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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. ...

Last updated: October 4th, 2019 by Hanna Smith

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...

Last updated: October 17th, 2019 by Lauren Neulinger

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 specific process, the ability for an applicant to start a request will begin at 12:...

Last updated: June 23rd, 2020 by Hanna Smith

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...

Last updated: October 4th, 2019 by Hanna Smith

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 ...

Last updated: May 8th, 2018 by Hanna Smith

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...

Last updated: May 8th, 2018 by Hanna Smith

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 ...

Last updated: January 30th, 2018 by Reina Gallion

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...

Last updated: March 12th, 2019 by Brita Whisler

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 ...

Last updated: January 31st, 2018 by Hanna Smith

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...

Last updated: April 11th, 2018 by Reina Gallion

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...

Last updated: May 7th, 2018 by Hanna Smith

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...

Last updated: January 31st, 2018 by Reina Gallion

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 ...

Last updated: August 24th, 2018 by Reina Gallion

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...

Last updated: September 26th, 2018 by Brita Whisler

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...

Last updated: March 15th, 2019 by Hanna Smith

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...

Last updated: September 30th, 2019 by Hanna Smith

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...

Last updated: January 29th, 2020 by Reina Gallion

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...

Last updated: January 30th, 2018 by Hanna Smith

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...

Last updated: February 8th, 2018 by Hanna Smith

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...

Last updated: April 7th, 2020 by Reina Gallion

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...

Last updated: January 30th, 2018 by Hanna Smith

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....

Last updated: May 8th, 2018 by Hanna Smith

Restore an Archived Process

To un-archive a process follow these steps: Once in Process Manager click on the Archived tab in order to expand it. Select the processes you wish to restore using the checkboxes and press Restore Selected to return them to the Available processes group....

Last updated: May 8th, 2018 by Reina Gallion

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...

Last updated: December 30th, 2020 by Brita Whisler

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...

Last updated: September 30th, 2019 by Lauren Neulinger

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...

Last updated: January 29th, 2020 by Lauren Neulinger

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