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. ...
Process Visibility Types
Below are the available process visibility types. Select the appropriate type in the Edit Process Summary section of a process. Public The process is visible to all applicants on your Apply Page when turned on. Any applicant can apply within the process. Restricted This visibility type requires you to set an access code for the process. The proce...
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 applicant's ability to start an application and is NOT a deadline to submit a form. Start Date If you have entered a Start Date for a process, applicants will be able to start a new request in the process beginning at...
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...
Process Toggled On vs. Off
Processes can be toggled on and off on the Process Manager page. Below are the key differences between processes that are toggled on vs. off. Process Toggled On The process shows up on the Apply page, regardless of the start/end date range. For a public visibility process, this is true for all applicants. For a restricted visibility process, 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...
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 ...
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...
Adding or Removing Evaluators on a Process
In both cases, to add or remove an evaluator you must do so via the process evaluator list within the Process Manager To add an evaluator: Click on Tools Click on Process Manager Click on Process Name for the process you want them to evaluate Select the Process Stage: LOI or Application (depending on which form is being evaluated) Select the ...
Side-by-Side Evaluations
Side-by-side evaluations will allow the user evaluating a form to view the evaluation on one side of the screen with the LOI or Application on the other side. This functionality can make a quicker and easier experience for those evaluating forms. This is an optional feature that can be turned on in each evaluation stage by a site administrator. To t...
Share Evaluation Function
When “Share” is selected in the process, evaluators will be able to see the other evaluators' evaluations while evaluations are open. To set shared evaluations: Go to Process Manager, located under Tools in the Navigation Menu. Click the process name to edit the process. Click on the process stage (LOI or Application) Click on the evaluation tab (L...
Anonymous Option in Evaluation Stages
The "Anonymous" function is only applicable if you have also selected "Share" for that evaluation stage. When "Anonymous" is selected in the process, board members will not be able to see the other evaluators' names on the evaluation summary. The evaluators will instead be listed as Evaluator #1, Evaluator #2, etc. To set anonymous evaluators: Go to...
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 ...
Installments Auto Configure
By default, the decision stage contains one 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 o...
Follow Up Auto Due Date Options
The auto due date feature, if configured, will automatically populate the Follow Up due date at the time of approval, so you do not have to manually add the due date. This tutorial will walk you through the different options available for how the system will automatically generate the follow up due date. First, choose from the type of Auto Due Date...
Copy a Process
It's best practice to copy an existing process in your site when creating a new process, or when preparing for the next annual cycle. Follow these steps to copy a process: From the Dashboard, click Tools in the upper navigation bar, then select Process Manager. Click the name of the process that you want to copy. Click Copy Process . Give your new...
Copying a Process: The Checklist
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 diff...
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...
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...
The Boat Method: Sync a New Question Between Processes
Each question on a form has an underlying field code. When a process is copied, the field codes for questions within the process are copied as well, meaning that they are synced with the new process. Syncing field codes for questions that are the same across processes (for example, "Amount Requested") is helpful for a couple of reasons. When buildin...
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...
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....
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...
Applicants Can't Access a Process
Problem You intend for a particular process with public visibility to be accessible, but applicants are not able to see the process on your Apply Page. Normal Behavior When within the date range for a process (with public visibility), it should show up on your Apply Page along with the Apply button. Solution From the Dashboard, click Tools in the u...
Process Stages and Colors
Process stages are the distinct steps a request for funding may go through. For example, the application and evaluation stages. You as the administrator can choose which steps to include in a process, but the application and decision stages are required. Clicking on a stage opens more details. If it's an optional stage (i.e. the LOI or follow up st...