Flow for Multiple Reviewers

Shannon Brower
Shannon Brower
Fifth Anniversary Kudos 1 Participant Facilitator 1
in Blackbaud Grantmaking™ General Discussions
I work for a private foundation and am the first point of contact for grant requests. I perform a preliminary review but the request then goes to my Executive Director, who approves/denies it. Is there a way to let her know a grant request is ready for review? I have been emailing her to let her know. BBGM doesn't give any indication when a grant is ready for the next person to review. Does anyone else have an approval flow with more than one person? Thanks!

Comments

  • Phenisher Harris
    Phenisher Harris
    Ninth Anniversary Participant Facilitator 1
    You could create a status for the requests to indicate that they're ready for her consideration.  Then create a dashboard part for her that shows requests with that status.  When you're done with your review, change the status to final review and it'll show up on her dashboard.   She can then approve/decline them or otherwise change the status to indicate that it's time for the next step in your workflow.
  • Shannon Brower
    Shannon Brower
    Fifth Anniversary Kudos 1 Participant Facilitator 1
    Okay, I understand the logic and like that idea. Where would I create the status for the requests? I've looked in the Classification Tables and do not see the menu for grant status. It is not the "Review Status Classification". Thank you!
  • Sheree Norton
    Sheree Norton
    Ninth Anniversary Kudos 2 Name Dropper Participant
    That's a great question. I just looked for the table for status of request and couldn't find it in my classification tables either. Where is it? Is this another hidden system table?


    Sheree
  • Brenda Smith
    Brenda Smith
    Ninth Anniversary Kudos 1 Participant Facilitator 1
    I was actually looking at this other day.....been trying to do the same thing for a while now. I found that it located under Classifications --> Giving Program, Type, Status.


    I found that it looks like it doesn't allow you to create sub codes for each status. (For example, I wanted to create under the "LOI Received" status, sub-codes "Deferred" and "Considered for board review/Board agenda" but it doesn't allow that. I would have to create those as separate level codes. So all codes/statuses will be one level.


    So to do that, I'm thinking I may have to create a separate classification code to catch the different stages.


    I'm looking to see what others are doing as well.
  • Sheree Norton
    Sheree Norton
    Ninth Anniversary Kudos 2 Name Dropper Participant
    Thank you. Just found them in the same place. I had to expand the values because it only showed -Contributions.


    When I expanded Contributions, I could see two more choices:
    • Cash Grants and Scholarship. 
    • I expanded Cash Grants and all of my available statuses appeared:
      • Inquiry
      • Pending Proposal
      • Staff Review 
      • Withdrawn 
      • Executive Committee Review 
      • Board Review 
      • Deferred 
      • Active Grant
      • Closed Grant 
      • Cancelled 
      • Staff Declined 
      • Board Declined
  • Shannon Brower
    Shannon Brower
    Fifth Anniversary Kudos 1 Participant Facilitator 1
    That worked - THANK YOU!! 
  • JoAnn Tiefau
    JoAnn Tiefau
    Seventh Anniversary Facilitator 1
    I have not heard back from BBGM. If you have a process (I'm sure most of the community has multiple document reviewers), I'd be happy to hear about it.
  • Louisa Robinson
    Louisa Robinson
    Fifth Anniversary Kudos 2 Name Dropper Participant
    You can set for emails to automatically trigger to the reviewer to let them know they have been assigned a review - we have this set up on our system.


    First of all you need to go to where the review stage is set up - Under the Admin Menu > Reviews

    Review stage set up

    Open up the review stage

    Under the Notifications area - Review (Batch) Template - make sure its set to Multiple Reviewers Notification, Review (Single) Template - make sure its set to Review Notification. Save and close.


    If you dont have individual Review stages set up - you may just need to go to Admin Menu > Reviews > Global Review Notification settings and check what you have set in there.


    Then you need the Template manager - to access the template for the email under reviews.

  • Paula Lentoni
    Paula Lentoni
    Tenth Anniversary Kudos 2 Name Dropper Participant
    We use the second staff person to transfer work back and forth.


    I have a dashboard set up that identifies if you are assigned as the second staff person. We have a notes section where we communicate back and forth.

    You just have to remember to look at the dashboard. We use slack, so I just slack that person to check their dashboard.


    Reach out if you want to take a look!

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