This article describes the default behaviour of a highly configurable system. Your granting program may appear or behave differently depending on user permissions and custom configurations. If you do not appear to have access to everything you need, use the Help > Request Help link to request additional permissions.
When an application is submitted by an organization, it appears in an assigned mailbox based on your routing workflow. An email notification is sent to the person/people assigned to the mailbox including high-level proposal details and a proposal link. Proposals are also opened from the Proposals tab by selecting the proposal name.
When you open a proposal, you’ll see proposal details at the top, followed by the submitted application.
Proposal details
- ID: the unique proposal ID.
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Status: the status of the proposal. The following are standard options that can be customized:
- Under Consideration: the first status for a submitted proposal.
- Approved: the proposal status once it is approved.
- If a proposal is declined, it will have one of three statuses:
- Declined Manually: if the proposal is declined immediately using proposal actions. Typically you can configure decline reasons.
- Declined Auto: if you want to automate a decline for a future date, you can Add to Decline Queue and select a reason. The decline email is sent after your specified time delay.
- In Decline Queue: the status while there is a pending automated decline.
- Mailbox: the mailbox the proposal was sent to.
- Template: the application type of the proposal.
- VIP: indicates if the proposal was created by an internal user. If internal, the user’s name is displayed.
- Lock State: shows if the proposal is Locked or Unlocked.
- Received: the date the proposal was received.
- Created By: the user that submitted the proposal.
- Deadline: the deadline date for the proposal.
- Labels: all labels added to the proposal.
- Workflows / Tasks: links to any old or active workflows or tasks. Select links to view details.
Proposal tabs
The following tabs display information related to a proposal. You may have more depending on your program configuration.
- Proposal: this tab is displayed by default, showing questions and responses from the submitted application. If any questions were not displayed to the applicant based on conditions, they are not displayed on this page.
- Notes: proposal notes that can include attachments.
- Payments: view and manage payments from here if budgets are configured for your program.
- Organization: the organization profile is displayed along with employee engagement statistics if you have Spark, Benevity’s employee engagement product.
- Eligibility quiz: this displays answers to the eligibility quiz.
- DocuSign: This is an add-on feature for signing documents with DocuSign.
Proposal actions
Proposal actions are available at the top of the proposal to quickly manage status, workflows, and more. Actions will have different visibility depending on your program and user permissions.
- Approve: an action to approve the proposal.
- Decline: an action to decline the proposal and select an email template for the decline reason. The proposal status is updated to Declined Manually.
- Review History: review the complete history of a proposal, including details of any edits made and emails sent.
- Labels: add labels to identify associated proposals. Hover over this action item to add or remove labels for an individual proposal.
- Workflow: Hover over this action to run or view a workflow, or create or view a task.
- Refresh: updates the data displayed on the Mailbox page. If a user or submitter updates the proposal while it is open, Refresh to update the displayed data.
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More Actions:
- Add to Decline Queue: automate decline of a proposal at a later date.
- Change Submitter: change the user that submitted the proposal.
- Lock/Unlock Submission: manually Lock or Unlock the proposal. A locked proposal cannot be edited or released for edit.
- Send Additional Request: manually send an Additional Request Form.
- Generate Doc/PDF/Excel: generate a document from a customized template.
- Send New Email: send customized email templates including proposal data.
- Archive/Trash: add a proposal to the Archive or Trash (e.g. to remove duplicate proposals or a proposal submitted in error).
- Transfer: move a proposal from one mailbox to another mailbox, transferring responsibility of that proposal.
- Print: print the proposal or convert it to a PDF.
- Duplicate/Convert: duplicate the proposal or convert it to another application type.