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Posting Legacy Requirements to new Portal-no data from BBGM is viewable

Cheryl Dabat

I am testing posting Legacy portal requirements to the new portal, but when I post the requirement fields are blank. None of the fields we post from BBGM to the requirement (requirement type/due date/project title/grant amount) are posting to the new portal. How will the grantee know what they are completing a report for? It is basically a blank set of questions not related to any grant. We have numerous grants/requirements to same organization/contact - how will they even know what they are completing the report for. Am I doing something wrong? Has anyone else experienced this issue?

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Comments

Paula Lentoni

@Cheryl Dabat- Strangely enough, I have found when I post a second requirement it populates the information in both the first and second requirement. The exception is the Project Title field, which they know is a bug. I haven't tested that if deleting the second requirement removes the information, however.

Arancha Lattanzio

@Paula Lentoni
When I publish second and third requirements from the Legacy portal to new portal it populates with the first requirement information as well as the prior attachments. Is there any way to change this, do you know? It's just more steps for our subrecipients to take (delete prior items to upload new items).

Paula Lentoni

@Arancha Lattanzio- Overall my understanding you cannot “recycle” the requirement forms, meaning, you need to have Interim Report #1, Interim Report #2, Final Report.

I know that if you don't change the file fields, they will carry information over from any other part of the process. For example if you use single file field #1 in the first interim report and then again in the final report it will carry over the attachment from the first interim report and you would need to add language around deleting the attachment and uploading a current file.

I have not spent enough time playing around with the data from the text fields other than to say that if you have a read-only BBGM Field it is not editable, then you have to create a second field if you want them to provide updated info vs. being able to change it (as they were able to do in the legacy portal).

Arancha Lattanzio

@Paula Lentoni
ahhh, thank you!

Kim Hook

@Cheryl Dabat
We were instructed to publish the initial requirement, then delete it from the web and publish it again. Usually, you have to wait a few minutes between deleting it from the web and republishing it. I'm relieved to say this works!
We turned off the email template which tells the grantee it has been removed from the web, as we thought it would confuse them. So far we've had a good response from our grantees.

Cindy Alvarado

@Cheryl Dabat Same thing happened to me, I had to open a Support Case and they are still investigating. Kim Hook is correct - if you unpublish it and then re-publish it, it will work. However, I find that to be a poor solution and expect Blackbaud to fix the issue - it shouldn't be on me to go batch publish, then un-publish, then re-publish in order for my forms in the New Applicant Portal to show correctly.

Cheryl Dabat

@Cindy Alvarado I agree, I opened a ticket a while ago. Please also note, I post the Activity (Requirement) due date so the grantee knows when the report is due. If the grantee requests an extension and you update the due date in BBGM, you receive an error that it IS NOT updating in the portal. So the grantee will not see the new due date in their online portal. Also very frustrating because our grantees ask for reporting extension all the time.

Cindy Alvarado

@Cheryl Dabat Oh don't even get me started with Due Dates… I think we're doing the same as you - I add in the Schedule Date BBGM Field (which is effectively the Due Date) and mark it as a Display BBGM Value field so that it pulls in at the top of each reporting form. But just like you, we encounter no-cost grant extensions all the time and amendments as well, so anytime we change the Due Date on the back-end, our new process (until they can fix these two systems communicating so poorly) is to go un-publish and re-publish so that grantees can see their actual due date.

I don't know how you're setting your Due Dates - based on guidance from our consultant, we chose not to use the New Applicant Portal Workflow section to set the Due Dates. Instead, we set them on the back-end just like we used to do with the Legacy Portal. The end result is grantees cannot see Due Dates on their grants portal home page when they log in. The only way they would see a Due Date is by clicking into each assigned requirement form and seeing the Schedule Date field I am manually adding into forms.

The fact that this is meant to be a grants management tool for grantees and they can't manage against their Due Dates because they're not visible on their home page is mind-blowing to me and quite frankly unacceptable. All they keep telling me is that the “system is working as intended” or to submit to the Ideas board, and I'm very unhappy with their change management and the fact that although prettier, the New Applicant Portal has resulted in us losing functionality that we used to have.