reviewerconnect 3.6 user guide for gifts alta - blackbaud · 1 welcome congratulations! you now own...
TRANSCRIPT
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Welcome ............................................................................................................................... 1
Where to Find the Information You Need ........................................................................................1 Chapter Summaries ........................................................................................................................2
Chapters for All Reviewers Module Administrators...............................................................................2 Chapters for All Proposal Owners ..........................................................................................................2 Chapters for Internal Reviewers ............................................................................................................3 Chapters for ReviewerCONNECT Users ..................................................................................................3
Conventions Used in This Manual....................................................................................................3 Procedural and Typographic Conventions .............................................................................................3 Different Types of Notes ........................................................................................................................4
Maintenance and Support Program .................................................................................................4 Using the Documentation ...............................................................................................................5
Understanding Review Processes ........................................................................................... 6
About External and Internal Processes ............................................................................................6 About Review Stages ..............................................................................................................................6
Overview of the External Review Process ........................................................................................6 1. Assigning Proposals to External Reviewers ...................................................................................6
2. Notifying External Reviewers ........................................................................................................7
3. Entering and Weighing Reviewer Decisions ..................................................................................7
Overview of the Internal Review Process.........................................................................................7 1. Assigning Proposals to Internal Reviewers ....................................................................................7
2. Setting Up Required Review Sequences ........................................................................................7
3. Notifying Internal Reviewers .........................................................................................................7
4. Reviewing and Approving / Declining Requests ............................................................................8
Comparing Internal and External Reviews .......................................................................................8
Setting Up the Reviewers Module ........................................................................................ 10
Editing Reviewers Module Code Tables ......................................................................................... 10 Adding or Editing Review Status Codes .............................................................................................. 10 Adding or Editing Response Codes ...................................................................................................... 11
Designating Review Types and Stages ........................................................................................... 13 Selecting the Review Types You Will Use ............................................................................................ 13 About Review Stages ........................................................................................................................... 14 Adding and Modifying Review Stages ................................................................................................. 14 Properties ............................................................................................................................................ 16 Feedback ............................................................................................................................................. 17 Specific Questions ............................................................................................................................... 20 Adding Custom Feedback Fields ......................................................................................................... 21
Document Sharing in ReviewerCONNECT....................................................................................... 21 Internal vs. External Documents ......................................................................................................... 21 Changing the Sharing Status of a Document....................................................................................... 22 Changing the Sharing Status of a Batch of Documents ....................................................................... 22
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Setting User Permissions for Reviewers ......................................................................................... 22 External ReviewerCONNECT Permissions ........................................................................................... 24
Granting ReviewerCONNECT Access .............................................................................................. 24 Granting ReviewerCONNECT Access to Internal Reviewers ............................................................... 24 Granting ReviewerCONNECT Access to External Reviewers ............................................................... 25
Configuring Email Connections and Messages ................................................................................ 25 Linking GIFTS to Your Email Software ................................................................................................. 26 Entering Email Addresses for Internal Reviewers and Proposal Owners ............................................ 27 Entering External Reviewer Email Addresses ...................................................................................... 27 Editing System Emails and Messages .................................................................................................. 30 Messages (for ReviewerCONNECT Only)............................................................................................. 31 Proposal Owner Emails ....................................................................................................................... 32 Reviewer Emails .................................................................................................................................. 32
Creating Review Correspondence Templates ................................................................................. 34
Administering ReviewerCONNECT ........................................................................................ 35
About ReviewerCONNECT Pages ................................................................................................... 35 Homepages ......................................................................................................................................... 36 Request Detail Page ............................................................................................................................ 37 Percentage Coding in Requests ........................................................................................................... 39 Review Detail Page .............................................................................................................................. 39 Admin Available Actions Page ............................................................................................................. 39 Edit Review Page ................................................................................................................................. 40
About Page Parts .......................................................................................................................... 40 Custom Page Parts .............................................................................................................................. 40 Modifying ReviewerCONNECT ............................................................................................................ 40 Layout Pages ....................................................................................................................................... 41 Rearranging Page Parts ....................................................................................................................... 41 Removing Page Parts ........................................................................................................................... 42 Adding Page Parts ............................................................................................................................... 42 Changing Page Part Properties ............................................................................................................ 42
Annotating Page Parts .................................................................................................................. 43 Adding Annotation to a Page Part ....................................................................................................... 43 Using HTML in Page Part Annotations ................................................................................................ 44
Limiting Access to Submitted Reviews ........................................................................................... 44 Granting View Access for Submitted Reviews ................................................................................ 44 Modifying Field-Level Permissions ................................................................................................ 45 Customizing Field Labels ............................................................................................................... 47 Modifying ReviewerCONNECT Settings .......................................................................................... 48
Formatting ........................................................................................................................................... 48 Application Settings ............................................................................................................................ 50
Upload Your Logo ......................................................................................................................... 51 Creating External Reviews Automatically ........................................................................................... 52 Assigning Review Rules to Forms ........................................................................................................ 53
Setting Up ReviewerCONNECT Custom Page Parts ................................................................ 54
About ReviewerCONNECT Page Parts ............................................................................................ 54 Internal/External Homepages: ............................................................................................................ 54
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Internal/External Request Detail Pages: ............................................................................................. 55 Review Detail Page: ............................................................................................................................. 55
The Custom Image Page Part ......................................................................................................... 55 The Grant Request History Page Part ............................................................................................. 56 The Link List Page Part .................................................................................................................. 57 The Note Page Part ....................................................................................................................... 58 The Title Page Part ........................................................................................................................ 60 The Web Clipping Page Part .......................................................................................................... 61
Adding Web Pages to ReviewerCONNECT Pages ................................................................................ 62 Adding Web Research Data to Detail Pages........................................................................................ 63
Adding Discussion Boards ............................................................................................................. 63 Adding the Discussion Board Page Part .............................................................................................. 64 Starting a Discussion ........................................................................................................................... 64 Viewing and Participating in a Discussion ........................................................................................... 65 Deleting a Discussion .......................................................................................................................... 66
Using Merge Fields in ReviewerCONNECT ...................................................................................... 66 Which Merge Fields Are Available?..................................................................................................... 67 Inserting Merge Fields Correctly ......................................................................................................... 67
Accessing and Searching for Reviews in GIFTS Alta ............................................................... 69
Accessing Reviews in GIFTS Alta .................................................................................................... 69 Accessing Reviews from the Dashboard ............................................................................................. 69
Reviews from a Calendar ................................................................................................................ 69
Reviews from the Chart .................................................................................................................. 70
Reviews from a Summary Part ....................................................................................................... 71
Reviews from a Table Part .............................................................................................................. 72
Accessing Reviews in the Workspace .................................................................................................. 73 Using Quick Find to Look for Reviews ............................................................................................ 73
Using Full Search to Look for Reviews ............................................................................................ 74
Filter Options for Reviews .............................................................................................................. 75
Saving Review Searches .................................................................................................................. 77
Accessing Reviews Through Related Lists ........................................................................................... 78 Accessing Reviews for External Contacts ............................................................................................ 79
Accessing Summary Data from Reviews ........................................................................................ 79 Summary of Reviews for a Reviewer .................................................................................................. 80
Managing External Reviewers in GIFTS Alta .......................................................................... 81
Adding and Modifying an External Review..................................................................................... 81 Adding an External Review .................................................................................................................. 81
From the Contact Edit Form ........................................................................................................... 81
From a Requests Search Results Page ............................................................................................ 82
External Review Form Fields ............................................................................................................... 83 Finding the Request for a New Review ............................................................................................... 85
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Editing an External Review .................................................................................................................. 86 Activating Reviews in ReviewerCONNECT ...................................................................................... 87
Review Status ................................................................................................................................. 87
Adding a Review Without Activating It ............................................................................................... 87 Adding More Review Statuses ............................................................................................................ 88
Notifying Reviewers ...................................................................................................................... 88 ReviewerCONNECT User Notification ................................................................................................. 88 Non-ReviewerCONNECT User Notification ......................................................................................... 89
Creating a Batch of Reviews .......................................................................................................... 89 Entering and Saving Review Decisions ........................................................................................... 92 Updating a Batch of Reviews ......................................................................................................... 93 Reminding Reviewers That Reviews Are Due ................................................................................. 94 Deleting External Reviews ............................................................................................................. 94
Managing Internal Reviews in GIFTS Alta .............................................................................. 95
Planning the Internal Review Process ............................................................................................ 95 Using Review Stages ............................................................................................................................ 95 Distributing a Proposal to Internal Reviewers .................................................................................... 95
Using Internal Review Sequences .................................................................................................. 95 How Review Sequences End ............................................................................................................... 96 Review Sequences and User Permissions in GIFTS Alta ...................................................................... 96 Setting Up a Required Review Sequence ............................................................................................ 96 Modifying a Required Review Sequence ............................................................................................. 96
Adding Internal Reviews ............................................................................................................... 97 Modifying Internal Reviews .......................................................................................................... 99 The Internal Review Edit Form .................................................................................................... 100 Reassigning Reviews ................................................................................................................... 101 Reminding Reviewers That Reviews Are Due ............................................................................... 102 Entering and Saving Review Decisions ......................................................................................... 102 Deleting Internal Reviews ........................................................................................................... 102
Reviewing Proposals in GIFTS Alta ...................................................................................... 104
Searching for and Accessing Your Current Reviews ...................................................................... 104 Providing Feedback on a Proposal ............................................................................................... 104
If Your Review Was Required ............................................................................................................ 105 Changing Review Decisions ......................................................................................................... 107 Limiting Access to Reviews in GIFTS Alta ..................................................................................... 107
Reviewing Proposals with ReviewerCONNECT .................................................................... 108
ReviewerCONNECT Basics ........................................................................................................... 108 Page Parts .......................................................................................................................................... 108 Page Part Annotations ...................................................................................................................... 108 The Menu Bar .................................................................................................................................... 108 The Homepage .................................................................................................................................. 109 Filtering Reviews from the Homepage .............................................................................................. 110 Detail Pages ....................................................................................................................................... 111 Edit Review Page ............................................................................................................................... 111
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Logging in to ReviewerCONNECT ................................................................................................. 111 Changing Your Password ............................................................................................................. 112 Discussion Boards ....................................................................................................................... 112
Starting a Discussion ......................................................................................................................... 113 Viewing and Participating in a Discussion ......................................................................................... 114
Reviewing a Funding Proposal ..................................................................................................... 114 Request Detail Page .......................................................................................................................... 115 Note Page Part .................................................................................................................................. 115 Link List Page Part ............................................................................................................................. 115 Web Clipping Page Part ..................................................................................................................... 115 Support Documents .......................................................................................................................... 116 Adding Grant Documents .................................................................................................................. 116 Uploading and Linking Additional Documents .................................................................................. 117 Generating a Stage 2 IGAM Application ............................................................................................ 117
Completing and Submitting a Review .......................................................................................... 118 The Edit Review Page ........................................................................................................................ 118 Voting Yes or No ................................................................................................................................ 119
Declining a Request .................................................................................................................... 120 Approving a Request................................................................................................................... 121
Budget Resolution ............................................................................................................................. 121 Budget Resolution for Multiple Fiscal Years ..................................................................................... 122 Budget Transfers ............................................................................................................................... 123
Batch Processing Reviews and Requests ...................................................................................... 124 Editing and Submitting a Batch of Reviews ....................................................................................... 124 Approving or Declining a Batch of Requests ..................................................................................... 125
Adding a New Review ................................................................................................................. 127 Accessing MyGIFTS ..................................................................................................................... 129
Tips and Troubleshooting ................................................................................................... 130
Tips ............................................................................................................................................ 130 Web Clipping Tips .............................................................................................................................. 130
Troubleshooting ReviewerCONNECT ........................................................................................... 130 Homepage Taken Over by Web Clipping .......................................................................................... 130 Users Having Trouble Viewing and Editing Documents .................................................................... 131
Index ................................................................................................................................. 133
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Welcome
Congratulations! You now own the GIFTS Alta Reviewers Module, which allows you to schedule reviews, gather feedback, interact with reviewers, and make decisions on proposals. If you have also purchased ReviewerCONNECT, your reviewers can access and review proposals online. This chapter describes how to use this manual and other MicroEdge resources to get started with the Reviewers Module and ReviewerCONNECT. If you did not purchase ReviewerCONNECT, pay particular attention to this chapter. It provides general information about which parts of the manual apply to your configuration, and which only apply to those who also have ReviewerCONNECT.
