External Reviewer Portal and Form Setup

Add one or more review forms to an application form in Admin Tools & Settings. Once added, the form can be edited to build the fields reviewers will complete.

1. Click the gear icon in the navigation menu.
2. Click Grantee Portal & Reviewer Portal.
   
    
3. Click Grantee Portal Intake Forms to expand the section, and then click either Unsolicited Application Intake Forms or Invited Application Intake Forms and locate the relevant application form.
    
4. Click Add New under Review Forms.
    
5. Complete the fields, and then click Next.
   • Review Form Title - Enter a name for the review form, which is visible to assigned reviewers in the portal.
   • Application to Review - Select the application form that will be reviewed using this review form. 
   • Question Rating Scale - Select the rating scale to be used with any Rating fields added to the review form. Refer to the External Reviewer Portal Settings section for details on configuring the available rating scales.
   • Overall Rating Scale - Select the rating scale to be used with the Overall Rating field if added to the review form. Refer to the External Reviewer Portal Settings section for details on configuring the available rating scales.

   • Amount to Display in Review Form - When a reviewer opens an assigned review, the name of the organization and the request title are displayed at the top of the page, along with an amount for the request. Select whether that amount should be the requested or recommended amount, or if no amount should be displayed.

     
      

6. Edit the default email invitation settings as desired for this form, and then click Save.
   • Edits can be made to this email when sending invitations to reviewers.
      

The review form now appears in the Review Forms column next to the application form.

Edit a review form to add or edit content. Once review forms are ready, they are available to add to specific applications and assign to reviewers.  

1. Click the gear icon in the navigation menu.
2. Click Grantee Portal & Reviewer Portal.
   
    
3. Click Grantee Portal Intake Forms to expand the section, and then click either Unsolicited Application Intake Forms or Invited Application Intake Forms and locate the relevant application form.
    
4. Click Edit next to the review form.
    
5. Click Edit.
   • The application form can also be edited here. To edit the review form, ensure that the Review button is selected.
     
      
6. Click Add New to add a new page to the review form.
    
7. Complete the fields, and then click Save. 
   • The Introduction page is added by default and allows for limited customization, including adding an image or editing the page description. 
   • Page Title - Enter a name for the page. This displays at the top of the page and in the navigation bar for reviewers unless a custom navigation label is entered.
   • Custom Navigation Label - If desired, enter a name for the page to display to reviewers other than the page title.

   • Conditionally Display This Page - If desired, configure this page to only display if a reviewer selects a specific option in a dropdown field from another page on the review form.

     • The page can also be configured to only display if one or more codes have been selected on the request.

     
      

Edit and manage pages in the navigation bar.

• Click a page to view it and edit its content.
  
   
• Drag and drop pages into the desired order.
  
   
• Click the gear icon next to a page to manage its settings, or the trash can icon to delete it.
  
   

Content can be added and edited on each page. 

• A banner image can be added to a page above the page title. Click the page header, and then click Select File.
  • The accepted file types are .jpeg, .jpg, .png, .gif, .tif, .tiff, .bmp, and .svg. 
  • The recommended file size is less than 20MB.
     
• A page description can be added. Click the page header, and then enter the Page Description.
   
• Click Add New to add a new content field to the page.
   
  • Click the type of field to add.
    • The Overall Rating Field adds a dropdown field for a reviewer to select from the overall rating scale configured for the review form. This represents the reviewer’s overall scoring assessment of the application, and is used by the system to calculate average ratings for each reviewed application. This field can only be added once per form. Details on rating scales are available in the External Reviewer Portal Settings section.

    • The Rating field adds a dropdown field for a reviewer to select from the question rating scale configured for the review form. Multiple Rating fields can be added to the form. Details on rating scales are available in the External Reviewer Portal Settings section.

      
       

  • Complete the fields, and then click Save.
    • Label - Enter the label to appear at the top of the field.
    • Required - Select Yes if the reviewer should be required to complete this field before submitting their responses.
    • Help Text - Optionally enter instructional text to appear below the field label.
    • Scheduled Display - If desired, schedule this field to only be displayed starting on a certain date or to be hidden starting on a certain date.
    • Conditional Display - If desired, configure this field to only display if a reviewer selects a specific option in a dropdown field elsewhere on the review form.

      • The field can also be configured to only display if one or more codes have been selected on the request. 

