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Import and Manage Submitted Grantee Portal Intake Forms

Lauren Neulinger
Updated

The ability to batch import intake form data is available with the Pro and Enterprise subscriptions.

Once grantee portal intake forms are submitted, the next step is to import data from mapped fields on the forms into records in your GivingData site. This can be done individually or in batch.  

Import submitted forms from the grantee portal intake forms dashboard individually or in batch, or from the request or organization record.

A submitted unsolicited application intake form must first be connected to an organization and request before the data can be imported. Unsolicited Application Intake Forms contains instructions. 

For details on importing data from fields with document publishing configured, refer to Document Publishing.

  1. Click Grantee Portal Intake Forms in the navigation menu, and then click the intake form type.
  2. If desired, click the Intake Form filter, and then select a specific Intake Form.intake form filter
     
  3. Click Submitted or Partially Imported.submitted tab
     
  4. Click Batch Edit. batch edit button
     
  5. Check the box next to each intake form to import.checkboxes
     
  6. Click Action, select Import Data, and then click Go.go button
     
  7. Review the information in the modal, and then click Save.
    • For each intake form in the batch, the import rules are displayed along with the number of fields that have each rule applied. Hover over a number to view the specific fields.save button
       

After clicking Save, any fields with a rule to automatically import data will be imported.

  • If all fields on a form have rules to automatically import data, the selected intake forms will change to the Imported status. 
  • If no fields on a form have rules to automatically import data, the selected intake forms will not be imported and will remain in the Submitted status. Refer to the sections below to instead import the data individually for these forms.
  • If some of the fields on the form have rules to automatically import data but others do not, the selected intake forms will change to the Partially Submitted status. Refer to the sections below to import the remaining data individually for these forms.
  1. Click Grantee Portal Intake Forms in the navigation menu, and then click the intake form type.
  2. If desired, click the Intake Form filter, and then select a specific Intake Form.intake form filter
     
  3. Click Submitted or Partially Imported.submitted tab
     
  4. Click the three dots icon next to the intake form, and then click Import Data.import data option
     
  5. If any of the fields on the form have import rules set to automatically import data, the import rules are displayed along with the number of fields that have each rule applied. Hover over a number to view the specific fields. Click Import to continue.import button
     
  6. If any fields on the form have import rules set to not automatically import data, the modal displays the mapped fields on the form. For each field, check the box to either save the current value on record or the value submitted on the intake form.
    • The Current Value on Record column displays the date and time each field was last updated in GivingData, if available. The Value Submitted in Grantee Portal column displays the date and time each field was submitted. checkboxes
       
  7. Click Import.  import button
     

Once all data has been imported for the form, the status changes to Imported. 

  1. Navigate to the request record.
    • For an organization intake form, navigate to the organization record. 
    • Alternatively, navigate directly to the intake form entry from a related notification in your notifications modal. 
  2. Navigate to the intake form. 
    • For an invited or unsolicited application form, click the Grantee Portal tab.
    • For a report or grantee submission form, click the Grantee Portal tab, and then click Reports & Submissions.
    • For an active grant intake form, click the Grantee Portal tab, and then click Active Grant Intake Forms.
    • For an organization intake form, click the Grantee Portal tab from the organization record.
  3. Click Import Data next to the intake form. import data button
     
  4. If any of the fields on the form have import rules set to automatically import data, the import rules are displayed along with the number of fields that have each rule applied. Hover over a number to view the specific fields. Click Import to continue.import button
     
  5. If any fields on the form have import rules set to not automatically import data, the modal displays each mapped field on the form. For each field, check the box to either save the current value on record or the value submitted on the intake form.
    • The Current Value on Record column displays the date and time each field was last updated in GivingData, if available. The Value Submitted in Grantee Portal column displays the date and time each field was submitted. checkboxes
       
  6. Click Import.  import button
     

Once all data has been imported for the form, the status changes to Imported. 

When importing an intake form that contains data in a contacts page, there are additional steps involved to help prevent the creation of duplicate contacts. These steps also ensure that related contact records in the site are updated appropriately. 