Where to Find the Information You Need
The Reviewers Module and ReviewerCONNECT User’s Guide describes how to set up the Reviewers Module and how to work with Reviews. It contains the information you need to manage internal and external review processes for proposals. It also explains how reviewers can respond to Review notifications, either in the Reviewers Module or online using ReviewerCONNECT. The Reviewers Module and ReviewerCONNECT User’s Guide is intended to support your use of the Reviewers Module throughout the review cycle. The information you need depends on your level of experience with GIFTS and your role within the grant making process. If you’ve never used the Reviewers Module: Be sure that you have a good understanding of the hows and whys of reviewing proposals, as well as how to work with GIFTS. The Reviewers Module interface is largely identical to that of GIFTS, so this basic familiarity is essential. Then you can read this manual to learn about setting up and participating in the reviewing process. If you’ve used a previous release of the Reviewers Module: You probably understand your organization’s work flow and how to plan, assign, and maintain internal and external Reviews. You might find that the table of contents and the index are the best resources when you have specific questions. If you serve as an internal reviewer: If you use the GIFTS Reviewers Module to receive and review proposals, but do not manage Requests and review processes, read “Reviewing Proposals in GIFTS”. This chapter addresses your role specifically. If you also purchased ReviewerCONNECT: If you are responsible for administering ReviewerCONNECT and setting up online access for reviewers, read “Administering ReviewerCONNECT” and “Reviewing Proposals with ReviewerCONNECT”. “Working in ReviewerCONNECT” also includes information for reviewers connecting through ReviewerCONNECT.
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Chapter Summaries
Much of the information in this document is task oriented, and includes step-by-step instructions for using each feature of the GIFTS Reviewers Module. The chapters are presented in the order recommended for usage, although you should feel free to review the functions in the order that you see fit. However, be sure that you understand your organization’s work flow and the GIFTS review process before you begin entering data.
Chapters for All Reviewers Module Administrators
The following chapters are intended for use by those setting up the Reviewers Module in GIFTS. The information and tasks here apply to systems with and without ReviewerCONNECT. (Administrators of ReviewerCONNECT itself should read “Administering ReviewerCONNECT”.
Chapter Description
“Understanding Review Processes"
This chapter provides an overview of external and internal review processed, and offers descriptions of their main differences.
“Setting Up the Reviewers Module"
The GIFTS administrator responsible for setting up the Reviewers Module should follow the instructions in this chapter to set up the external and internal Reviews feature.
Chapters for All Proposal Owners
The following chapters provide information for “proposal owners”—staff members responsible for setting up review processes for particular Requests. All tasks described in these chapters are performed in GIFTS, but are essential even if you have ReviewerCONNECT.
Chapter Description
“Accessing and Searching for Reviews in GIFTS"
This chapter describes how to access both external and internal Reviews, and how to use the GIFTS search facilities to find the Reviews you want.
“Managing External Reviews in GIFTS"
This chapter details the procedures for working with external Reviews, placing these procedures in the context of the external review process.
“Managing Internal Reviews in GIFTS"
This chapter details the procedures for working with internal Reviews, placing these procedures in the context of the internal review process.
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Chapters for Internal Reviewers
The following chapter describes how to review a proposal as an internal reviewer using GIFTS. If you do not have ReviewerCONNECT, your internal reviewers must use this procedure. If you have ReviewerCONNECT, they may either use this procedure, or review proposals through ReviewerCONNECT. (An internal reviewer can only use one method of access at a time, however.)
Chapter Description
“Reviewing Proposals in GIFTS"
This chapter explains how you will be notified of new Reviews, how to search for and access your current Reviews, and how to provide feedback on proposals.
Chapters for ReviewerCONNECT Users
These chapters apply only if you are using ReviewerCONNECT with the Reviewers Module.
Chapter Description
“Administering ReviewerCONNECT"
ReviewerCONNECT administrators should refer to this chapter for information on setting up the ReviewerCONNECT pages and permissions.
“Setting Up ReviewerCONNECT Custom Page Parts"
This chapter discusses the configuration of customizable page parts which may be added to ReviewerCONNECT pages in order to provide reviewers with additional information or instructions.
“Reviewing Proposals with ReviewerCONNECT"
ReviewerCONNECT administrators, proposal owners, and reviewers will find information on using ReviewerCONNECT in this chapter.
Conventions Used in This Manual
Before you read the Reviewers Module and ReviewerCONNECT User’s Guide, it is helpful to familiarize yourself with the conventions used throughout this manual. Doing so will enhance the usefulness of the documentation.
Procedural and Typographic Conventions
This manual uses the following conventions to clarify the procedures and tasks it describes:
Important procedures are always given as a numbered set of tasks. Check marks indicate a checklist of general items or tasks. Characters given in this font are examples of data that you should enter, such as the
directory path to a file. Data elements within the GIFTS system are presented with an Initial Capital Letter. For
example, the word “request” is capitalized when it is used to refer to a Request record within GIFTS.
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The name “GIFTS” is used generically to refer to any configuration of the system, including the Essential GIFTS configurations.
Since GIFTS is a modular system available in a variety of configurations, the screens shown in this document may not always reflect the configuration of your system.
Different Types of Notes
When appropriate, notes provide additional information or warnings that may apply to you. The Reviewers Module and ReviewerCONNECT User’s Guide uses four types of notes. Each type of note serves a unique purpose as defined below. NOTE: A note with this format and the heading “Note” provides information that applies to some users. Notes apply to special situations. For example, a Note might explain minor differences in setup procedures among network and standalone systems.
IMPORTANT: A note with this format and the heading “Important” provides information that applies to all users. This type of note provides information that is essential to the completion of a task. Unlike a Note, Important notes should not be disregarded.
CAUTION: A note with this format and the heading “Caution” provides important
information that applies to all users. Pay special attention to these notes.
TIP: A note with this format and the heading “Tip” provides useful information that applies to most users. Although Tips are not essential to the completion of a task, they provide alternative methods, shortcuts, or special applications relating to the procedures in the text.
Maintenance and Support Program
Members of MicroEdge’s Maintenance and Support Program receive unlimited telephone consultation on the use of the software, assistance in error isolation and correction, software updates, and prompt furnishing of any available problem solutions relating to the currently supported versions of GIFTS. Our Technical Support staff are available Monday through Friday, 8:00 A.M. to 8:00 P.M. Eastern time. You may contact MicroEdge's Technical Support Specialists as follows:
Phone 1-877-704-3343
Fax (212) 757-1784
E-mail [email protected]
Internet Log in to PowerME, the MicroEdge client portal
Members may also search our library of documentation and technical bulletins in the MicroEdge Solutions Knowledgebase. To access the knowledgebase from GIFTS, log in to PowerME, the MicroEdge client portal, and select the Solutions tab.
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For details about our support policies, please refer to the MicroEdge Client Resource Guide. If you have any questions regarding the Maintenance and Support Program, please contact our Client Administration Representative at 1-800-899-0890, option 6, then 2, who will be happy to assist you.
Using the Documentation
MicroEdge includes the GIFTS and GIFTS Connections documentation in Portable Document Format (PDF). To view these files, you will need the Adobe® Reader, which is available for free from Adobe Systems, Inc. at http://www.adobe.com. You can print out selected pages, sections, chapters, or the entire book. You can also install the files on your computer or network so you can access them online, and take advantage of features such as a “hot” table of contents, index, and cross-references within books. TIP: You can also obtain PDF copies of the documentation from PowerME, the MicroEdge client portal. Just log in and go to the Content tab.
The Adobe Reader’s other features are described in the Reader’s online Help. Note that MicroEdge does not provide technical support for the Adobe Reader. We cannot assist you with the installation, configuration, or use of this product.
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Understanding Review Processes
This chapter provides an overview of external and internal review processes, and outlines their main differences. It also describes how Review Stages help you tailor Reviews to different groups.
About External and Internal Processes
GIFTS Requests, often referred to as proposals while they are under review (and in this manual), can be assigned to external and internal reviewers:
External reviewers are generally consultants or field experts outside your organization. Using Contact records, you can maintain detailed information about these individuals.
Internal reviewers are individuals with GIFTS user accounts; these are generally members of your staff.
NOTE: Your internal reviewers do not need access to GIFTS if they will only be completing reviews through ReviewerCONNECT. They must, however, have a GIFTS user ID and be assigned to a GIFTS user group. This allows you to assign them permissions in ReviewerCONNECT.
A GIFTS record called a Review tracks the Request being reviewed, the Contact or staff member performing the review, dates associated with the Review (such as the sent date, received date, and due date), and the reviewer’s feedback. The staff member responsible for the proposed Request (the “proposal owner”) assigns the external and/or internal Reviews. The proposal owner’s roles in noting reviewer decisions and in approving or declining the Request, however, are quite different for external and internal Reviews.
About Review Stages
The Reviewers Module and ReviewerCONNECT allow you to set up Review Stages. A Stage in this context is a set of preferences defining the properties of Review records created under it—for example, it specifies if the Review type is to be internal or external, and the kinds of feedback you want from the reviewer. For information on Review Stages, please see “About Review Stages”.
Overview of the External Review Process
The proposal owner assigns external Reviews. Using GIFTS, the proposal owner also handles all communication between the grants management staff and the reviewers. Using ReviewerCONNECT, reviewers themselves enter their review decisions.
1. Assigning Proposals to External Reviewers
To assign a proposal to an external reviewer, the proposal owner will add a Review, assign it an external Review Stage, and link it to the reviewer’s Contact record. For more information, please see “Adding and Modifying an External Review”.
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2. Notifying External Reviewers
Using GIFTS: Most of the steps taken to prepare and send packets to external reviewers—such as gathering the applicant’s proposal materials—take place outside the GIFTS Reviewers Module. GIFTS can generate cover letters for these packets. Using ReviewerCONNECT: External reviewers with ReviewerCONNECT accounts are notified about pending Reviews via e-mail, and may then access the Reviews online.
3. Entering and Weighing Reviewer Decisions
Using GIFTS: When a reviewer has returned a proposal with his or her decision, the proposal owner can update the Review record to track its progress. For details, please see “Entering and Saving Review Decisions”. Using ReviewerCONNECT: When an external reviewer completes a Review through ReviewerCONNECT, the proposal owner is notified via e-mail. The review is available right away in GIFTS. Using either configuration: The proposal owner can then weigh the recommendations of the external reviewer(s) and approve or decline the Request as he or she sees fit. NOTE: A Request can have both internal and external Reviews assigned to it.
Overview of the Internal Review Process
Because they have access to your GIFTS system, internal reviewers can access Reviews themselves (after e-mail notification) and make their own recommendations. Internal reviewers may also complete Reviews through ReviewerCONNECT with all the same access rights and permissions they enjoy in GIFTS. If an internal review sequence of required Reviews is set up, reviewers using GIFTS or ReviewerCONNECT can even decline and approve the Requests they are reviewing. If the proposal owner assigns only non-required Reviews, approval and declination remain the owner’s responsibility. For information on marking Reviews “required,” please see “Adding and Modifying an Internal Review”. The following is an overview of the internal review process:
1. Assigning Proposals to Internal Reviewers
To assign a proposal to an internal reviewer, the proposal owner will add a Review, assign it an internal Review Stage, and link it to the reviewer’s GIFTS user account. For more information, please see “Adding and Modifying an Internal Review”.
2. Setting Up Required Review Sequences
If the proposal owner chooses to set one up, a required review sequence sends a proposal to internal reviewers one a time, based on the order of internal Reviews established in the Request. If a reviewer accepts a proposal, it is sent on to the next reviewer. For details, please see “Planning the Internal Review Process”.
3. Notifying Internal Reviewers
Reviewers automatically receive e-mail notification when it’s their turn to review the proposal. Details on how reviewers are notified can be found in the instructions on adding Reviews.
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4. Reviewing and Approving / Declining Requests
Internal reviewers may be asked to decline a Request they recommend against, or approve a Request they review favorably. This is the case only when the reviewer completes a required internal Review. If the proposal owner wants final say on whether to approve or decline the Request, he or she must 1) assign only non-required Reviews, or 2) make him- or herself the last reviewer in a required Review sequence. Reviewing Requests Using GIFTS: For more information on performing an internal Review—required or non-required—in GIFTS, please see “Reviewing Proposals in GIFTS”. Reviewing Requests Using ReviewerCONNECT: ReviewerCONNECT users access and fill out Reviews online. For more information on performing an internal Review through ReviewerCONNECT, please see “Reviewing Proposals with ReviewerCONNECT”.
Comparing Internal and External Reviews
If you use both external and internal reviewers, you can assign both to the same Request. However, for each kind of reviewer—even for the same Request—there are very different procedures. The following table summarizes the major differences between internal and external Reviews.
Internal External
Reviewers Each reviewer is a GIFTS user. Each reviewer has a Contact record.
Workflow Reviewer responses are integrated into the GIFTS workflow, and may determine the Disposition of the Request.
Reviewer responses are no different than other information tracked for a Request, such as the Project Description and Evaluation: They do not affect the Disposition of the Request.
Notification GIFTS sends e-mail messages to reviewers informing them that they should log in to GIFTS or ReviewerCONNECT and review a Request.
Using GIFTS: A member of your grant-making staff sends an information packet to the reviewer by mail or other means. Using ReviewerCONNECT: An e-mail is automatically sent to the reviewer when the Review is created.
Responses Reviewers use GIFTS or ReviewerCONNECT to give their feedback on proposals.
Using GIFTS: Reviewers review the information packet and contact your staff; a member of your staff enters their responses into GIFTS. Using ReviewerCONNECT: The reviewer logs in and provides feedback. The proposal owner is notified via e-mail when the Review is complete.
