Report and Grantee Submission Intake Forms

Collect information through the grantee portal as part of a request requirement using a report or grantee submission intake form.

Report and grantee submission intake forms are used to collect information as part of a request requirement, either related to the request overall or to a specific payment. Once these forms are built, they can be added to a request requirement in your GivingData site and assigned to one or more grantee portal users for the organization. The assigned grantee portal users then log into the portal and submit the form.  

While both report and grantee submission intake forms are built and assigned in the same way, they are accessed from a different location in the portal for assigned grantee portal users, as they are meant to collect information for different purposes. 

A report intake form is used to specifically collect information for a report requirement. It displays in the Reports tab for the active grant in the grantee portal. 

A grantee submission intake form is used to collect any other information as part of a requirement. For example, this could include a payment verification form, a signed contract, or a form in which the grantee organization can share their annual report. It displays in the Submissions tab for the active grant in the grantee portal. 

Add a New Report or Grantee Submission Intake Form

Add a new report or grantee submission intake form in Admin Tools & Settings. Once added, the form can be edited to build the fields that grantee portal users will complete.

1. Click the gear icon in the quick navigation menu.
2. Click Grantee Portal.
   
   
   
3. Click Grantee Portal Intake Forms.
   
   
4. Click Add New Intake Form, and then click Grantee Report or Grantee Submission.
   
   
5. Complete the fields, and then click Next.
   1. Intake Form Title - Enter a name for the form, which is visible to assigned grantee portal users in the portal.
   2. Default Import Rule - Select the default rule when importing data from mapped fields in this form into records in the site. This rule can be configured differently for specific fields on the form as needed. Once the form is added, batch import rules can also be configured. The Edit a Report or Grantee Submission Intake Form section contains details.
      1. Automatically import and update the current value - Data provided in the form will import into the corresponding mapped fields without first being reviewed. Any existing data in the fields will be overwritten with what was provided in the form.   
         • If a field is left blank on the form, any existing data in the corresponding mapped field will be removed to match the blank form field.   
      2. Automatically import if there is no current value - Data provided in the form will import into the corresponding mapped fields without first being reviewed if the fields are currently blank.  
      3. Do not automatically import - The system will ask for a field by field selection of which data to import from the form into the corresponding mapped fields. 
   3. Intake Form Comments Enabled - If checked, grantee portal users have the option to add comments on the form. Staff can also respond to these comments, allowing for direct communication within the form. Email notifications are sent to both the assigned grantee portal users and staff following the form when comments are made.
   4. Intake Form Inactive - If checked, this form will not appear in the list of available intake forms to add to a requirement.
      
      
6. Edit the default email invitation settings as desired for this form, and then click Next.
   1. Edits can be made to this email when sending invitations to grantee portal users.
      
      
7. Make any desired edits to the email that is sent to grantee portal users when they submit this form, and then click Next.
   
   
8. Email notifications can be configured to send to assigned grantee portal users before the form due date and when the form is overdue. These emails are only sent to grantee portal users who have not yet submitted their form. Click Add New Notification and configure when the email should be sent and the content of the email.
   1. These emails are only sent to grantee portal users who have not yet submitted their form. The emails are sent even if the initial invitation for the form has not been sent.
      
      
      
9. Click Save.

Edit a Report or Grantee Submission Intake Form

Once a new report or grantee submission intake form is added in Admin Tools & Settings, edit the form to build the fields that grantee portal users will complete. Build a Grantee Portal Intake Form provides instructions. 

Additional options to edit the form and its properties are also available. To access these, click the dropdown icon next to the form in Admin Tools & Settings.

• Edit Intake Form Properties - Edit the basic configurations for the form, such as the title and whether or not intake form comments are enabled. 
• Edit Invitation Settings - Edit the default invitation email to send to grantee portal users assigned to this form.
• Edit Confirmation Email Settings - Edit the email that is sent to grantee portal users when they submit this form.
• Edit Due Date Notification Settings - Edit the configurations for email notifications to be sent to assigned grantee portal users before or after the form due date.  
• Edit Batch Import Rules - Edit the rules when batch importing data from this form. 
• Duplicate Intake Form - Create a copy of the form. Edits made to the new form do not affect the original. 
• Delete Intake Form - The form can only be deleted if it is not attached to any request records. If the form is attached to request records, it can instead be marked inactive.

