Document Publishing

Attach documents from a GivingData record to a field on an intake form, allowing grantee portal users to download the document, make updates, and re-upload it.

Document publishing allows an existing document from a record in your GivingData site to be attached, or published, to a field on a grantee portal intake form. The grantee portal user can then download the document, make any necessary edits, and re-upload the document. This feature is available on invited application intake forms, report intake forms, and grantee submission intake forms.

Add a File Upload Field to an Intake Form

A file upload or file group field must first be added to an intake form to use this feature. Build a Grantee Portal Intake Form contains instructions on adding fields to intake forms; the file upload and file group fields are found within the Standard Field Types section of the article.

 

• File Group - Published documents can be attached, but grantee portal users are not able to re-upload documents in this field. 
• File Upload - The single file option must be selected in order to attach a published document. Grantee portal users can then re-upload a single document in this field.  

When adding either a file group or file upload field, select Attach Published Documents from GivingData in the File Download Options dropdown.

The following import rule options are available for a field with document publishing configured:

• Automatically import and replace current document - The file uploaded through the form will automatically replace the existing document on the GivingData record.
• Automatically import and create new document - The file uploaded through the form will automatically be added as a new document on the GivingData record. 
• Do not automatically import - The system will ask whether the file uploaded through the form should be added as a new document on the GivingData record or if it should replace the existing document on the record.

Attach Documents to an Intake Form

Once a file upload or file group field is added to an intake form, select the documents to attach to each field when adding the intake form to a request or requirement. 

Invited Application Intake Forms and Report and Grantee Submission Intake Forms contain details on adding intake forms to a request or requirement. On the modal to add the form, an Attach Document(s) to Application Questions section will appear with each form field listed that has document publishing configured.

1. Click the plus icon next to a field.
   
   
2. Select the document to attach to the question, and then click Update. 

Repeat these steps for each additional question with document publishing configured. 

Manage Attached Documents

After selecting the documents to attach to an intake form, an Attached Documents section appears on the request record in the intake form details. Multiple options are available to manage the documents attached to each form question, including re-publishing the documents.

• Click the pencil icon next to a form field to select a different document to attach.
  
  
• Click a document name to download it.
  
  
• Click the upward arrow next to a document to re-publish it. This updates the document on the intake form to reflect any changes made to the document on the GivingData record. For example, if a new version of the document was uploaded on the record after the intake form was assigned, this makes the updated version of the document available on the form. 
  • Navigate to the Documents tab of the record (request, organization, etc.) to view the status of each document. If an orange dot appears next to the status icon, this indicates that the version of the document published on the intake form does not match the version on the record. 
    • Click the status icon for more details.

Import Documents with Document Publishing 

When importing data from a field with document publishing configured, the document uploaded through the form can either be added as a new document on the GivingData record, or can replace the existing document that was attached to the field. Import rules can be configured for the field on the form. If the import rule is set to “Do not automatically import,” refer to the information below.  

Import and Manage Submitted Grantee Portal Intake Forms contains instructions on importing form data. On the File Uploads step in the modal to import data, a field with document publishing configured will display a document in the Current File on Record column. 

• Select Create a new copy of the document in the dropdown to import the document uploaded through the form as a new document on the GivingData record. 
• Select Replace existing document to replace the existing document on the record with the version uploaded through the form.