When importing a form with contact data, the Import New Contacts section will appear in the modal if a new contact was entered on the form.

  • Any similar contacts already in the site are listed in the Similar Contacts on Record column. Click a contact name to view the record.contact name
     
  • In the Import Options column, select which action to take. 
    • Add New Contact - Add a new contact record in the site with the information submitted through the intake form.
    • Update Existing Contact - Select the existing contact record in the site to update with the information submitted through the intake form. 
      • Review the information submitted through the intake form carefully, as this information will overwrite existing information in the contact record. 
    • Do Not Import - Do not import the contact data submitted through the form. import options
       

When importing a form with contact data, the Update Existing Contacts section will appear in the modal if an existing contact was selected on the form. 

  • Click the double arrow icon in the Contact column to view the full record for the existing contact. Import and Manage Forms 21.png
     
  • Check the box in the Current Value on Record column to keep the existing data without making changes, or check the box in the Value Submitted in Grantee Portal column to import the data. 
    • If selecting to import the data, review the information submitted through the intake form carefully, as this information will overwrite existing information in the contact record. checkboxes
       

An additional step when importing a form with contact data is to select the organization and request primary contacts. 

The organization and request primary contacts can be changed at a later time on the organization or request record. Contacts contains instructions.

  • Check a box in the Current Value on Record column to keep the existing organization and/or request primary contacts. 
  • Check a box in the Value Submitted in Grantee Portal column and then select the desired contact from the dropdown to update the organization and/or request primary contact to a new contact submitted through the form.checkboxes

In addition to importing data from submitted intake forms, the forms can also be viewed and managed from the request or organization record.

These options are also available from the grantee portal intake forms dashboard, as detailed in the Grantee Portal Intake Forms Dashboard section.  

  1. Navigate to the request record.
    • For an invited or unsolicited application form, click the Grantee Portal tab. Navigate to the intake form.
    • For a report or grantee submission form, click the Grantee Portal tab, and then click Reports & Submissions.
    • For an active grant intake form, click the Grantee Portal tab, and then click Active Grant Intake Forms.
    • For an organization intake form, click the Grantee Portal tab from the organization record.

Options to view and manage the form are available.

  • Click the pencil icon next to a field to edit it. pencil icon
     
  • Click Deactivate / Delete [Intake Form] to deactivate or delete this form from the request or organization. 
    • Deactivating the form makes it unavailable in the grantee portal, but any information entered into the form is retained. The option is provided to notify assigned grantee portal users. 
    • Deleting the form also deletes any information entered into the form.deactivate/delete grantee application
       
  • Click View [Intake Form] to view or print the form and responses.view application button
     
    • When viewing the form, and if enabled for the form, add comments. Email notifications are sent to both the assigned grantee portal users and staff following the form when comments are made.comment button
  •  
    • Once added, hover over a comment to edit or delete it. Each user can only delete their own comments. The Deletion Activity Log retains a record that the comment was deleted, but not the contents of the comment.pencil and trash can icons

The status of an intake form reflects the current state of the form, from being accessed by grantee portal users through submission in the grantee portal and being imported into GivingData records. 

The status of an intake form changes automatically based on actions by grantee portal users until the form reaches the Submitted status. After that point, manual actions are required by a GivingData user in order to change the status. 

The status of an intake form can be changed from the request or organization record by clicking the pencil icon next to the current status of the form. 

Intake form status can also be changed in batch, as detailed in the Grantee Portal Intake Forms Dashboard section. 

The possible statuses for intake forms vary based on the intake form type, and are listed below. 