Accessing Reviews
In the Reviews folder of the Organizer, on the Reviews tab of a Request, or in ReviewerCONNECT.
In the Reviews folder of the Organizer, on the Reviews tab of a Request, on the Reviews tab of a reviewer’s Contact record, or in ReviewerCONNECT.
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Approving or Declining Requests
A reviewer completing an internal Review may have to decline or approve the associated Request (if the Review was required).
A reviewed Request is approved or declined by its proposal owner in GIFTS.
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Setting Up the Reviewers Module
Before your organization can use the Reviewers Module or ReviewerCONNECT, your administrator needs to set system preferences and security permissions, as well as define Review Types and Stages. For this purpose, a Reviewers menu has been added to the GIFTS Administrator Module menu bar. The administrator responsible for setting up the Reviewers Module should follow the instructions in this chapter to set up the external and internal Reviews feature.
Editing Reviewers Module Code Tables
There are two Code Tables special to the Reviewers Module: there are Review Status codes, which indicate a Review’s status in the review process; and Review Response codes, user-defined codes that are used by reviewers to indicate their opinion of a particular proposal. For detailed information about GIFTS Code Tables, please see Chapter 2, “Maintaining the Open Classification System” in the GIFTS Administrator’s Guide. For information on editing or adding these particular codes, read the sections below.
Adding or Editing Review Status Codes
The Review data entry screen contains a field for Review status. This is a coded field, and you can modify the appropriate status codes if necessary. The standard codes for external Reviews are “No Response,” “Will not review,” “Agreed to review,” and “Reviews complete.” TIP: If your external review process calls for you to get a reviewer’s agreement to review a proposal (for example, over the phone) before you add a Review record for them, you may want to ask your GIFTS administrator to deactivate the “No Response” Status code. “No Response” is the default Status code for new external Reviews, and if you never add Reviews until there is a response, this can save you having to change it every time you add a Review.
Addition tip for ReviewerCONNECT administrators: In this scenario, you could remove the Invited Reviews page part from the external reviewers homepage. For details on working with ReviewerCONNECT homepages, please see “Modifying ReviewerCONNECT Pages”. The standard codes for internal Reviews are “Pending,” “In Review,” and “Review Complete.” You can edit the Description fields of these codes, but you cannot delete them. However, we strongly recommend that you do not modify the descriptions; if you edit these codes, the statuses displayed by your system will not be the consistent with the terminology and procedures in this manual. To modify the status codes, or add new status codes:
1. From the GIFTS Administrator Module main menu, select Setup > Code Tables. The Table Maintenance window opens.
2. Click the System tab to display the System Code Tables. 3. Highlight the Review Status code table and click Edit Codes. The status codes are displayed:
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NOTE: Even if you are using only one type of Review, the Review status Code Table will list codes for both external and internal Reviews.
4. Click New to add a new code, or open an existing code to edit its Description field. When your changes are complete, click OK to save them.
5. Click Save and Close to save the Code Table.
Adding or Editing Response Codes
The Feedback section of the Review record contains a field for Response Code. Reviewer Response is a single-level code table. These codes are defined and entered by your GIFTS administrator; no standard Reviewer Response codes are included. Note: Response Code, like other types of feedback, can be activated or deactivated in any Review Stage. (A Review Stage is a set of preferences defining the properties of Review records created under it. Please see “Adding and Modifying Review Stages” on page 16 for details.) If you don’t set up any Review Stages that include Response Code as a feedback option, you don’t need to create these codes. To add or edit Response codes for your Reviewers Module system:
1. From the GIFTS Administrator Module main menu, select Setup > Code Tables. The Table Maintenance window opens.
2. Click the System tab to display the System Code Tables. 3. Highlight the Reviewer Response Code Table and click Edit Codes. The Reviewer Response
code window is displayed:
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4. Click New to add a new code, or open an existing code to edit its properties.
An entry in the Code field can be used as an optional alternative to the full description entered in the next field. It is not required.
In the Description field, enter the full name of the Response Code. This is the value that will appear in the Response Code drop-down menu in Review records.
5. Click OK to close the code’s window. In the Code Maintenance window, click New to add another code, or open another code to edit it. Click Save and Close when you are finished.
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Designating Review Types and Stages
The terms Review type and Review Stage refer to two different key Reviewers Module concepts:
Review types - As described in the previous chapter, there are two kinds of reviewers (and thus two types of Reviews): external and internal. Your Reviewers Module and ReviewerCONNECT system can be set up to handle either type, or both types.
Review Stages - A Review Stage is a set of preferences defining the properties of Review records created under it. For each Stage, you can customize the Review properties and specify the kinds of feedback you want from reviewers. Note also that each Review Stage is set up to create either external or internal Reviews.
MicroEdge provides two system-defined Review Stages with the Reviewers Module—one external, one internal. After the module is installed, the External Review Stage (Default) and Internal Review Stage (Default) are available immediately. You can modify or delete these Review Stages if you wish.
Selecting the Review Types You Will Use
NOTE: This selection will be applied to both the Reviewers Module and ReviewerCONNECT.
1. From the GIFTS Administrator Module main menu, select Setup > Reviewers > Review Types
and Stages. The Review Types and Stages window opens:
2. In the Supported Review Types section of the window, select Internal, External, or Both, based on the kinds of reviewing processes you intend to use.
If you use ReviewerCONNECT, proceed to step 3. If you do not use ReviewerCONNECT, skip to step 4.
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3. In the Internal Reviewer URL and External Reviewer URL fields, enter the URLs for the login pages for each type of ReviewerCONNECT reviewer. (If you are not using one type of Review, the URL field for that type will be unavailable.)
If you do not know the URLs for your ReviewerCONNECT login pages, please ask the system administrator who installed ReviewerCONNECT. Be sure to enter them correctly: ReviewerCONNECT e-mails merge this data into reviewer notifications, allowing reviewers to connect to the correct login page.
4. Click OK to save your changes.
About Review Stages
The Reviewers Module and ReviewerCONNECT allow you to set up Review Stages that mirror the “real” stages of your review processes. A Review Stage is a set of preferences defining the properties of Review records created under it. For each Stage, you can specify the following Review properties:
Review type, i.e., external or internal (one type must be chosen for each Stage) The kind or kinds of feedback you want from your reviewers (e.g., number grades rather
than a selection from the Response Code Table) Workflow options for the review process undertaken during the Stage
EXAMPLE: You may wish to create an external Review Stage in which all assigned reviewers are required to provide a numerical grade from 1–5, a suggested grant amount, and a detailed explanation of their review decision. You may also create an external Review Stage in which the proposal owner is required to suggest a grant amount, but the reviewers are only responsible for providing a numerical grade to indicate their level of support for the proposal.
Later, when assigning Reviews, you select a Stage for each new Review (or batch of Reviews) you create. The new Review record will automatically take the properties designated for that Stage. IMPORTANT: All Reviews must be created under a Review Stage. If you are using both external and internal Reviews, you will need at least one Stage for each type before you can begin work in the Reviewers Module and ReviewerCONNECT. MicroEdge provides two system-defined Review Stages with the Reviewers Module—one external, one internal. If you want to use these Stages, you can begin adding Reviews immediately.
TIP: Review results are summarized by Stage in the Reviews folder in GIFTS, as well as in the Review tab on Request and Contact records. This summary will indicate how many Reviews have been assigned—and how many of those have been completed—for the each Review Stage used for a proposal. For Stages that use number grades as a feedback option, summary information about these grades is also available. This helps you compare how different groups (stages) of reviewers are reacting to a proposal. For more details, please see “Accessing Summary Data from Reviews”.
Adding and Modifying Review Stages
You can add or modify a Review Stage using the Review Stage Wizard:
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1. From the GIFTS Administrator Module main menu, select Setup > Reviewers > Review Types
and Stages. The Review Types and Stages window opens:
NOTE: The Document Sharing options appear only if you use ReviewerCONNECT. They allow you to set the default status of newly created internal and external documents as either “shared” or “not shared.” Documents marked as “shared” can be accessed through ReviewerCONNECT. Documents that are “not shared” are not even listed in the Documents page part of ReviewerCONNECT. This option is set for the system, not for each Review Stage. Your default document sharing setting only applies to documents created after you set this preference. All previously created documents will maintain their sharing settings. For detailed information on document sharing, please refer to “Document Sharing in ReviewerCONNECT”.
2. Open the Review Stage Wizard with one of the following actions:
If you are adding a new Stage, click New in the Review Stages section of the window.
If you are editing a Stage, select the stage in the grid and click Edit.
The Review Stage Wizard opens:
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In each tab of the Wizard, you can click Cancel to close the Wizard without saving the changes you have made.
The tabs of the Review Stage Wizard—Properties, Feedback, and Specific Questions—are each described in the next sections. The Specific Questions tab and the options it contains are available only if you are using ReviewerCONNECT, and only after selecting specific questions as a feedback option in the Feedback tab.
Properties
In the Properties tab, specify the name, type, and options of the Stage:
Field/Option Description
In the Stage section of the Properties tab:
Name Enter the name of the Stage.
Type Each Review Stage must be designated for Internal or External reviewers. Select the appropriate radio button. This option is available only if your Reviewers Module system is set up for both types of Reviews. For information on changing this setting, please see “Selecting the Review Types You Will Use”.
In the ReviewerCONNECT Instructions for Reviewers section of the Properties tab:
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NOTE: This particular section of the tab appears only if you use ReviewerCONNECT.
ReviewerCONNECT Instructions for Reviewers
The text entered in this field will populate an Instructions page part on the Review data entry page in ReviewerCONNECT. The field is provided here at the Stage level so that the instructions may be specifically tailored to the type of feedback you want from the reviewer.
Note: HTML is supported in this field, and will be rendered exactly as entered. It is a good idea to test all HTML before adding it to your system messages.
The default text follows:
Please complete the information below. You can save your review information and come back at any time to complete it. When you have concluded your review and updated the information to your satisfaction, click Submit.
You can press F3 to check the spelling of your text.
In the Options section of the Properties tab:
“Reviewers are notified in sequence”
Select this check box if you want to send proposals to internal reviewers one at a time in a pre-set order. (If a reviewer accepts a proposal, it is sent on to the next reviewer.) If you do not enable this option, internal reviewers are notified immediately when a new Review is created and assigned to them. This option is available only if the Stage Type (designated above) is Internal. For more information about these Review sequences, please see “Planning the Internal Review Process”.
“Requests must have a Recommended Amount before Reviews can be scheduled”
Select this check box if you want proposal owners to enter a Recommended Amount in Requests before they can add Reviews of this Stage to the Requests. They will be unable to save a Review of this stage until they enter a Recommended Amount.
“Update Recommended Amount with Suggested Amount”
Suggest Amount must be enabled on the Feedback tab for this option to be enabled. Check this box to allow Suggested Amounts entered by reviewers to replace the current Recommended Amount.
Feedback
In the Feedback tab, specify all the types of feedback you want from reviewers who will participate in this stage of the review process. The options you select here will be included in Review records created for this Stage. Options you don’t select will not appear in the Reviews. NOTE: If you are modifying a Stage and choose to deselect a Feedback option previously saved in the Stage, a message will appear. The message notes that entries for that Feedback field in
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existing Reviews created under the Stage will be deleted if you continue. Click Yes to remove the Feedback field anyway, or No to save the data.
ReviewerCONNECT only: Each feedback option is followed by a field under the heading ReviewerCONNECT Label. In these fields you can enter alternate labels for each field. These entries will be used on Reviews accessed through ReviewerCONNECT. NOTE: HTML is supported in these feedback labels, and will be rendered exactly as entered. It is a good idea to test all HTML before adding it to your system.
Option Description
Response Summary
(short)
Select this check box if you want reviewers to enter a Response Summary. In Reviews, entries in this field are limited to 255 characters.
Letter Grade Select this check box if you want reviewers to provide letter grades representing their opinions of the proposal (e.g., A+, Excellent).
Numeric Grade Select this check box if you want reviewers to provide a number grade representing their opinions of the proposal. Review summary features will tabulate average number grades, as well as show you the lowest
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and highest scores. For more information, please see “Accessing Summary Data from Reviews”.
Suggested Amount Select this check box if you want reviewers to recommend an amount to be granted for the proposal. Their entries will not affect the Recommended Amount entered in the Request by the proposal owner. NOTE: This must be checked to enable the “Update Recommended Amount with Suggested Amount” option on the Properties tab.
Yes/No Select this check box if you want reviewers to provide a simple thumbs-up or thumbs-down on the proposal. If the Review Stage is Internal and the “Reviewers are notified in sequence” check box is selected in the Properties tab, this option is on by default and cannot be deactivated. In addition to the other feedback you require, internal reviewers in a sequence of required Reviews must answer yes or no to a Review before the sequence can continue. For more information on Review sequences, please see “Planning the Internal Review Process”.
Response Notes (long) Select this check box if you want reviewers to enter a longer opinion of the proposal. In Reviews, entries in this field are limited to 64,000 characters.
