GivingData Document Management and Linking Options Overview – GivingData

Document management must be configured in your GivingData site to create new documents directly on records, upload and edit documents on records, use document templates, and import documents from grantee portal intake forms.

GivingData Cloud is the document management option available with all GivingData subscriptions. Alternatively, GivingData also offers integrations with OneDrive and Box as add-ons with the Pro and Enterprise subscriptions.

Only one document management option can be configured per site.

Document linking can also be configured in your site. This allows you to link Google Drive, Dropbox, or OneDrive documents in GivingData records.

With GivingData Cloud, links to documents can be shared, but the links expire after 24 hours.

The following table outlines the main differences between the three document management options and document linking.

	Document Linking	GivingData Cloud with Online Edit & Sync	OneDrive Premium Document Management Integration	Box Integration
Subscription	All GivingData subscriptions.	All GivingData subscriptions.	Add-on with the Pro and Enterprise subscriptions.	Add-on with the Pro and Enterprise subscriptions.
Setup	Configure with your GivingData contact.	Configure with your GivingData contact.	A client IT resource is required, in addition to configuring with GivingData.	A client IT resource is required, in addition to configuring with GivingData.
Other Require-ments		To enable the Online Edit & Sync functionality, a Microsoft 365 subscription is required.	Requires a Microsoft OneDrive subscription.	Requires a Box subscription.
Document Storage	Documents are stored in your Google Drive, Dropbox, or OneDrive environments. A link to each document is simply added in GivingData.	Documents are stored in GivingData’s Azure Blob Storage repository, in which each client has their own Azure storage account.	Documents are stored in the OneDrive environment in a file structure mirroring GivingData (organizations, requests, payments, etc.).	Documents are stored in the Box environment in a file structure mirroring GivingData (organizations, requests, payments, etc.).
Document Templates	Cannot be used with only document linking configured. A document management option must be configured to create and use document templates.	Document templates can be created and used. To edit an existing document template, it must be downloaded, edited, and reuploaded.	Document templates can be created and used. An existing document template can be edited without needing to download and reupload it.	Document templates can be created and used. An existing document template can be edited without needing to download and reupload it.
Document Editing	Documents are edited in the Google Drive, Dropbox, or OneDrive environments.	Click the document in GivingData. It opens in Microsoft 365. Any edits automatically save back to GivingData. More than one person can edit the document at the same time.	Click the document in GivingData. It opens in the SharePoint environment, with the option to open it in an installed desktop app. Any edits automatically save back to GivingData.	Click the document in GivingData. It opens in the Box environment, with the option to open it in an installed desktop app or Microsoft 365. Any edits automatically save back to GivingData.
User Accounts and Permissions	Permissions to access documents are managed both in GivingData and in the Google Drive, Dropbox, or OneDrive environments.	Documents are only accessible to logged in GivingData users with appropriate permissions (View Documents and Manage Documents permissions). It is not possible to share links to the documents.	Permissions to access documents are managed both in GivingData and in the OneDrive environment.	Permissions to access documents are managed both in GivingData and in the Box environment.