If you notice that a grant request is missing information or needs a new attachment, you can ask the applicant to resubmit their application by using the Benevity Grants Ask for revisions feature.
In this article:
- Workflow rules for resubmissions
- What's eligible or ineligible for resubmission?
- How to ask for revisions
- How to cancel your ask for revisions
- Tracking resubmissions
Workflow rules for resubmissions
Workflow rules that automatically assign values when a request is created will not run again when a request is resubmitted. To set up different workflow rules for resubmissions, contact your Benevity Client Success Manager.
What's eligible or ineligible for resubmission?
Eligible: Grant requests or invitations that originated from a form using the store and continue feature. This will ensure that the applicant's original answers and attachments will transfer over to their revised application form.
How to ask for revisions
- Open the request or invitation.
- Under the Actions section, select Ask for revisions. A window will pop open, letting you write and send an email to the applicant.
- You can customize the email by clicking in the text boxes and writing your own message. You can also add merge tags that automatically pull information from the original grant application. For example, if you click the "Grant name" tag, displayed as %grantname%, the grant name will be added to the email. If you click the "First name" tag, displayed as %fname%, the first name of the applicant will be added. Do not delete the %Resubmission.Link% tag. Without that link, the applicant cannot resubmit their application.
- When you're happy with the email, select Send to Applicant. The email will go out 5 minutes after you hit send. With this time delay, if you realize you forgot to say something, you can always cancel the revision and start over without the applicant knowing. Applicants will also receive a reminder email 14 days after the original request for revisions email.
- To see a preview of the email, select Manage email under the Actions section and open the "Resubmit Notification" email. Learn more about manage email.
The request status now changes to Awaiting Resubmission. The page will show an alert reminding anyone who views the request that it’s awaiting resubmission. The request is now locked for edits or reviews.
How to cancel your ask for revisions
- Open the request or invitation.
- Under the Actions section, select Cancel request for revisions.
- The request is now cancelled. If the applicant goes back to their application, they’ll see that it’s read-only. They will not be able to make any edits.
Will the applicant be notified of the cancellation?
If you cancel the request before the original email was sent, the original email will not go out. The applicant will not know you had accidentally asked for a revision.
If you cancel the request after the original email was sent, a second email will go out, letting the applicant know that their revisions are no longer required.
You can track resubmissions through a few different areas of your program.
On the Dashboard:
- Under the Requests section you’ll see two cards for tracking resubmissions.
- Selecting View requests awaiting updates will take you to a list of all requests with the Awaiting Resubmission status.
- Selecting View updated requests will take you to a list of all requests with Resubmitted status.
- To narrow down the list of resubmissions, you can filter the items by Mine or All, as well as by changing the time period from all time to the last 7, 14, 30, 60 or 90 days.
In the Requests or Invitations pages:
To see the status of the resubmissions on your request or invitations list:
- Go to View Settings.
- Select the Resubmission status and Resubmission date checkboxes.
- Select Save.
- The two new columns will now show in your list.
In the Details sub-tab of the request or invitation:
If the request status is resubmitted, you can see the applicant’s edits by turning on the Revision Highlighting toggle.