ReviewerCONNECT only: Note that the long notes for the Stage can take one of two forms: free-form, or a list of questions. (Free-form is the setting found if you have only GIFTS.)
If you select the Free-form radio button, reviewers will be given a blank field in which to record their opinion of the proposal.
If you select the Specific Questions radio button, you can enter a number of questions. In turn, the reviewer will be allowed to provide a free-form answer for each question. Questions are entered in the next tab of the Stage Wizard; for details, see “Specific Questions”.
If you are modifying the Review Stage by switching from Specific Questions to Free-form, and have already entered questions in the Specific Questions tab, a message will appear. The message notes that the questions you entered previously will be deleted if you switch now. Click Yes to continue or No to keep the questions.
Response Code Select this check box if you want reviewers to choose a Response Code for the proposal. In Reviews, users select a code from the Response Code drop-down menu.
After you select this check box, the Add/Remove button is enabled. Click this button to open a smaller window listing all codes in the your Response Code Table. Select the codes you want to appear in the
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Response Code drop-down menu of Reviews of this Stage.
Note that Response Codes are user-defined. You can’t designate this feedback option until you have added codes to the Review Response Code Table. For more information, please see “Adding or Editing Response Codes."
Specific Questions
The Specific Questions tab and the options it contains apply only to ReviewerCONNECT users. If you have selected the Response Notes (long) option with the Specific Questions preference on the Feedback tab, the Specific Questions tab is activated. Here you will define the questions that your reviewers will need to answer on the ReviewerCONNECT page. A grid displays your questions in the order in which they will appear to your reviewers. Each question will appear in a separate entry field on the ReviewerCONNECT review page. Here is a sample of the Question grid on the Specific Questions tab:
You can change the order of your questions by highlighting a question in the grid and clicking Move Up or Move Down. To add a new question:
1. Click Add to open the Questions form. The Review Stage Question window opens.
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2. Enter the question exactly as you want it to appear to your reviewers. You can press F3 to check your spelling.
3. Click OK. Your question is added to the Question grid.
To edit a question:
1. Highlight the question in the grid and click Edit. The Review Stage Question window opens.
2. Edit the question as needed and click OK to save your changes to the Question grid.
To delete a question, just highlight it in the grid and click Delete.
Adding Custom Feedback Fields
If you use the optional GIFTS Customizer Module, you can create additional fields for Reviews (including additional feedback fields). For example, you could add a check box labeled “I am familiar with this organization” to Review records—external reviewers could select this if they work or have worked with the Organization submitting the reviewed Request. Custom Review fields are Review Stage-specific—you can specify different custom fields for different Review Stages. You might add the example above to an external Review Stage, but omit it from internal Review Stages. These custom fields can also be displayed on ReviewerCONNECT pages, and filled by reviewers logging in through ReviewerCONNECT. For more information on creating Stage-specific custom fields for Reviews, please see the GIFTS
Administrator’s User’s Guide.
Document Sharing in ReviewerCONNECT
NOTE: The information in this section applies only to configurations which include ReviewerCONNECT.
During the course of your review process, it may be necessary to share certain documents with your ReviewerCONNECT users. Other documents associated with the same Requests may not be needed by reviewers, and should only be available through GIFTS and/or MyGIFTS. The option at the bottom of the Review Types and Stages window allows you to set the default status of newly created internal and external documents as either “shared” or “not shared.” Documents marked as “shared” can be accessed through ReviewerCONNECT. Documents that are “not shared” are not even listed in the Documents page part of ReviewerCONNECT. NOTE: Your default document sharing setting only applies to documents created after you set this preference. All previously created documents will not be shared automatically with ReviewerCONNECT users. To change the sharing status of an individual document, please see “Changing the Sharing Status of a Document”.
Internal vs. External Documents
Internal documents are those that are created in the GIFTS system using the mail-merge feature for correspondence or write-ups. External documents include any files that are attached to GIFTS from an outside source using the optional Document Manager Module.
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EXAMPLE: A detailed project budget (external document) that is submitted as an attachment to the grant proposal should be shared, since it is vital to the execution of a thorough review. A letter to the applicant confirming receipt of the proposal (internal document) is not necessary for review purposes, so it should probably not be shared.
Changing the Sharing Status of a Document
Although documents are assigned a sharing status based on your default settings, you may choose to override this status for individual documents. To change the sharing status of a document:
1. Log in to GIFTS and locate the document’s Activity record in the Documents or Activities folder.
2. Open the document’s Activity record and locate the “Shareable” check box. Select or clear this option according to your needs.
3. Click Save and Close.
Changing the Sharing Status of a Batch of Documents
You may also change the sharing status of one or more documents from the GIFTS Organizer. To change the sharing status of a batch of documents:
1. Log in to GIFTS Alta. Highlight the documents you wish to work with in the Documents or Activities folder of the Organizer.
2. Select Actions > Make Shareable/Not Shareable from the Main menu. 3. On the form that opens, use the radio buttons to select a sharing status for the selected
documents and click OK. 4. When the confirmation message appears, click Yes to apply the new sharing status to
your documents.
Setting User Permissions for Reviewers
GIFTS has detailed internal security permissions that you can use to control user access to all major functions and fields in the system. NOTE: The permissions detailed in this section apply to all users of the Reviewers Module in GIFTS (including internal reviewers) and internal reviewers using ReviewerCONNECT. The permissions for external reviewers using ReviewerCONNECT are system-defined and may not be changed. For details, please see “External ReviewerCONNECT Permissions”.
For an overview of how these permissions work and how to set up your user groups, please refer to the “Controlling Access to GIFTS” chapter of the GIFTS Administrator’s Guide. To set the permissions for internal reviewers and proposal owners:
1. From the GIFTS Administrator Module main menu, select Access > Permissions. The Permissions Sets window opens.
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2. Select the permission set you are changing and click the Edit button. The Permissions window opens.
3. Find “Reviewers” in the Module/Function column. (You may need to scroll down to find it.) Click the plus sign to expand the Reviewers permissions, if necessary:
4. Use the check boxes to set appropriate permissions for the following functions. Shaded check boxes are not available.
Permission Description
Login Allows users in the group to log in to ReviewerCONNECT and the GIFTS Reviewers Module.
Reviews Determines the group’s level of access to Review records, both in GIFTS and ReviewerCONNECT. Note that the Delete permission only applies to GIFTS, since that action is not available in ReviewerCONNECT.
Approve Reviewed Request
When this permission is turned on, users in the group may only approve a Request when they are the last reviewer in a required review sequence. If the permission set includes Execute permission for the more general GIFTS permission “Approve Requests,” you do not need to grant this permission.
Decline Reviewed
Request When this permission is turned on, users in the group may only decline a Request if they are a required reviewer in a required review sequence, and they vote “No” on the Review. If the
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permission set includes Execute permission for the more general GIFTS permission “Decline Requests,” you do not need to grant this permission.
5. Click Save and Close to save your changes.
External ReviewerCONNECT Permissions
Since external reviewers using ReviewerCONNECT are actually Contacts in your GIFTS system rather than users assigned to user groups, they may not be assigned custom permissions. The only permission given to external reviewers is the ability to update Reviews which have been assigned to them. This includes completion and submission of assigned Reviews, but not creating or deleting Review records. Login permission for external reviewers is determined by the ReviewerCONNECT flag in the reviewers’ Contact records. Checking this flag in a Contact record allows the reviewer to access ReviewerCONNECT for completing their assigned Reviews. For details, please see “Granting ReviewerCONNECT Access to External Reviewers”.
Granting ReviewerCONNECT Access
Before your reviewers can use ReviewerCONNECT, the administrator must give them access. Since internal reviewers are already GIFTS users and external reviewers may not be, the means of granting access to each will differ. NOTE: The system imposes no limit to the number of reviewers that may be granted access to ReviewerCONNECT at the same time. However, you will need to evaluate your ReviewerCONNECT server regarding the number of users it can support effectively.
Granting ReviewerCONNECT Access to Internal Reviewers
An internal reviewer must have a user ID and be assigned to a user group in GIFTS. If you want to grant ReviewerCONNECT access to members of your organization who do not have access to GIFTS, you must first give them GIFTS user accounts. These individuals do not need to use GIFTS or even have GIFTS installed on their workstations, but they must have a GIFTS user ID and affiliation with a user group. Information on adding users can be found in the GIFTS
Administrator’s Guide. To grant an internal reviewer with a GIFTS user account access to ReviewerCONNECT:
1. From the GIFTS Administrator Module main menu, select Access > Users from the Main menu.
2. Highlight the user that you want to grant access to and click Edit. 3. In the GIFTS Connections area of the user edit form, check the ReviewerCONNECT option.
Click OK.
TIP: When granting ReviewerCONNECT access to an internal reviewer, you should make sure there is a valid and current e-mail address provided for the user. While an e-mail address is not
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required for internal reviewers, it is necessary for receiving the system-generated notification e-mails pertaining to assigned Reviews.
Granting ReviewerCONNECT Access to External Reviewers
External reviewers are not GIFTS users, but rather Contacts in your GIFTS system. As such, they must be given access to ReviewerCONNECT through their Contact records. To grant an external reviewer access to ReviewerCONNECT:
1. Log in to GIFTS and open the Contact record for the external reviewer. Go to the Reviews tab.
2. Select the “Allow Contact access to ReviewerCONNECT” check box and click OK.
GIFTS creates a random password that will be sent to the reviewer when he or she is assigned his or her first Review.
If the Contact has existing outstanding Reviews, you will be given the option to notify him or her about those Reviews now. If you choose to do so, the password e-mail described above will also be sent now.
NOTE: An external reviewer may only be given access to ReviewerCONNECT if you have an e-mail address entered in their Contact record. This e-mail address must be unique among Contacts with ReviewerCONNECT access.
Configuring Email Connections and Messages
The following procedures help you to set up your GIFTS e-mail options, allowing your proposal owners and internal reviewers to receive proper notification of new and completed Reviews. This section also describes Reviewers Module and ReviewerCONNECT e-mail notifications and onscreen messages, which can be customized for your review needs. Since GIFTS sends e-mail notifications as part of the internal review sequence, you should ensure that GIFTS is set up to use your e-mail software. For a current list of compatible protocols, please see the GIFTS Compatibility Fact Sheet available on PowerME. To set up GIFTS for use with your e-mail software:
1. From the GIFTS Administrator Module main menu, select Setup > Preferences > External.
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2. In the E-mail Program Used area, specify the protocol used by your e-mail software. For more information, please see the “Generating Correspondence” chapter of the GIFTS
Administrator’s Guide. 3. Click OK to save your changes.
Linking GIFTS to Your Email Software
Since GIFTS sends e-mail notifications as part of the internal review sequence, you should enter a valid e-mail address for each proposal owner and internal reviewer:
1. From the GIFTS Administrator Module main menu, select Access > Users. A list of your GIFTS users is displayed.
2. Highlight a user and click Edit. The user information is displayed. 3. In the E-mail field, enter or update his or her e-mail address.
NOTE: If your users are on the same network, you may not have to enter the domain name for their address. Contact your network administrator for information about the setup of your e-mail accounts.
4. Click OK to save your changes. 5. Repeat steps 2-4 to enter an e-mail address for each internal reviewer and proposal
owner.
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Entering Email Addresses for Internal Reviewers and
Proposal Owners
If you use ReviewerCONNECT, you can also set up automated e-mail messages for external reviewers. NOTE: Automated e-mail messages for external reviewers are only available if you use ReviewerCONNECT.
External reviewers are represented in GIFTS by Contact records. To add or edit an e-mail address for an external reviewer, open his or her Contact record and enter the address in the E-mail field on Page 1 of the Contact record. For more information on adding or modifying an external reviewer Contact record, please see “Granting ReviewerCONNECT Access”.
Entering External Reviewer Email Addresses
To communicate important information to your reviewers and proposal owners, there are several e-mail notifications and on-screen messages that can be customized for your review needs. The e-mail notifications will be sent automatically whenever certain events occur in the review process. Likewise, the on-screen messages will inform ReviewerCONNECT users of specific instructions or activities. Instructions for setting up these e-mails and messages follow immediately. The Reviewers Module and ReviewerCONNECT messages are described following these instructions.
1. To set up these messages: 1 From the GIFTS Administrator Module main menu, select Setup > Reviewers > E-Mail Notifications and Messages. The E-Mail Notifications and Messages window opens.
2. Click the plus sign to expand the folder for the type of e-mail or message you want to edit—Messages, Proposal Owner E-mail, and Reviewer Email.
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NOTE: Messages are used only with ReviewerCONNECT. A complete list of messages for each type appears after these instructions. The list notes which items are available only when using ReviewerCONNECT.
The grid lists the e-mail messages available. The current subject header and text for each e-mail is shown when you open the message’s folder.
3. To edit an e-mail or message, double-click its name in the grid. The Edit E-mail/Message form opens:
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Click Insert Merge Fields to see a list of merge fields you can enter in either the Subject or Body of the e-mail.
To insert a merge field, place the cursor in the Subject or Body text where you want the merge field data to appear, then select it from the list.
