Manage Requests

Take actions to manage request records, including updating request statuses and declining or approving requests.

A request’s status can be updated as it moves through its lifecycle. A different status can be selected from within the Exploring, Planning, or Pending dispositions, or the request can be declined or approved.

Change the Status of a Request

Select a different status for a request within the Exploring, Planning, or Pending dispositions.

1. Navigate to the request record. 
2. Click the Overview tab. 
3. Click Change Status.
   
   
4. Select a status from the dropdown, and then click Update.

Decline a Request

1. Navigate to the request record. 
2. Click the Overview tab.
3. Click Decline Request.
   
   
4. Complete the fields, and then click Update.
   1. Declination Date - Today’s date populates by default, but edit the date if needed.
   2. Declination Amount - The value from the Recommended Amount field populates by default, but edit the amount if needed.
   3. Declination Reason - Select the reason why the request is being declined.
      1. Requests contains details on configuring the available declination reasons.
   4. Declination Notes - Optionally enter any notes related to the declination.
      
      

Once a request is declined, any projected payments on the request record are automatically deleted.

Approve a Request

1. Navigate to the request record. 
2. Click the Overview tab. 
3. Click Approve Request.
   
   
4. Complete the fields, and then click Update. 
   1. Approval Status - Select a status within the Approved disposition.
      1. Requests contains details on configuring the available statuses. 
   2. Approval Date - Today’s date populates by default, but select a different date if needed.
   3. Approval Amount - The value from the Recommended Amount field populates by default, but edit the amount if needed.
   4. Approval Notes - Optionally enter any notes related to the approval.
   5. Grant Fiscal Year - The fiscal year populates by default, but enter a different fiscal year if needed.
   6. Change Statuses to - Select a status from the approved category to apply to payments for this request. 
   7. Enable Grant Intake Forms - If applicable, check the box for each active grant intake form to make available in the grantee portal for this request. 
      1. Organization and Active Grant Intake Forms contains details.

Anticipated Approval Date

Request records in the Exploring, Planning, and Pending dispositions display the Anticipated Approval Date field on the Overview tab.

This field dictates how requests in these dispositions appear in approvals dashboards. For example, if a request has 2025 listed in the Grant Fiscal Year field but its Anticipated Approval  Date is within the 2026 fiscal year, the request will appear within the 2026 fiscal year in any approvals dashboards. 

The Anticipated Approval Date field cannot be edited directly on a request record, as it populates automatically based on another field. By default, the field that populates the Anticipated Approval Date field is the Meeting Date field. Contact your CSM if you would like one of the following fields to populate the Anticipated Approval Date field instead: 

• Request Date
• Project Start Date
• Create Date

The date that is configured to populate the Anticipated Approval Date field appears after the Secondary Staff field on the modal when adding a new request. 

To edit the Anticipated Approval Date for a request, navigate to the Overview tab of the request record, and then click the pencil icon next to the field that is configured to populate the Anticipated Approval Date field.