Advice for setting up Requirements Form for Grantees

Nicole Larsen

Hello Blackbaud Community,


Currently, our foundation uses the online form in BBGM for applications only - all reports are submitted outside of the system via email.  We are interested in changing this, by having requirements submitted through the online portal also.  However, we have heard that sometimes it is difficult to retrieve those submissions and accurately match them to the right record in the database.  Does anyone have any advice on this?  Any do's and don'ts as we explore our options?


Thanks!


Nicole

Crystal Bruce

Discussion moved to the BBGM Community. Thanks!

Mehrnaz Ahmadi Joobaneh

Hi Crystal,


We have started using the online submission feature for requirements for a little while now. Based on what I've seen, here are some notes.


Pros:

• It automates the report submissions very nicely. Saves big time and hassle.
• You can create as many forms as you need.
• Each requirement can be assigned to a different account if needed. They are independent from the request's account.
• You can create custom fields for the form.
• You can create a dashboard showing the requirements that are overdue.
• You can have several forms for the same type. 
• Reminders can be set for the requirements.
• Both requirements and reminders can be assigned in bulk.

What to watch for:

• They do link to proper request. However, the account linked to them could be assigned different than the one assigned to the request. 
• If a requirement needs to be deleted, before deleting, please make sure first that they haven't submitted the requirement yet and then delete it from web first and then delete it completely.
• In form designer, any field that is attached to request and is modifiable, will modify the request on every requirement submission. So, in my short experience, make only the requirement fields editable; the rest is safe to be kept as "read-only".
• When requirement is submitted online, the system will automatically populate the "Received Date", but when documents are uploaded by internal staff for the grantee and not through the portal, then the received date should be manually entered as well.
• It is important to name the forms properly and always delete the not-needed forms.
• Assigning a requirement does not show on their portal until you publish it to the web. This is not a bad thing, just be aware of it.

I am sure others with more experience have better insight, but these were my notes. Good luck!


Mehrnaz

Kecia Haggins

Blackbaud,

I'm having a hard time finding documentation to set this type of requirement.  Can you direct me?