This option is available only in e-mails. ReviewerCONNECT messages cannot use merge fields.
If you want to disable an automatic message or e-mail, mark this check box and click Save and Close.
Note that the option to disable may not be available in all e-mails.
4. The screen shot above shows an e-mail form. The forms for ReviewerCONNECT messages have only one field, for the text of the message. Configure the following settings on the Edit E-mail/Message form:
Field Description
‘From’ Display Name
Enter the name you wish to appear in the ‘From’ line of the e-mail. This is a required field. This field is not available in ReviewerCONNECT messages.
‘Reply To’ E-mail Address
Enter the e-mail address to which you want recipients to send their replies. This is a required field. This field is not available in ReviewerCONNECT messages.
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Subject The subject of the e-mail. The default Subject is listed in the e-mail grid as the Description. This is a required field. Merge fields can be added to e-mail Subject lines. Place your cursor where you want to insert the merge field, then click the Insert Merge Field button to see a list of available merge fields. This field is not available in ReviewerCONNECT messages.
Body/Text The text of the ReviewerCONNECT message or automatic e-mail. Each e-mail and each message has a default text that you may edit as you see fit. Merge fields can be added to e-mail Body text. Place your cursor where you want to insert the merge field, then click the Insert Merge Field button to see a list of available merge fields. Note that in ReviewerCONNECT messages, the field is labeled Text; in e-mails, the field is labeled Body.
5. Click Save and Close to save your changes.
TIP: You can check the spelling of your Body/Text field by placing the cursor in the field, and then clicking Spelling in the toolbar.
Editing System Emails and Messages
To communicate important information to your reviewers and proposal owners, there are several e-mail notifications and on-screen messages that can be customized for your review needs. The e-mail notifications will be sent automatically whenever certain events occur in the review process. Likewise, the on-screen messages will inform ReviewerCONNECT users of specific instructions or activities. Instructions for setting up these e-mails and messages follow immediately. The Reviewers Module and ReviewerCONNECT messages are described following these instructions. To set up these messages: From the GIFTS Administrator Module main menu, select Setup ➤ Reviewers ➤ E-Mail Notifications and Messages. The E-Mail Notifications and Messages window opens.
Click the plus sign to expand the folder for the type of e-mail or message you want to edit—Messages, Proposal Owner E-mail, and Reviewer Email.
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Messages (for ReviewerCONNECT Only)
The on-screen messages in this folder are designed as instructional/ informational text to assist ReviewerCONNECT users in locating and completing their reviews. NOTE: HTML is supported in ReviewerCONNECT messages, and will be rendered exactly as entered. It is a good idea to test all HTML before adding it to your system messages.
Subject Default Text Reason
Internal Home Page Instruction
Welcome to your ReviewerCONNECT homepage! Any grant requests that you have been asked to review will display in the In Progress list. From here, you can link to view the detail on the grant request, or link to the data entry page to enter your findings.
Instructional text that appears in a page part at the top of the Internal Reviewers Homepage.
External Home Page Instruction
Welcome to your ReviewerCONNECT home page! If you have been invited to participate in a review, you can indicate whether or not you will conduct the review by clicking on the available link. You can also link to see the detail of the grant request you’ve been asked to review. Any grant requests that you have agreed to review will display in the In Progress list— just click the link to go to the review data entry page.
Instructional text that appears in a page part at the top of the External Reviewers Homepage.
Incorrect Password The password you have provided is incorrect. Please try again.
The password supplied by the ReviewerCONNECT user does not match the password on file.
No Access to ReviewerCONNECT
You do not have access to ReviewerCONNECT at this time. Please contact us for assistance.
The external reviewer’s e-mail address is found, but the “Access to ReviewerCONNECT” flag is off.
User ID Not Found Your login information was not found on file. Please try again or contact us for assistance.
The reviewer’s e-mail address or login ID is not found in the GIFTS database.
Review Submission Acknowledgement
Thank you! Your review has been successfully submitted.
Displayed when a review has been submitted.
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Proposal Owner Emails
The messages in this folder are designed to keep proposal owners informed of the current review status of their assigned Requests. (If you do not have ReviewerCONNECT, the actions described in the Reason column will cause e-mails to be sent to the proposal owner only when performed by internal reviewers using GIFTS.)
Subject Default Body Text Reason
Reviewer Will Review
The assigned reviewer has agreed to complete the Review for Request {Request ID}.
An external reviewer agrees to complete a non-required Review.
Reviewer Will Not Review
The assigned reviewer has declined to complete the Review for Request {Request ID}.
An external reviewer declines to complete a non-required Review.
Review Complete Review {Review ID} for Request {Request ID}, {Project Title}, has been completed.
An external or internal reviewer completes a Review.
Review Accepted Review {Review ID} has been completed and accepted. A review notification has been sent to the next reviewer.
An internal reviewer completes a required Review that includes Yes as the value for the Yes/No feedback field.
Grant Approval The last required reviewer {Reviewer} has accepted Review {Review ID}. Request {Request ID} has been approved.
An internal reviewer completes a required Review that includes Yes as the value for the Yes/No feedback field, and approves the Request.
Review Rejected {Reviewer} has submitted Review {Review ID} with a No vote. Request {Request ID} has not been declined.
An internal reviewer completes a required Review that includes No as the value for the Yes/No feedback field, but does not decline the Request.
Reviewer Declined Request
{Reviewer} has rejected Review {Review ID} and declined Request {Request ID}.
An internal reviewer rejects a required Review, and declines the Request.
Reviewer Emails
Most of the e-mail messages in this folder are sent to reviewers, both internal and (if you have ReviewerCONNECT) external, to notify them of reviews that are awaiting their attention. One message simply informs a user of his or her password for accessing ReviewerCONNECT. Different merge fields are available for customizing the body text of each type of e-mail. For example, you may choose to provide a single reviewer with specific information about the Request they are being asked to review, while batch e-mails cannot be nearly as detailed.
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The default text for the reviewer e-mails is as follows:
Subject Default Body Text Sent When
For configurations with ReviewerCONNECT. The {ReviewerCONNECT} merge field, found in many of the following e-mails, merges the internal or external URL your ReviewerCONNECT administrator entered when setting up your Review types and Stages.
It is very important that this URL is entered correctly, or reviewers will not be able to connect. For instructions on changing these URLs, please see “Selecting the Review Types You Will Use”.
Password Notification (ReviewerCONNECT only)
Welcome to ReviewerCONNECT! Your password is {password}. Please keep it in a safe place. Thank you!
A Review is assigned to a Contact for the first time. Also sent to reviewers who forget or change their password.
External Review (Single) Notification (ReviewerCONNECT only)
Your input has been requested on a grant proposal. Please log in to {ReviewerCONNECT} to view the details.
An external Review is assigned (i.e., created and given a Status of No Response or Agreed to Review).
External Review (Batch) Notification (ReviewerCONNECT only)
Your input has been requested on a grant proposal. Please log in to {ReviewerCONNECT} to view the details.
An external Review is assigned through the batch creation process (and the Reviews are given a Status of No Response or Agreed to Review).
For configurations without ReviewerCONNECT: You will probably want to delete the text “{ReviewerCONNECT} or” if you use the default texts listed below.
Internal Review (Single) Notification
Your input has been requested on a grant proposal. Please log in to {ReviewerCONNECT} or GIFTS to view the details.
A non-required internal Review is assigned.
Internal Review (Batch) Notification
Your input has been requested on a grant proposal. Please log in to {ReviewerCONNECT} or GIFTS to view the details.
A non-required internal Review is assigned through the batch creation process.
Internal Required Review (Single) Notification
Your review is required before proposal {Request ID} can be processed. Please log in to {ReviewerCONNECT} or GIFTS to complete the review.
A required internal Review is assigned, or the previous reviewer in the sequence accepts the Review.
Internal Your review is required before a A required internal Review is
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Required Review (Batch) Notification
proposal can be processed. Please log in to {ReviewerCONNECT} or GIFTS to complete the review.
assigned through the batch creation process.
Creating Review Correspondence Templates
You can create e-mail, letter, and write-up templates designed specifically for Reviews. A Reviews letter event can be found in the Template Library in the GIFTS Administrator’s Module. There are no default Review templates included with the GIFTS Reviewers Module software. However, many Review-specific merge fields are available, and you can use these to create templates suitable to any number of Review contingencies. TIP: Review templates can be particularly helpful if you do not use ReviewerCONNECT to contact and to gather data from external reviewers. For example, if your organization usually sends packets to external reviewers via regular mail, you could easily create a proposal cover letter template and Review and Request write-up templates to help create these packets.
For detailed information on creating correspondence and write-up templates, and on including merge fields in these templates, please see the “Defining Correspondence Templates” chapter of the GIFTS Administrator’s Guide.
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Administering ReviewerCONNECT
This chapter is designed to help you establish preferences for your ReviewerCONNECT system. You will find information on settings that you may use to customize ReviewerCONNECT for your organization’s and your reviewers’ needs.
About ReviewerCONNECT Pages
Your ReviewerCONNECT system is comprised of a number of Web pages that you use to access and interact with Review-related GIFTS data. These pages contain framed sections, referred to as “page parts.” Each page part provides a specific type of information, whether it be GIFTS data, instructional text, or even links to helpful information outside of GIFTS. More information on page parts can be found in “About Page Parts”. ReviewerCONNECT pages also contain a two-tiered menu bar to help you navigate through the system and perform essential tasks. The upper menu bar contains links that are available on all ReviewerCONNECT pages:
Link Description
Home Returns the user to his or her homepage. If this link is clicked on the homepage, the homepage will refresh.
Admin (Admin users only)
This link provides access to the Admin Available Actions Page, where Admin users may access system settings and configure system page layouts. For details on using the links on the Admin Available Actions Page to configure your system, please refer to “Admin Available Actions Page” on page 47.
Change Password
Click here to change your password. Internal reviewers should note that this is also your GIFTS and MyGIFTS password, and the change applies there as well.
MyGIFTS (MyGIFTS users only)
Click here to open your MyGIFTS homepage. If you want both ReviewerCONNECT and MyGIFTS open in separate windows, right click this link. When the menu drops down, select “Open in New Window.” Note: This link will only appear after a system administrator has entered a value in the MyGIFTS URL field in the system settings. MyGIFTS is the default name of this link, although it will change to match the application name assigned in the MyGIFTS system settings.
Help Click here to open the ReviewerCONNECT online help.
Logout Click here to log out of ReviewerCONNECT.
NOTE: The lower menu bar contains links that are only applicable when you are working with layout pages, so it is not visible in any other part of the system. For details on changing page layouts, please refer to “Modifying ReviewerCONNECT Pages”.
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Homepages
As the name implies, the ReviewerCONNECT homepage is the first page that opens when you log in to the system. There are two unique homepages available in ReviewerCONNECT—one for internal reviewers, and one for external reviewers. Each homepage contains slightly different data and options, depending on the setup of your system and the permissions assigned to your internal reviewers. TIP: You may provide additional information to your reviewers by adding annotated text to page parts on your homepages. For details on adding annotations to page parts, please see “Annotating Page Parts”.
After initial installation, both reviewer homepages contain the following page parts:
Page Part Description
Instructional Text This page part contains the instructional text that is defined in the Review preferences section of the GIFTS Administrator Module. For information on setting the content of this text, please see “Configuring E-mail Connections and Messages”.
Invited Reviews External Reviewer Homepage only: This page part lists the reviewer’s assigned Reviews which they have not yet agreed to complete. The reviewer may link to the Reviewer Request Detail Page for more details before deciding whether or not to complete the Review. He or she may also e-mail the proposal owner; an e-mail address link appears in the page part as well.
In-Progress Reviews
This page part lists all Reviews that the reviewer has agreed to complete. From here, the reviewer may link to the Reviewer Request Detail Page or to the data entry page used to complete and submit Reviews.
Submitted Reviews
This page part lists all of the reviewer’s submitted Reviews. The reviewer may open a read-only version of any Review listed. Internal reviewers can also link to the Request to see the latest updates or changes. External reviewers cannot see the updated Request after they have submitted their Reviews.
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A typical external reviewer homepage may look like this:
Request Detail Page
The Request Detail Page is a customizable page that displays detailed information about the grant proposal under consideration. Depending on your needs, you can customize unique Request Detail Page layouts for pending, approved, and declined Requests. You may also have different internal and external layouts for each Request disposition. For example, you may want to make payment schedule information for approved Requests available to your internal reviewers, but not your external reviewers. The default layouts of the Reviewer Request Detail Page for each Request disposition are the same for both internal and external reviewers. The following illustration indicates which page parts appear in each span (top, bottom, left, and right) of the page:
Request Alerts
Available Actions Proposal/Grant/Declination
Submitted Reviews Information
Request Coding Sheet Documents for this Request
Payments for this Request
Activities and Requirements for
this Request
Affiliated Contacts
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The following table includes brief descriptions of the page parts included on the default layouts of the Reviewer Request Detail Page:
Page Part Description
Request Alerts This page part will display any alerts that have been set for the Request. Alerts will also be displayed for the Primary Organization and the Primary Contact, if there are any.