Add a Report or Grantee Submission Intake Form to a Requirement

Once a report or grantee submission intake form is built, it can be added to a requirement for a request. 

1. Navigate to the request record. 
2. Click the Requirements tab. 
3. Click Add New Requirement.
   
   
   
4. Select Yes in the Enable Grantee Portal Intake Form for this Requirement? dropdown, and then click Next.
   
   
5. Complete the fields, and then click Save.
   1. Requirement Type - Select the type of requirement, related to either the request or a specific payment.
      1. Requirement types are managed in Admin Tools & Settings. 
      2. If a payment requirement type is selected, the related payment record must be selected in the additional dropdown that appears.
   2. Schedule Date - Enter the internal due date for the requirement. This date is reflected in the Assigned to Me widget on the homepage for the staff member assigned to the requirement.
      1. It is recommended to align this internal schedule date with the due date for the requirement. 
   3. Staff - Select the staff member to assign to this requirement. This user will receive an email notification when the form for the requirement is submitted, and the requirement appears in their Assigned to Me widget on the homepage. 
   4. Intake Form - Select the report or grantee submission intake form to add to this request.
   5. Open Date/Time - Enter the date and time at which the form will become available for the assigned user(s) to edit.
   6. Due Date/Time - Enter the date and time by which assigned user(s) should submit the form. An overdue flag appears in the portal after this date but grantee portals can still submit the form.  
   7. Before Open Date - Select whether or not assigned user(s) should be able to view the form before the open date.
      
       

Once added to a requirement, options are available to edit or remove the form. From the Requirements tab on the request record, click the double arrow icon next to the requirement, and then click the Grantee Portal Intake Entry tab to view these options. From the Grantee Portal tab on the request record, click Reports & Submissions, and then navigate to the form to view these options.  

• Click the pencil icon next to a field to edit it.
  • Import and Manage Submitted Grantee Portal Intake Forms contains details on changing the status of a form.  
  • This includes the ability to edit the Due Date if an extension is needed, for example.
    
    
• Click View Due Date Notification Schedule and History to view any sent or upcoming notification emails for this form.
  
  
• Click Preview Emails to view the configured content of due date notification emails for this form. 
  • These emails can be configured from Admin Tools & Settings. The Edit a Report or Grantee Submission Intake Form section contains instructions.
    
    
• Click the pencil icon next to Followers to add or remove form followers.
  • Followers receive an email notification when the form is submitted and if comments are added. 
  • Users can manage their notification settings.
    
    
• Click Deactivate / Delete Grantee Report or Deactivate / Delete Grantee Submission to deactivate or delete this form from the request. 
  • Deactivating the form makes it unavailable in the grantee portal, but any information entered into the form is retained. The option is provided to notify assigned grantee portal users. 
  • Deleting the form also deletes any information entered into the form.

Assign Grantee Portal Users to a Report or Grantee Submission Intake Form

After adding a report or grantee submission intake form to a requirement, one or more grantee portal users can be assigned to submit the form.

1. Navigate to the request record. 
2. Click the Grantee Portal tab. 
3. Click Reports & Submissions.
   
   
4. Navigate to the report or grantee submission form, and then click Assign Grantee Portal Users.
   
   
5. Check the box for each grantee portal user to assign to the form, and then click Update.
   1. Existing grantee portal users with report permissions for the organization are listed under the Grantee Portal Report Managers section.
   2. Additional grantee portal users related to the organization are listed in the More Grantee Portal Users section. If selected, they will be given permission to manage assigned reports for the organization. 
   3. Click Add New User to select an existing grantee portal user in the site who is not already related to this organization, or to add a new contact to the site.
      
      
6. To send email invitations to the assigned grantee portal users, edit the fields as needed, and then click Send Invitations.
   1. The invitations can be sent at a later time from the request record.
      
      
      

Once grantee portal users are assigned to the form, they can be managed from the request record. 

• Click the pencil icon to send or resend the email invitation, unassign the grantee portal user from the form, edit their grantee portal permissions, or deactivate the grantee portal user as a request contact.

Import Submitted Report or Grantee Submission Intake Forms

Once a report or grantee submission intake form is submitted, data from the form can be imported into the request and organization record. Import and Manage Submitted Grantee Portal Intake Forms provides instructions on importing this data individually or in batch.