  • New - The intake form is assigned to a request record, but no grantee portal users are assigned. An unsolicited application intake form has this status if a grantee portal user has created the form by clicking the Start button in the campaign, but has not yet opened the form for editing.
  • Invited - A grantee portal user is assigned to the form but has not yet started editing it.
  • Checking Eligibility - For unsolicited application intake forms with an eligibility quiz, this status indicates that a grantee portal user has started working on the form but has not yet submitted the eligibility quiz.  
  • In Progress - A grantee portal user is working on the form but has not yet submitted it.
    • The status of the form can be changed to Submitted by foundation staff, even if required fields have been left blank.
  • Submitted - A grantee portal user has submitted the form and can no longer edit their responses.
    • If foundation staff has changed the status of the form back to In Progress, the grantee portal user can edit their responses and resubmit the form. 
  • Partially Imported - An intake form automatically changes to this status if some, but not all, of the mapped field data from the form has been imported into the site.
  • Imported - An intake form automatically changes to this status when all of the mapped field data from the form has been imported into the site.
  • In External Review - A review form has been added for the purpose of assigning external reviewers to review the intake form.
  • Accepted - An intake form with this status appears in the Completed list view on the grantee portal intake forms dashboard. This status is used for different purposes, such as to indicate that the form has been fully reviewed and the request is moving forward through internal processes.  
    • This status is used for internal categorization only, and is not visible to the grantee portal user. In the grantee portal, an intake form only moves from Active Applications to Active Grants when the request record has been approved. 
  • Not Accepted - An intake form with this status appears in the Completed list view on the grantee portal intake forms dashboard. This status is often used to indicate that an unsolicited application intake form has been submitted but not approved. 
    • This status is used for internal categorization only, and is not visible to the grantee portal user. In the grantee portal, an intake form only moves from Active Applications to Declined Applications when the request record has been declined. 

The grantee portal intake forms dashboard provides multiple options for viewing and managing these forms, both before and after submission. 

  1. Click Grantee Portal Intake Forms in the navigation menu, and then click the intake form type.
    • Click All Intake Form Types to view data on the dashboard across all intake forms in the site. 
  2. If desired, click the Intake Form filter, and then select a specific Intake Form.intake form filter
     

Multiple tabs are available at the top of the page. 

  • Dashboard - A chart displays the number of forms within each status. dashboard tab
     
    • Click a form status to access a list view of the included forms.
      • In any of the status list views, click Export to Excel to export the data. export to excel button
         
      • In any of the status list views, click the three dots icon next to a form to access options for viewing and managing it.three dots icon
         
  • Response Comparison - View and export a comparison of form responses. This is a helpful tool for viewing responses across individual forms in one location, such as for an internal review of forms. Response Comparison Tool contains details. response comparison tab
     
  • External Review Management - Manage forms in the In External Review status. View and Manage External Reviews contains details. 
  • External Review Form Responses - Compare review responses across forms in the In External Review status. View and Manage External Reviews contains details. 
  • Completed - Access a list view of forms in the Accepted and Not Accepted statuses. completed tab
     
    • In either of the list views, click Export to Excel to export the data. export to excel button
       
    • In either of the list views, click the three dots icon next to a form to access options for viewing and managing it.three dots icon

Dashboard Criteria and Columns

Dashboard criteria can be configured to filter the data. For example, criteria can be set to view only intake forms with a due date on or before a certain date, or to only view forms for a specific organization.

  1. Click the criteria in the upper-left corner of the page.pencil icon
     
  2. Configure as many criteria as needed, and then click Update.
    • Check the box for Save as My Default Criteria to automatically load this criteria when accessing the grantee portal intake forms dashboard.update button
       

On any of the dashboard list views, click Edit Columns to edit the visible columns of data. This will temporarily edit the columns displayed in the list view. If the user clicks out of the list view, the next time they open the list view, it will revert back to the default settings.

  • If users consistently find themselves editing the columns displayed within the grantee portal intake forms dashboard list views, they can configure a default view within the default list views from Admin Tools & Settings. Edit Default List Views contains details.edit columns button

Batch Edit Options

In any of the list views on the dashboard, batch edit options are available. Depending upon the status of the forms, these options can include updating the intake form statuses, importing data, etc.

  1. Click Batch Edit.batch edit button
     
  2. Check the box next to each relevant form.checkboxes
     
  3. Click Action, select the action, and then click Go.go button
     

The system delivers a notification when a batch action is complete.  

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