Available Actions Displays links to any actions the user may take, according to their Organization and the Primary Contact, if there are any. the user to access the Review Data Entry page for their Review of the current Request. An “Add a Reviewer” link is available only when the user is an internal reviewer with the appropriate permissions. For details on permissions, see “Setting User Permissions for Reviewers”.
Submitted Reviews Includes information about all submitted Reviews for the current Request. Note: This page part allows reviewers to access other submitted Reviews even before they have submitted their own. If you would like to make your reviewers’ access to submitted Reviews contingent upon their submission of a Review, refer to “Limiting Access to Submitted Reviews” on page 55.
Request Coding Sheet
Lists the coding sheet for the current Request. Displays percentages if Percentage Coding is enabled.
Payments for this Request
Provides pertinent information on all Payments associated with the current Request.
Requirements for this Request
Provides pertinent information on all Requirements associated with the current Request.
Affiliated Contacts Lists all Contacts affiliated with the current Request.
Proposal/Grant/ Declination Information
Provides detailed information about the current Request. The content of this page part depends on the disposition (i.e., approved, pending, or declined) of the Request, as well as customizable field-level permissions and fields labels.
Documents for this Request
Lists all “shareable” Documents associated with the current Request. Clicking the name of a Document will open a copy of the document for the user to review.
In addition to the default page parts available on the Request Detail Page, you may add any number of custom page parts to provide additional instructions or information to your reviewers. These page parts are discussed in detail later in this chapter. For details on changing page layouts, please see “Modifying ReviewerCONNECT Pages”.
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Percentage Coding in Requests
If percentage coding is enabled on your GIFTS system, percentages will be displayed in the Request Coding Sheet page part area of ReviewerCONNECT. NOTE: Percentage Codes cannot be modified in ReviewerCONNECT.
To learn more about Percentage Coding, please refer to the GIFTS Alta User’s Guide.
Review Detail Page
The Review Detail Page is a customizable page that displays information about a submitted Review. Depending on your needs, you may have different page layouts for internal and external reviewers. The default layouts of both versions of this page contain only a Review Detail page part. This page part contains a brief Request summary, as well as the Review feedback submitted by the reviewer. In addition to the Review Detail page part, you may add any number of custom page parts to provide additional instructions or information to your reviewers. These page parts are discussed in detail later in this chapter. For details on changing page layouts, please see “Modifying ReviewerCONNECT Pages”.
Admin Available Actions Page
Note: Even if you are already designated as the administrator of your GIFTS system, you must assign yourself access to ReviewerCONNECT before you will be able to log in. For information on assigning access to ReviewerCONNECT, please see “Granting ReviewerCONNECT Access”. If you are logged in to ReviewerCONNECT as a member of the Admin group, you will see an Admin link in the upper menu bar. Clicking on Admin will open a ReviewerCONNECT Admin Available Actions page, which contains links to the different system settings that you may wish to customize:
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Edit Review Page
The Edit Review page provides reviewers with the data entry fields necessary for entering their review decisions. The data entry fields available on this page include the feedback fields that are assigned to the Review Stage, as well as any custom Review fields assigned to the Review Stage. Review Stages and custom fields are set up in the GIFTS Administrator Module. For details on setting up Review Stages, please see “Designating Review Types and Stages”. For details on creating custom fields, please refer to the GIFTS Administrator’s Guide. NOTE: This is the only page in the ReviewerCONNECT system where reviewers may enter or change information.
About Page Parts
Page parts are areas on ReviewerCONNECT pages that provide you with a means of viewing and interacting with data from your GIFTS database. There are a number of different uses for page parts, including:
Displaying user account information, like completed or pending Reviews. Displaying detailed information for Reviews and funding proposals. Collecting information from reviewers and submitting Reviews. Providing instructions and additional information to aide reviewers in the review process.
Custom Page Parts
There are a number of page parts that may be added to ReviewerCONNECT pages in order to provide your users with additional instructions and/or information. These custom page parts may be added to homepages, Request Detail Pages, and Review Detail Pages. For detailed information on configuring custom page parts, refer to “Setting Up ReviewerCONNECT Custom Page Parts”.
Modifying ReviewerCONNECT
To make any changes to the layout, content, or design of a ReviewerCONNECT page, you will always start on the Admin Available Actions Page. Click one of the following links to access the layout options you wish to configure.
Modify External Reviewer Homepage Modify Internal Reviewer Homepage
Click either link and a layout page containing the currently added page parts opens.
Modify External Reviewer Detail Pages Modify Internal Reviewer Detail Pages
Click either link and a page opens with links to the four different reviewer detail pages you can modify:
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Click the desired link, and a layout page containing the currently added page parts opens.
Layout Pages
Each ReviewerCONNECT page has a dedicated layout page that may only be accessed by Admin users. Layout pages contain place-holder page parts, each one representing an actual page part that is currently included on the live system page. For example, a layout page for a Request Detail Page may look like this:
Layout pages also contain a lower menu bar with the following links:
Link Description
Add Part This link accesses the page part library, a listing of the page parts you may choose to add to the page your are editing. You may also designate the title of the new page part, as well as its position on the page. For detailed information on page parts, please see “About Page Parts”.
Reset Layout This link reapplies the system default layout for the page you are editing.
Rearranging Page Parts
On the appropriate layout page, use the arrow buttons within the page parts to reposition them. For example, if you want to move a page part from the left column of the page to the right, simply click the right arrow button within the page part.
Click the arrows in a page part to move it within the page layout. Click this button to remove a page part from the layout.
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Removing Page Parts
On the appropriate layout page, locate the page part that you want to remove and click the close box in the upper right-hand corner of the page part. NOTE: Page parts that have been removed can be reinserted into the layout. Follow the procedures below to add a page part.
Adding Page Parts
1. On the layout page, select Add Part from the lower menu bar. The Add a Page Part page opens:
2. From the drop-down menu, select the page part you want to add. Under Part Position, choose the span of the page where you want the page part to appear.
If you want to create a custom title for the page part, enter it in the Part Title field. If you leave this field blank, the default name of the page part will serve as the title.
3. Click Submit to add the page part. You are returned to the layout page, where you can arrange the parts as you see fit.
Changing Page Part Properties
Navigate to the appropriate layout page and click the Edit button in the title bar of the page part you want to configure. The properties page for that page part opens. The basic formatting properties of all page parts may be changed to reflect you own choice of colors and styles. Details on formatting settings are available in “Formatting”. Some page parts also have customizable properties affecting the content of the page part. For details on editing the properties of these page parts, you should refer to the following sections:
The Custom Image Page Part
The Grant Request History Page Part
The Link List Page Part
The Note Page Part
The Title Page Part
The Web Clipping Page Part
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Annotating Page Parts
You can add notes to most page parts in ReviewerCONNECT homepages. You can use this annotation to inform your reviewers of important additional information. This can serve as a sort of on-line help system customized for your organization. After you have annotated a page part, a question mark icon will appear in the page part title bar:
Click the ? button to display the annotation that has been added to this page part. If you click the question mark, the page will refresh, and the same page part now appears with the notes displayed:
Click on the ? button again to hide the annotation.
Adding Annotation to a Page Part
ReviewerCONNECT administrators can add annotations to ReviewerCONNECT page parts (including page parts on the internal and external reviewers homepages). To add annotation to a page part:
1. Open the layout page containing the page part you wish to edit, then scroll to the page part.
2. In the page part title bar, click Edit. The page part properties page opens:
NOTE: The list of properties varies from page part to page part. Some page parts will not allow you to add annotation (such as the Proposal Information page part). If annotation is allowed, however, the field will appear near the top of the properties page, as shown in the example above.
3. Place your cursor in the Annotation field and enter the text you wish to display. 4. Click Update at the bottom of the page. You are returned to the page with which you
were working.
TIP: To remove annotation altogether, simply delete all text from the Annotation field, then click Update.
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Using HTML in Page Part Annotations
If you are familiar with Hypertext Markup Language (HTML), you can add it to page part annotation fields. This allows you to add things like paragraph breaks and links to other Web sites. For example, if you wanted to add a link to the MicroEdge Web site to a page part annotation, you could enter the following text in the Annotation field: Need more information? Go to the <a href="http://
www.microedge.com">MicroEdge Web site</a>. Plain text and HTML can be mixed freely—you don’t need to begin your HTML tags with <HTML> and end them </HTML>. The example shown above appears in the page part as follows:
Limiting Access to Submitted Reviews
The Submitted Reviews page part on the Request Detail Page allows reviewers to view other submitted Reviews, even before they have submitted their own. If you are worried about your reviewers’ objectivity, you may choose to make their access to other submitted Reviews contingent on their own Review submission. To limit user access to submitted Reviews, you should first remove the Submitted Reviews page part from the Request Detail Page. Then add the Other Submitted Reviews page part to the Review Detail Page. For details on removing a page part, please see “Removing Page Parts”. For details on adding a page part, please see “Adding Page Parts”.
Granting View Access for Submitted Reviews
External reviewers normally cannot view their reviews after they have been submitted. This can be changed by an administrator.
1. Log in to ReviewerCONNECT as an ADMIN. 2. Click on the ADMIN link. 3. Click Modify External Reviewer Home page. 4. Click the gear Icon on Submitted Reviews page part. 5. Scroll down to the Page Part Data section and click the check box on “Include View
Grant Request Link.” 6. Click Update.
This will provide external reviewers with a link to view grant requests after they have been submitted. See screenshot on next page.
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Modifying Field-Level Permissions
Field-level permissions allow you to control the types of data your Reviewers may view and/or edit from within ReviewerCONNECT. Separate permission sets may be assigned to internal and external reviewers. External reviewers may be restricted to viewing only relevant Request information and entering their feedback, while irrelevant or confidential information is hidden. IMPORTANT: All Review feedback fields are required fields, and can neither be hidden nor made read-only.
Internal reviewers may be given even more viewing and editing access, depending on your needs. Plus, if an internal reviewer has permissions to add new Reviews and reviewers, they may also be given edit permissions for Contact fields in ReviewerCONNECT. For more information on user permissions available in the GIFTS Administrator, please see “Setting User Permissions for Reviewers”. To modify field-level permissions:
1. Click the Modify Field-Level Permission link on the ReviewerCONNECT Admin Available Actions page. The Modify Field-level Permissions form opens:
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2. If you have set up your ReviewerCONNECT system for both Internal and External reviewers in the Administrator (“Editing Reviewers Module Code Tables” on page 10), use the Select Group to Modify drop-down menu to select which group you wish to modify permissions for.
3. Use the Select Table to Modify drop-down menu to choose a GIFTS record type that you wish to modify permissions for. Click Modify to open the Field-Level Permissions page, which lists all of the fields associated with the selected record type:
4. For each field, use the radio buttons to select a level of user access:
Hidden—The field will not appear at all.
CAUTION: System combined fields which can be included as columns in GIFTS Views and applied to search results in ReviewerCONNECT do not respect field level permissions. An example would be the Status/ Status Date column for Review Views:
If in ReviewerCONNECT you mark either Review Status or Review Status Date “hidden,” it will still be shown in Review search results if the user applies a View which includes the combined column Status/ Status Date.
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Read-only—The field will appear everywhere applicable, but the reviewer will not be able to activate the field for editing.
Editable—The field will appear everywhere applicable, and on data entry pages, the reviewer will be able to activate the field for editing.
NOTE: As shown by the screen above, most fields in ReviewerCONNECT cannot be made editable.
5. Click Update to save your changes to the permissions and return to the Modify Field-Level Permissions page.
IMPORTANT: While group permissions are applied system-wide to GIFTS, MyGIFTS, and ReviewerCONNECT, field-level permissions in MyGIFTS and ReviewerCONNECT are separate. In other words, if you also have MyGIFTS, you need to set field-level permissions in both MyGIFTS and ReviewerCONNECT, because they will not share these permissions.
Customizing Field Labels
You may want to change the default labels for one or more fields that appear in ReviewerCONNECT to make the meaning of the data more apparent to your reviewers. ReviewerCONNECT field labels are applied system-wide for both internal and external reviewers, but they do not affect the field labels in GIFTS and MyGIFTS. TIP: The field labels for reviewer feedback fields are set on the Feedback tab of the Stage Design Wizard, which is accessed through the GIFTS Administrator Module. For details, please see “Feedback”.
To customize your ReviewerCONNECT field labels:
1. Click Customize Field Labels on the ReviewerCONNECT Admin Available Actions page. The Customize Field Labels page opens:
2. Use the Select Table to Modify drop-down menu to choose a record type for which you would like to customize the field labels. Click Modify to open a Field Labels page.
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3. In the right-hand column of the Field Labels page part, you may edit any of the default field labels.
NOTE: Although there is no limit on the length of field labels, you should consider that extremely long labels may create an unattractive/confusing display in ReviewerCONNECT.
