Requirements

Add a new requirement to a request and manage the available requirement types.

Add a new requirement to one or more requests, view and manage requirement information in the requirement record tabs, and configure requirement types.

Add a Requirement

Add a new requirement to a single request, or add requirements to multiple requests in batch. View and manage requirement information in the requirement record’s tabs, and configure the available requirement types. 

Add a Requirement from a Request Record

Follow the instructions below to add a request requirement.

1. Navigate to the request record. 
2. Click the Requirements tab. 
3. Click Add New Requirement.
   
   
4. Select an option in the Enable Grantee Portal Intake Form for this Requirement dropdown, and then click Next.
   1. If Yes is selected, additional fields will be configured in the next modal related to the intake form.
      
      
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. The Requirement Types section contains details on configuring the available types.
      2. If a payment requirement type is selected, the related payment record must be selected in the additional dropdown that appears.
   2. Notes - Optionally enter any additional details related to the requirement. There is a 250 character limit in this field. 
   3. 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.
   4. Staff - Select the staff member to assign to this requirement. The requirement appears in their Assigned to Me widget on the homepage. If an intake form is added, they will also receive an email notification when it is submitted.
   5. Long Notes - Optionally enter any additional details related to the requirement. This field provides extra space for context on the requirement, in addition to the Notes field.
   6. Intake Form - Select the report or grantee submission intake form to add to this request.
   7. Open Date/Time - Enter the date and time at which the form will become available for the assigned user(s) to edit.
   8. 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.  
      1. If configured, upcoming and overdue email notifications are based on this due date. Report and Grantee Submission Intake Forms contains details on configuring these notifications.
   9. Before Open Date - Select whether or not assigned user(s) should be able to view the form before the open date.
      
      

If a report or submission intake form was added to the requirement, one or more grantee portal users can now be assigned to submit the form. Instructions on assigning grantee portal users and managing the form are available in Report and Grantee Submission Intake Forms.

If the requirement relates to a specific payment, it can be displayed as a payment contingency in the grantee portal. This cannot be done if an intake form is added to the requirement. Configure this setting when adding the requirement, or from the requirement record once added by following the steps below.

• Click the double arrow icon to view the requirement record.
  
  
• Click the pencil icon next to Display Requirement in Grantee Portal as a Payment Contingency, and then select Yes.
  
  
• The name of the requirement type then displays as a contingency in the Payments tab for the request in the grantee portal.  

Add Requirements in Batch

Add requirements to multiple requests in batch from a super search. 

1. Run a super search to generate a list of the relevant requests.
2. Click Batch Edit.
   
   
3. Check the box next to each relevant request.
   
   
4. Click Action, select Add Requirement, and then click Go.
   
   
5. Select an option in the dropdown, and then click Next.
   1. If Yes is selected, additional fields will be configured in the next modal related to the intake form.
      
      
6. Complete the fields, and then click Update.
   1. Requirement Type - Select the type of requirement. 
      1. The Requirement Types section contains details on configuring the available types.
   2. Notes - Optionally enter any additional details related to the requirement. There is a 250 character limit in this field. 
   3. Schedule Date - Enter the internal due date for the requirements. This date is reflected in the Assigned to Me widget on the homepage for the staff member assigned to the requirements.
      1. It is recommended to align this internal schedule date with the due date for the requirements.
   4. Staff - Select the staff member to assign to these requirements. The requirements appear in their Assigned to Me widget on the homepage. If an intake form is added, they will also receive an email notification when it is submitted for each requirement.
   5. Long Notes - Optionally enter any additional details related to the requirement. This field provides extra space for context on the requirement, in addition to the Notes field.
   6. Intake Form - Select the report or grantee submission intake form to add to this request.
   7. Open Date/Time - Enter the date and time at which the form will become available for the assigned user(s) to edit.
   8. 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.
      1. If configured, upcoming and overdue email notifications are based on this due date. Report and Grantee Submission Intake Forms contains details on configuring these notifications.
   9. Before Open Date - Select whether or not assigned user(s) should be able to view the form before the open date.
      
      

The system delivers a notification when the batch action is complete. Fields for each requirement, such as the schedule date or due date, can then be updated as needed from each request record. 

If a report or submission intake form was added to the requirements, one or more grantee portal users can now be assigned to submit the form for each requirement. Instructions on assigning grantee portal users and managing the forms are available in Report and Grantee Submission Intake Forms.

Requirement Record Tabs

Once a requirement is added to a request, multiple tabs are available on the requirement record containing information and other functionalities. 

Overview

Multiple actions can be taken on this tab to manage the requirement. This includes:

• Marking the requirement complete or incomplete.
• Editing requirement details.
• Managing any workflow tasks related to the requirement.

Grantee Portal Intake Entry

This tab is visible if a grantee portal intake form has been added to the requirement. Multiple actions can be taken on this tab to manage the form. Report and Grantee Submission Intake Forms (link to specific section) contains details.

Documents

Access and manage requirement documents on this tab. These are documents related specifically to the requirement, and they can be added manually or imported from grantee portal intake forms. 

• Click Add New Document to add a new requirement document.
  • Multiple options are available, including uploading a document from your computer or utilizing a document template or super doc template.
    
    
• Click a document title to view the document.
  
  
• Click the double arrow icon to manage the document properties.
  
  
• Click the dropdown icon to access options such as editing document properties, uploading a new version, downloading the document, or other options depending upon the type of document.
  
  
  
• Click the trash can icon to delete a document.

Interactions

Interactions related to the requirement can be viewed and added here. Interactions contains details on adding and managing interactions in the site.

Custom Fields 

Any requirement custom fields that have been configured in the site can be viewed and edited for the requirement record here. Custom Fields Overview contains details on managing the available custom fields for the site.

Requirement Types

The requirement type is selected when adding a requirement to a request record. Common examples of requirement types include: 

• Progress Report
• Final Report
• Signed Agreement
• Site Visit
• Receipt Required
• Phone Call
• Check-In

Configure the available requirement types from Admin Tools & Settings. 

1. Click the gear icon in the quick navigation menu.
2. Click Requirements.
   
   
   

• Click Add New Requirement Type to create a new type, and then complete the applicable fields.
  
  
  • Requirement Type Name - Enter a descriptive name for the requirement type. 
  • Entity Type - If Request is selected, a requirement with this type will be related to a request as a whole. If Payment is selected, a requirement with this type will be related to a specific payment. 
  • Grantee Portal Intake Form Type - If a grantee portal intake form will be added to requirements with this type, this field must be completed. If Report is selected, only report intake forms are available to add for a requirement with this type. If Submission is selected, only grantee submission intake forms are available to add for a requirement with this type.
  • Default Staff - Optionally select the primary and/or secondary staff members to assign to requirements with this type.
    
    

• Existing types can be edited or made active/inactive using the pencil icon, deleted using the trash can icon, and dragged and dropped into a different order within the disposition. 
  • The order is reflected in the dropdown when selecting a requirement type.