Copying a Process: The Checklist

Written by Reina Gallion

Last published at: January 29th, 2020

The following is a list of items to check when creating a new process from an existing one. After you’ve copied the process make sure that you:

  • Update the 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 the process entirely if the new process is for a different type of grant or scholarship.
  • Update the names of all the forms in your process to reflect the new name of the process.
    • The form names should always include the specific name of the process in them so you can easily identify the most up-to-date forms in your site.
  • Update the Start Date and End Date for the process, if applicable.
  • Update the Budget amount for the process, if applicable.
  • Edit the Process Description to update any dates or specific information.
  • Edit the forms in the process (i.e. LOI, Application, Follow-ups) to update any dates or specific details in the questions or instructions.
    • NOTE: If you utilize an Eligibility form, we recommend that you talk with your CSM about best practices related to copying your Eligibility Form forward separately vs. just re-opening the Eligibility form.
  • Adjust the form Due Dates, if applicable.
  • Add/remove users from evaluator pools if you utilize the evaluation stages.
  • Edit any email templates to update any dates or specific information.
    • Double check the email body (including signature), subject line, and CC: lines. 
  • Edit or “tweak” the forms in your process based on feedback from applicants, your staff, or board from the previous cycle. You can also remove forms in the new process entirely and replace them with a brand new form or copy a form from other processes.
    • Now is a good time to streamline/right-size your forms further if you need to!
      • PEAK Grantmaking has some great resources on streamlining. Their Dr. Streamline section is a good place to start.  
    • NOTE: If you plan to add new questions to forms that already exist in another process, consider using the “boat” method so that your background reporting field codes stay synced.
  • Last, and most important, don’t forget to toggle your process “On” so that applicants can see it on the Apply page. It must be turned on before they can start applying!