4. Click Update to save your changes to the field labels and return to the Customize Field Labels page.
Modifying ReviewerCONNECT Settings
You may wish to customize the appearance of your ReviewerCONNECT login page, home and details pages, and page parts. Click the Modify ReviewerCONNECT Settings link on the Admin Available Actions page to access settings for the colors, fonts, and other settings for your ReviewerCONNECT system.
Formatting
The table below describes the options available in the Formatting section of the ReviewerCONNECT Settings page.
Field Description
Header Text Color The color of the user name and application name that appear in the Header section of ReviewerCONNECT pages.
Header Text Color (hex)1
A custom header text color entered as a hexadecimal value (e.g., F5F5DC).
Header Background Color
The color indicated here will be used as the background color of the header area only if you have first replaced the MicroEdge ReviewerCONNECT logo with your own logo. This allows you to select a color more complementary to the colors in your logo.
For information on adding your logo to ReviewerCONNECT, please see “Upload Your Logo”.
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Header Background Color (hex) 1
A custom header background color entered as a hex value.
Note that this color will only be used in the header if you have replaced the MicroEdge ReviewerCONNECT logo with your own logo.
Page Part Color The color applied to the title bar and border of each page part.
Page Part Color (hex)1
A custom page part color entered as a hex value.
Page Part Background Color
The color of the background within each page part.
Page Part Background Color (hex)1
A custom page part background color entered as a hex value.
Highlight Color The highlight color for the first line of each record listed in the page parts. Note: The color you choose here appears only for users who have cleared the “Auto-highlight based on Page Part Color” check box on their user settings.
Highlight Color (hex)1
A custom highlight color entered as a hex value.
Page Background Color
The background color of ReviewerCONNECT pages.
Page Background Color (hex)1
A custom page background color entered as a hex value.
Title Color The color of the text that appears in each page part title bar.
Title Color (hex)1 A custom title color entered as a hex value.
Title Font The font for the application name, the links in the menu bar, and the titles of the page parts.
Title Font Size The font size for the application name, the links in the menu bar, and the titles of the page parts are based on the entry here. Page part titles will use the font size you enter; application name font size will be your entry + 1, menu bar font size will be your entry - 1. Note: Font size in ReviewerCONNECT is measured by standard Web font size units, rather than the point measure used, for example, in Word.
Title Font Bold Select this check box to make the application name, the links in the menu bar, and the titles of the page parts bold.
Body Font The font for text within the page parts.
Body Font Size The font size for text within the page parts, using standard Web font size
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units.
Body Font Color The color of the text within the page parts.
Body Font Color (hex)1
A custom body font color entered as a hex value.
Allow Hex Colors Select this check box, click Update, and return to the Application Settings page. After each color palette, a field appears where you can enter the hex value of a custom color. A hex value overrides the color selected in the palette. Note: This also allows users to enter hex colors on their User Settings pages.
1 Hex value color fields appear only if you have selected the Allow Hex Colors check box at the end of the Formatting section of the Application Settings page.
Application Settings
You can also establish your ReviewerCONNECT application settings on this page:
Field Description
Application Name
This preference changes the text that follows the user’s name in the upper left-hand corner of the ReviewerCONNECT homepage. The default text is “ReviewerCONNECT.”
Session Time-out
This preference establishes the number of minutes a session may remain idle before it times out. Once a session has timed out, the user will be required to log in again the next time they refresh the current page, or attempt to access another page.
List Length This value represents the default number of records shown in each page part. Note: If this value exceeds the Max List Length value, the Max List Length setting will be applied as the default value for all page parts.
Maximum List Length
This value represents the maximum number of records that will show in any page part. If the number of records exceeds this value, a View More link will appear at the bottom of the page part. Tip: Set this number at least as high as the number of Reviews any reviewer is likely to have open at one time. This will prevent the reviewer having to click through several pages just to see all of his or her Reviews.
Search Results Length
This preference represents the maximum value available in user settings for the number of search results to be displayed.
Auto-highlight based on Page Part Color
The first row of each record shown in a ReviewerCONNECT page part is highlighted. Select this check box to allow ReviewerCONNECT to apply a highlighting color that is complementary to your chosen page part color.
Show Icons Icons are used throughout ReviewerCONNECT to identify different types of records. Select this check box to show these icons.
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Link Display Select an option on how links on ReviewerCONNECT pages are displayed. “Regular links” means the text of links will be colored and underlined; the other three options allow you to have color but no underlining, underlining but no color, or neither.
MyGIFTS URL The URL for the MyGIFTS login page. Entering a value here will add a MyGIFTS link to your homepage menu bar, so users may move between the two interfaces without logging in and out. If no value is entered here, the MyGIFTS link will be hidden.
Size Customizer fields based on GIFTS
Data entry fields in ReviewerCONNECT are sized to either 20 or 55 (HTML standard). This may cause custom fields to be disproportional to the value being sought. Select this option to ignore standard HTML sizing for custom fields. Instead, field size will be calculated based on the field’s setting in GIFTS. Note: When a field is resized for HTML, it may not be the exact same size as its GIFTS counterpart due to a difference in calculations between the two formats. In general, the sizing differences will be very minor and should not be a consideration. MicroEdge recommends, as always, that you test any changes or additions to your system before going live.
Allow Anonymous Posts
Select this check box to give reviewers the option to post each discussion board message anonymously. For more information on administering ReviewerCONNECT discussion boards, please see “Adding Discussion Boards” on page 80.
Once you have finished changing your application settings, click Update. You are returned to the Admin Available Actions page.
Upload Your Logo
When you first install ReviewerCONNECT, the MicroEdge ReviewerCONNECT logo appears on the login screen and in the upper right-hand corner of all pages. If you would like to personalize your system, you can replace the ReviewerCONNECT logo with your organization’s logo. Note: If you already have MyGIFTS installed when you install ReviewerCONNECT, the logo uploaded in MyGIFTS will automatically appear in ReviewerCONNECT as well. If you upload a different logo to either MyGIFTS or ReviewerCONNECT, that logo will also replace the current logo in the other application. TIP: You may want to resize your graphic before uploading it as your new ReviewerCONNECT logo. The ReviewerCONNECT header will adjust to the size of the logo. If the file is too big, your ReviewerCONNECT pages will be dominated by the header. As a guide, note that the initial ReviewerCONNECT logo that appears in the header is 202 pixels wide by 55 pixels high.
To replace the ReviewerCONNECT logo:
1. Click Upload Your Logo on the ReviewerCONNECT Admin Available Actions page. This will open the Upload a Company Logo page.
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2. Enter the path to the logo’s file, or click Browse to find the path. (Some browsers may not display the text field for entering the logo’s file. If this is the case, click Browse to identify the logo file.)
3. Click the Update button.
Once the logo has uploaded successfully, it will appear in the Upload a Company Logo page part, as well as in the top right-hand corner of the page. If you wish to remove the current logo, simply click the Clear Logo button in the Upload a Company Logo page. The current logo will be replaced with the system default ReviewerCONNECT logo.
Creating External Reviews Automatically
If you have both IGAM 5 and the Reviewers Module, you can set up IGAM to create external Reviews automatically. The Reviews are based on Contact Roles—you can associate a Contact Role with a particular external Review Stage, and have Reviews of that Stage created automatically when you consider an online application. The external Reviews are created for Additional Contacts listed in the application, if the Contact’s roles are linked to Review Stage. IMPORTANT: These options are set up in IGAM, not in ReviewerCONNECT. From GIFTS Alta, go to Modules > IGAM in the ribbon menu.
1. In the Grant Application Manager, select Tools > Preferences. The Preferences window opens.
2. In the System-Wide category, select External Reviews (under IRS Tax Data):
3. Contact Roles are automatically listed. For each Contact Role, select an external Review Stage (select <None> if you don’t want to send Reviews to Contacts serving that Role).
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To associate a Review Stage with a Contact Role, click the small arrow to see a dropdown menu listing your Review Stages. Select a Review Stage for external Reviews.
4. In the Acceptance Due Date, enter the number of days you will wait for acceptance of a Review.
5. In the Due Date field, enter the number of days after the Review is sent that you want it to be due.
6. Select the check box if you want to give reviewers with an e-mail address access to ReviewerCONNECT. This will automatically create or modify the Contact’s record to indicate the reviewer has ReviewerCONNECT access.
When you consider an application in the Grant Application Manager, any Additional Contacts listed by the applicant will be checked for a Contact Role. If a Review Stage is associated with that Contact Role, an external Review of that Stage will be created (and, if you have ReviewerCONNECT and have specified the option to grant the Contact access, e-mail notification of the Review is sent.) NOTE: Reviews are automatically created, even if the user considering the online application does not have permissions to create Reviews.
Assigning Review Rules to Forms
Administrators can create a set of rules that, when triggered, automatically assigns reviewers to Requests (or proposals) after applications have gone through the consideration process in IGAM. A Request will have a Review created for it when the content of the Request matches the criteria specified in the rule. This can include a particular Disposition, Request Type, and Status, but might also contain a Recommended Amount (over or under a certain amount), and Coding, such as Program Area, Fund, or Geographic Region. This Review is assigned to the Request in GIFTS. After you have created one or more rules in the Administrator module, you can apply them to specific IGAM forms. NOTE: The Review Rules option in the IGAM Preferences form will only appear if you have the Reviewers module and at least one review rule has been defined.
For more information about creating Review Rules in the Administrator module, refer to “Creating Review Rules” in the GIFTS Alta Administrator’s Guide. IMPORTANT: The following options are set up in IGAM, not in ReviewerCONNECT. From GIFTS Alta, go to Modules > IGAM in the ribbon menu.
To assign a review rule to an IGAM form:
1. Go to Tools > Preferences and select Review Rules.
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2. Select the Form you want to which you want to apply the rule, and select the Apply Rule checkbox next to one or more rules.
3. Click OK. The rule is applied to the form. When this rule is met for an application created with this form, the reviewers indicated in the rule will automatically be assigned to the Request in GIFTS after the application goes through the consideration process in IGAM.
Setting Up ReviewerCONNECT
Custom Page Parts
This chapter discusses the configuration of customizable page parts which may be added to ReviewerCONNECT pages in order to provide reviewers with additional information or instructions. Only members of the Admin user group may add and configure page parts, so all other users may ignore this chapter.
About ReviewerCONNECT Page Parts
There are a number of page parts that may be added to ReviewerCONNECT pages in order to provide your users with additional instructions and/or information.
The list of Page Parts that will be available on the Add a Page Part form will depend on the type of page you are viewing.
NOTE: Page parts marked with an asterisk have customizable properties which can be set in their Edit forms.
Internal/External Homepages:
Custom Image*
Discussion Board*
In Progress Reviews
Instructions
Invited Reviews (external only)
Link List*
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Note*
Submitted Reviews
Web Clipping*
Internal/External Request Detail Pages:
(Pending, Approved, & Declined)
Affiliated Contacts
Available Actions
Custom Image*
Discussion Board*
Documents for this Request
Grant Request History*
Link List*
Note*
Outstanding Reviews
Payments for this Request
Proposal Information
Request Alerts
Request Coding Sheet
Requirements for this Request
Submitted Reviews
Title*
Web Clipping*
Review Detail Page:
Link List*
Note*
Other Submitted Reviews
Review Detail
Title*
Web Clipping* IMPORTANT: The following sections provide information on configuring options specific to each custom page part. For details on configuring page layouts, including adding and modifying page parts, please refer to “Modifying ReviewerCONNECT Pages” on page 49.
The Custom Image Page Part
The Custom Image page part allows you to display a GIF, JPG, or BMP image file on ReviewerCONNECT pages. Like other ReviewerCONNECT page parts, the Custom Image page part is added on the layout page for the homepage or detail page you are modifying. When you initially add the Custom Image page part, it will appear blank on the layout page. You will need to provide the specific file name for the image you want to display in this page part. To specify the image:
1. Click Edit in the top right corner of the Custom Image part. The Custom Image properties page opens:
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2. Enter an appropriate title and any annotation you want to add to the image. (For information on page part annotation, please see “Annotating Page Parts”.)
Following the standard page part formatting options, you will find the Change Image option:
3. Click Click Here. A second Custom Image edit page opens:
4. Click Browse next to the Filename field to find the image file you want to add, or type the path and file name in the field, then click Upload. After the image is uploaded, you are returned to the layout page for the ReviewerCONNECT page you were modifying.
The Grant Request History Page Part
The Grant Request History page part provides Request history for the Request Organization.
The Administrator is able to select from the following fields to display in the Page Part:
Giving History Table
Last Grant Date
Last Grant Amount
Last Payment Paid Date
Last Payment Amount
Total Number of Grants
Total Payment Amount
Total Amount Granted
Options in the Field List section allow you to select Display Depth and List Length.
A Disposition filter is also available, allowing you to select <any disposition>, Approved, Pending, or Declined.