        
         

  • Click a field to edit or delete it.
     

Click Preview to view the form as it will appear to an assigned reviewer.
 

Specific application pages can be hidden from reviewers when they are completing this review form. Since this is configured at the page level, it is not possible to hide only specific questions on a page.

• Click the gear icon next to the application on the left-hand side of the page.
   
• Check the box to hide application pages from assigned reviewers completing this review form, and then click Update.
  

Manage existing review forms for an application form in Admin Tools & Settings.

1. Click the gear icon in the navigation menu.
2. Click Grantee Portal & Reviewer Portal.
   
    
3. Click Grantee Portal Intake Forms to expand the section, and then click either Unsolicited Application Intake Forms or Invited Application Intake Forms.
    

Multiple actions and options are available for managing the existing review forms.

• Click Edit to add and edit content on a review form. The Edit a Review Form section contains details.
   
• Click the dropdown icon, and then click Delete to delete the review form. 
  • This can only be done if the review form is not attached to any request records.
    • If the review form is attached to request records, it can instead be marked inactive.
       

• Drag and drop review forms into the desired order. 
  • This is reflected in the dropdown when selecting a review form to add to the application.
     
• Click the dropdown icon to access additional options.
   
  • Edit Properties - Edit basic details such as the review form title and whether requests’ requested or recommended amount is displayed on the form.
  • Edit Invitation Settings - Edit the default invitation email to send to reviewers assigned to this form.
  • Edit Confirmation Email Settings - Edit the email that is sent to reviewers when they submit this review form.
  • Edit Due Date Notification Settings - Email notifications can be configured to send to assigned reviewers before the due date and when reviews are overdue. These emails are only sent to reviewers who have not yet submitted their reviews. Click Add New Notification and configure when the email should be sent and the content of the email. 
  • Duplicate - Create a copy of the review form. The form can be added to any unsolicited or invited application form, and edits made to the new form do not affect the original. 

The general external reviewer portal settings can be managed in Admin Tools & Settings. The rating scales for use on review forms can also be managed here.

1. Click the gear icon in the navigation menu.
2. Click Grantee Portal & Reviewer Portal.
   
    
3. Click Reviewer Portal Settings.
    
    

Click the pencil icon next to a reviewer portal setting to edit it.
 

• Reviewer Portal Name - This name is visible when reviewers log into the portal. It is also visible at the top of the page once they are logged in.
• Review Privacy - Select the privacy level for reviewers’ responses on review forms. This relates to responses from other reviewers assigned to complete the same review form for an application. 
  • Strict - Reviewers cannot view any other reviewers’ responses. 
  • Moderate - Reviewers can view other reviewers’ responses after submitting their own responses.
  • Flexible - Reviewers can view other reviewers’ responses at any time. 
• Default Reviewer Portal Registration Email - Edit the default email to send when inviting a new reviewer to the portal from their contact record. This is not associated with a specific review form. Edits can be made to the email before sending.

Manage Rating Scales

For each review form, a rating scale can be selected to use with any Rating fields, and a rating scale can be selected to use with the Overall Rating field. This allows you to use program-specific rating scales, for example.

Refer to the Add a Review Form section for details on selecting the rating scales for use with a review form. Refer to the Edit a Review Form section for details on the Rating and Overall Rating fields. 

1. Click the gear icon in the navigation menu.
2. Click Grantee Portal & Reviewer Portal.
   
    
3. Click Reviewer Portal Settings.
4. Click Add New under Rating Scales.
    
5. Enter a descriptive name for the rating scale. 
   • This is visible when selecting rating scales for use on a review form.
      
6. Click Add New Value to add as many values to the scale as needed.
    
7. For each value, adjust the numeric value and label as needed, or click the trash can icon to delete a value.
   • If this scale is used in a Rating or Overall Rating field on a review form, the labels are visible to reviewers in the dropdown for the field.
   • If this scale is used for the Overall Rating field on a review form, the values are used by the system to calculate average ratings for each reviewed application.
      
8. Drag and drop values into the desired order.
    

Once a rating scale is added, click the three dots icon to deactivate or delete the scale. 

• If a scale is deactivated, it is not available to select on review forms. If already selected on a review form, the scale options no longer appear in the Rating or Overall Rating fields on the form.
• A scale cannot be deleted if it is selected for use on any review forms.