the correct installment information can be entered into the installment by expanding the group, editing the information and clicking the “Save” button.
    • Installments may be removed from Installment grants by clicking on the installment to expand the group and then clicking the “Remove Installment” button.

  • Once a request is approved, the Follow Ups tab will be added to the Request Summary page. In this area, you can edit, delete or review existing follow up assignments and assign new follow ups.
    • All Follow Up assignments related to the request will be visible in this group along with the following details:
      • the form name
      • what installment it is assigned to or if it is assigned to the overall grant
      • the follow up due date
      • who it was assigned to
      • the status of the form
    • You can view the Follow Up form by clicking on the applicable “paper” (view) icon
    • To delete a follow up, click on the red “X”(delete) icon for that Follow Up assignment.
      • You will be asked to type in “DELETE” to ensure that you do not delete an assigned follow up by mistake.
      • Note that follow ups that have been submitted or marked complete cannot be deleted.
    • To revert the status of a follow up back after it has been marked “Complete” by an administrator click on the “Revert Status” icon.
    • To assign additional follow up forms, click on the “Assign Follow Ups” button and enter the assignment information.
      • Note: If all of the follow up forms in the process have already been assigned or there are no follow ups in the process, you receive a message stating that there are no follow ups available for this process and you will need to add follow ups to the process before you will be able to assign them.
    • To edit follow up assignment information, click on the “Edit Follow Ups” button. Make the desired updates and click the “Update Selected Follow Ups” button.

  • The Documents tab is a place where Administrators or Grants Managers can upload documents specifically associated with the request such as decision letters, site visit notes and/or proposal summaries.
    • To add a document, click on the Document Tab and Select “Upload a File” and choose a file from your computer.
    • Users with the Administrator, Grants Manager, Board Member, Staff Evaluator or Auditor roles will be able to view all request documents.
    • You will be prompted to give the document a description and a document type. “Other” is the default document type.
    • You may choose to show a request document to the Applicant by clicking the “Show Applicant This Document” checkbox when uploading a document.  
      • You can also allow applicants to view request documents that were previously uploaded by clicking on the "Pencil" (edit) icon, selecting the "Show Applicant This Document" checkbox and clicking save.
      • You can utilize this option to share Grant Agreements & Decision Letters with applicants, instead of sending these documents out via mail or email. Some funders have been able to replace paper letters with documents shared this way.

  • The Comments tab is a place an administrator can record notes and make comments specifically about the request.
    • These comments are visible to evaluators, but
    • They are not visible to applicants.
    • Note that Request Comments cannot be pulled into Reports or Merge Documents.

  • For those organizations performing Charity Checks The GuideStar Charity Check tab allows you to run a charity check on an organization and/or view the information for the most recently performed Charity Check.
    • A Charity check can only be conducted if an accurate TAX ID number is present in the TAX ID field of the Organization summary.
    • If a Charity Check has never been run for this organization, only the “Run Charity Check” button will appear. Click on the button to run the charity check.
    • If a Charity Check has been performed previously,  the Charity Check information will be visible in the tab. To view additional information regarding the charity check you can click through the additional tabs under the Charity Check section.
      • You can always run a new charity check, to confirm that the information is current.
    • The “View Charity Check Log” lists of all of the dates and times that Charity Checks have been run for the organization.
      • After clicking on the “View Charity Check Log” link, you can view each Charity Check by clicking the “eye” (View Charity Check) icon.



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