Organization and Active Grant Intake Forms – GivingData

Organization and active grant intake forms are available with the Pro and Enterprise subscriptions. Contact your CSM to confirm details about which features are included or available to add on to your specific subscription.

The following features mentioned in this article are available with the Pro and Enterprise subscriptions:

Intake form comments
Batch import and default import rules for intake form data

Organization and active grant intake forms are also referred to as grantee-initiated forms. These forms can be made available in the grantee portal for use by grantees as needed. For example, these forms can be used to allow grantees to request a grant amendment, submit contact information updates, or provide an off-cycle report. Details and instructions for using both types of forms are available in the sections below.

In order for a grantee portal user to access and submit an active grant intake form or organization intake form, they need the Manage All option selected for the applicable form type permission. Refer to Grantee Portal User Management and Troubleshooting for instructions on configuring these permissions.

Organization Intake Forms

Once an organization intake form is added, it is available for grantee portal users with the necessary permissions to submit at any time for their organization. Information from an organization intake form maps to the organization record when imported. This type of intake form is not associated with a specific request.

Organization intake forms are commonly used to collect the following:

Bank account information
Contact information updates
Leadership changes
Financials
Compliance information
Media coverage
Celebrations of success

Add a New Organization Intake Form

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

Click the gear icon in the navigation menu.
Click Grantee Portal.
Click Grantee Portal Intake Forms.
Click Add New Intake Form, and then click Organization Intake Form.
Complete the fields, and then click Next.
- Intake Form Title - Enter a name for the form, which is visible to grantee portal users in the portal.
- Grantee Portal Description - Enter a description to appear next to the form in the grantee portal. Provide information about the purpose of the form, under what circumstances it should be submitted, etc.
- Organization Types - Select the organization types for which this form should be available in the grantee portal.
- Max Active Entries Per Organization - Optionally enter the maximum number of in progress entries for this form that each organization is allowed. Once an in progress form entry is submitted, it no longer counts towards this total.
- Followers - Add staff as followers on this form. Followers receive an email notification when the form is submitted.
  - Users can manage their notification settings.
- Default Import Rule - Select the default rule when importing data from mapped fields in this form into organization 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 an Organization Intake Form section contains details.
  - 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.
  - 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.
  - 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.
- Intake Form Inactive - If checked, this form will not appear in the grantee portal for users to access and submit.
Make any desired edits to the email that is sent to grantee portal users when they submit this form, and then click Save.

Edit an Organization Intake Form

Once a new organization 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 followers.
Edit Confirmation Email Settings - Edit the email that is sent to grantee portal users when they submit this form.
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 organization records. If the form is attached to organization records, it can instead be marked inactive.

Import Submitted Organization Intake Forms

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

Active Grant Intake Forms

Once an active grant intake form is added and enabled on an approved grant request, it is available for grantee portal users with the necessary permissions to submit at any time while the request is still active. Information from an active grant intake form maps to the request record when imported.

In order to submit an active grant intake form, a grantee portal user must have Manage All selected for the Active Grant Intake Forms permission for the organization.

Active grant intake forms are commonly used to collect the following:

Requests for a grant amendment.
Updates on a grant between review cycles.
Materials of interest related to the grant.

Add a New Active Grant Intake Form

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

Click the gear icon in the navigation menu.
Click Grantee Portal.
Click Grantee Portal Intake Forms.
Click Add New Intake Form, and then click Active Grant Intake Form.
Complete the fields, and then click Next.
- Intake Form Title - Enter a name for the form, which is visible to grantee portal users in the portal.
- Grantee Portal Description - Enter a description to appear next to the form in the grantee portal. Provide information about the purpose of the form, under what circumstances it should be submitted, etc.
- Max Active Entries Per Request - Optionally enter the maximum number of in progress entries for this form that each request is allowed. Once an in progress form entry is submitted, it no longer counts towards this total.
- 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 an Active Grant Intake Form section contains details.
  - 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.
  - 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.
  - 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.
- Intake Form Inactive - If checked, this form will not appear in the list of forms to enable on approved requests.
- Enable Adding New Grant Amendments When Managing Intake Entries - If checked, a grant amendment for the request can be efficiently added when importing this form. Grant Amendments contains details.
Make any desired edits to the email that is sent to grantee portal users when they submit this form, and then click Save.

By default, the request primary staff, secondary staff, and followers are added as followers on submitted active grant intake forms. Navigate to a submitted form on the request record (click the Grantee Portal tab, and then click Active Grant Intake Forms) to add or remove form followers.

Edit an Active Grant Intake Form

Once a new active grant 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 grantee portal description.
Edit Confirmation Email Settings - Edit the email that is sent to grantee portal users when they submit this form.
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.

Enable an Active Grant Intake Form on a Request

Follow the steps below to enable one or more active grant intake forms for a request that is already approved.

Active grant intake forms can also be enabled while approving a request. In the modal that appears when completing approval details, check the box for each active grant intake form to make available for the request.

Navigate to the request record.
Click the Grantee Portal tab.
Click Active Grant Intake Forms.
Click the pencil icon next to Enabled Active Grant Intake Forms.
Check the box for each form to make available in the grantee portal for this grant, and then click Update.

Import Submitted Active Grant Intake Forms

Once an active grant 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.