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The Link List Page Part
The Link List page part allows you to provide your users with links to helpful Web sites. Link Lists (featuring different Web sites as appropriate) can be added to either homepages or detail pages. The first step is to add the Link List page part to the Request and Review detail pages. It is added like other ReviewerCONNECT page parts, as described in “Modifying ReviewerCONNECT Pages”. Once the Link List is added, you can enter details about the Web sites you want to list. To add links to a Link List page part:
1. Access the appropriate layout page. (For details, see “Modifying ReviewerCONNECT Pages”.
2. Click Edit in the Link List page part’s title bar. Its properties page opens:
3. Enter an appropriate title and any annotation you want to add to the title. (For information on page part annotation, please see “Annotating Page Parts”.)
Following the standard page part formatting options, you will find the Link Display options:
4. Link Display - Configure the following options:
Field Description
Link Font The font for the link text.
Link Font Size The size of the link text.
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Link Underline Select the time when you want the text of the links to be underlined: Always, Never, or Hover (meaning, only when the mouse pointer is hovering over the link).
5. Link options. For each link listed in the page part, there is a separate Link section at the bottom of the properties page. When you first add a Link List page part, there will be one blank Link section you can use to configure your first link.
Configure the following options in each Link section:
Field Description
Remove Select this check box to remove the link from the page part. When you click Update or Save and New, the link will be removed from the list.
Order Indicates the order in which the link should be displayed in the page part. Changing this option will also reorder the Link sections the next time the properties page is accessed.
URL The URL of the Web site the link goes to (e.g., http://www.microedge.com).
Label The actual link text that displays in the page part.
Rollover Text The text that pops up on-screen when the user rolls the pointer over the link.
Description Descriptive text that displays below the link in the page part.
Target Indicates where the linked Web page will open—in a new window, in the current window, or in another window. If Other is selected, you must enter the name of a window. If you want to open the Web page in a Web Clipping page part in the same window, enter the HTML Name of the Web Clipping page part in the Other field.
6. To add another link at the same time, click Save and Add New. The properties page refreshes with a blank Link section added to the bottom. If you are done adding or removing links, click Update. You are returned to the layout page.
The Note Page Part
The Note page part is a customizable text field that allows you to provide ReviewerCONNECT users with information and/or instructional text on homepages and detail pages. Since there is no limit to the number of Note page parts you can add, and no restrictions on their placement, you can write targeted text for many different uses.
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TIP: The Note page part supports HTML. You do not need to begin your HTML code with <HTML> and </HTML>. ReviewerCONNECT will render it automatically.
The first step is to add the Note page part to the Request and Review detail pages. It is added like other ReviewerCONNECT page parts, as described in “Modifying ReviewerCONNECT Pages”. When you initially add the Note page part, it will appear blank on the layout page. To add notes:
1. Click Edit in the top right corner of the Note part. The Note properties page opens:
2. Enter an appropriate title and any annotation you want to add to the image. (For information on page part annotation, please see “Annotating Page Parts”.) Annotation in this case does not refer to the notes you want to show in the body of the page part. Following the standard page part formatting options, you will find the Note options:
3. In the Note field, enter the text you want to display in the body of the page part. 4. Use the following options to determine how the Note text is displayed:
Option Description
Alignment Select Left, Right, or Center to determine how the text is displayed.
Horizontal Margin Horizontal margin is the distance the text will maintain from the left and right boundaries of the page part.
The distance can be entered as the number of pixels to include in the margin (e.g., 25).
You can enter a number following by a percentage sign (e.g., 50%) instead. If you enter a percentage, it is the percentage of the width
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of the page part that is reserved for the margin.
(If you resize your browser window, the page part size may change as well. The margin adjusts, maintaining the percentage specified.)
Vertical Margin Vertical margin is the distance the text will maintain from the top and bottom boundaries of the page part.
You can enter the number of pixels or a percentage here as well.
5. Click Update. You are returned to the layout page.
The Note page part will now be populated with the appropriate text.
The Title Page Part
The Title page part can be added to Request and Review detail pages as a means of quickly identifying the type of detailed information being displayed. This will give your reviewers a simple way to remember what they are looking at as they navigate through ReviewerCONNECT. The first step is to add the Title page part to the Request and Review detail pages. It is added like other ReviewerCONNECT page parts, as described in “Modifying ReviewerCONNECT Pages”. After it is added a detail page layout page, the content of the Title page part is tailored to the contents of the detail page, much like the links to individual records throughout the system. Merge fields are used to get data from the record displayed, the details of which are then used in the title. EXAMPLE: Below is the Title page part (labeled “Proposal”) for a pending Request detail page using the default page part information:
To change the formatting and content of the Title page part:
1. Access the appropriate layout page. (For details, see “Modifying ReviewerCONNECT Pages”.)
2. Click Edit in the page part’s title bar. Its properties page opens:
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3. Enter an appropriate title and any annotation you want to add to the title. (For information on page part annotation, please see “Annotating Page Parts”.)
Following the standard page part formatting options, you will find the Page Part Content options:
4. Configure the following options:
Field Description
Value The actual text that will display in the page part. There is no limit to the length of this text, and it may include merged data from the record being displayed.
For information on using merge fields in ReviewerCONNECT, please see “Using Merge Fields in ReviewerCONNECT”.
Show Icon Select this check this box to display record type icon.
Show Border Select this check box to display a standard border around this page part.
5. Click Update. You are returned to the layout page.
The Web Clipping Page Part
You can add the Web Clipping page part to homepages and detail pages and pipe data from other Web sites directly into ReviewerCONNECT. Simply specify a URL in the page part properties, and the Web page found at that URL is displayed in the Web Clipping page part. This page part serves as a flexible tool for research and information by enabling you to: Add general Web pages to homepages and detail pages. Display saved documents that are relevant to the review process. Display Web content that is specific to the GIFTS records being viewed. NOTE: “Tips and Troubleshooting” on page 181 contains additional information about using the Web Clipping page part, and about troubleshooting potential issues.
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Adding Web Pages to ReviewerCONNECT Pages
The first step is to add the Web Clipping page part to the Request and Review detail pages. It is added like other ReviewerCONNECT page parts, as described in “Modifying ReviewerCONNECT Pages”. Once the Web Clipping page part is added, you can enter details about the Web page you want to show:
1. Access the appropriate layout page. (For details, see “Modifying ReviewerCONNECT Pages”.)
2. Click Edit in the Web Clipping page part’s title bar. Its properties page opens:
3. Enter an appropriate title and any annotation you want to add to the title. (For information on page part annotation, please see “Annotating Page Parts”.)
Following the standard page part formatting options, you will find the Page Part Content options:
4. Configure the following options:
Option Description
HTML Name The name you enter here can be used as the Target in a Link List page part. Then, if a user clicks the link in the Link List, the linked site opens in this Web Clipping page part.
URL The URL of the Web page you want to display in the page part (e.g., http://www.microedge.com).
Show Scroll Bars Select this check box if you want scroll bars to allow vertical and horizontal adjustment of the Web page. If the Web page is too large to fit completely within the page part, scroll bars allow users to see the rest of the page.
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Height (pxls) The desired height of the Web Clipping page part, in pixels.
Horiz. Margin (pxls) Horizontal margin is the distance the text will maintain from the left and right boundaries of the page part. The distance is entered as the number of pixels to include in the margin (e.g., 25).
Vert. Margin (pxls) Vertical margin is the distance the text will maintain from the top and bottom boundaries of the page part, also in pixels.
5. Click Update. You are returned to the layout page.
Adding Web Research Data to Detail Pages
When configuring this page part, URL you enter may incorporate any of the many merge fields available for the GIFTS record shown on the detail page. These merge fields can be used to display Web pages with data specific to the record shown. EXAMPLE: Suppose you use the (fictional) Charity North America Web site to research charitable organizations. This particular Web site will link to its information on an organization if you can provide the Tax ID as part of the URL.
When adding the Web Clipping page part to a Request Detail Page, you can use the Grantee Organization Tax ID merge field to provide a URL that will change depending on the Organization that submitted a Request:
This merge field circled above will import the Grantee Organization’s Tax ID. If it (and the URL) are correct, the Web page will appear in the Web Clipping page part. For more information on using merge fields in ReviewerCONNECT, please see “Using Merge Fields in ReviewerCONNECT”.
Adding Discussion Boards
Discussion boards allow internal and external reviewers to start discussion topics, submit responses to others’ ideas, and (with MyGIFTS) engage with your staff members as well. Discussions are listed in the Discussion Board page part. You can place this page part on the ReviewerCONNECT homepages—either internal or external—for general discussions. You can also add the page part to Request detail pages, allowing reviewers to start and contribute to proposal-specific discussions. IMPORTANT: Proposal-specific discussions created on the Request detail page are also listed in the homepage Discussion Board page part.
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Adding the Discussion Board Page Part
The Discussion Board page part lists discussions, with the most recently updated discussion first:
On homepages, both general and proposal-specific discussions are listed. If a discussion was started for a specific Request, the Request ID is shown and serves as a link to the Request itself. To add a Discussion Board page part to a homepage or Request detail page:
1. Access the homepage you want to modify, or Request detail page.
NOTE: There are three Request detail pages—one for each Request Disposition. Be sure to add the Discussion Board page part to all three if you want discussions to be available both while the Request is pending and after a decision is made.
2. Click the Add Part link on the menu bar of the home or detail page. 3. Select the Discussion Board page part, the position you want it to occupy, and the title. 4. Click Submit. You are returned to the home or detail page, with the Discussion Board page
part now added.
Starting a Discussion
To start a new discussion:
1. Click the Start Topic button in the Discussion Board page part. The Discussion Board page part opens:
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2. Enter a title for the discussion in the Subject field (required) and type your comments in the Message field.
3. Select options for your new topic:
Checkbox Description
Anonymous Select this check box to post this new topic and message anonymously.
NOTE: This option is not available if you choose not to allow anonymous posts at the system level.
Share with External Reviewers
External reviewers can participate (and start) discussions too. Select the check box if you want external reviewers to be able to see and participate in this particular discussion.
Other internal reviewers can see discussions you create on the homepage. If you create a discussion on a Request detail page instead, only reviewers assigned to review the proposal see the discussion; otherwise, all reviewers have access.
NOTE: If you have MyGIFTS, its users can see discussions created ReviewerCONNECT as well. If you have Branch Security, however, discussions started on Request detail pages will be shown only to MyGIFTS users with access to the Request’s Branch.
4. Click Update to save the new discussion. You are returned to either the homepage or Request detail page where you started the topic; the new discussion is now listed first, with the Subject serving as a link to it.
Viewing and Participating in a Discussion
Clicking a link in a Discussion Board will take you to that particular discussion.
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To contribute to the discussion:
1. Enter your comments in the text field. 2. Select the Anonymous check box to answer anonymously. This option is not available if
you choose not to allow anonymous posts at the system level, as described in “Modifying ReviewerCONNECT Settings”. It may also be unavailable for specific discussions; as noted in “Starting a Discussion”, a discussion can be set not to allow anonymous posts.
3. Click Reply to post your message.
Deleting a Discussion
Only members of the Admin group may delete discussions. To delete a discussion from a Discussion Board page part: Click the link to open the discussion. Click the Delete Discussion button. You are asked to confirm; select OK and click Continue. The discussion is deleted.
Using Merge Fields in ReviewerCONNECT
Merge fields can be used in ReviewerCONNECT to merge data from the record currently displayed, or from certain records affiliated with it. They can be used in Title page parts to add data to each Request or Review detail page. They can also be used in Web Clipping page part URLs to find specific Web pages online (as shown in “Adding Web Research Data to Detail Pages” above).
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Which Merge Fields Are Available?
All the same merge fields found in the correspondence Template Library are also available for Title and Web Clipping page parts on ReviewerCONNECT detail pages, depending on record type. For example, any field available in the Template Library for the Review letter event is also available in ReviewerCONNECT. Available fields include not only fields from the record you are viewing (such as a Request or Review on each respective detail page) but also certain related records. (For example, the pending Request detail page for internal reviewers can include merge fields pulling data from the current Request’s grantee Organization or Primary Contact.)
Inserting Merge Fields Correctly
If you are inserting a merge field in the Title page part or within a URL for a Web Clipping, you must type it correctly. If it is formatted incorrectly, the merge will not occur.
Merge fields should be enclosed within curly brackets (i.e., {}), with no space between the bracket and the adjacent letter.
Merge fields are comprised of two parts: the category and the field you are merging.
The category is the record type in which the field is found. Categories available for Requests, for example, include Request, Grantee Organization, Primary Contact, et al.
The field is a field within the record type specified by the category.
Category and field are separated by a period.
EXAMPLE: You want to include the name of the grantee Organization in the Title page part of the pending Request detail page.
The merge field should be typed as follows: {Grantee Organization.Legal Name} Incorrect: {Grantee_Organization.Legal_Name} { Grantee Organization . Legal Name } {Organization.Legal Name} The Page Part Content field of the Title page part properties after adding the merge field:
The title page part on the Request detail page, merging data from the record on display:
Unsure which data are available for merging, or of a category or field name?
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In GIFTS Alta, do a Quick Find or Full Search on the record type in question and click the Open
View icon to the right of the View menu. All categories and fields listed there can be used as ReviewerCONNECT merge fields.
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Accessing and Searching for
Reviews in GIFTS Alta
This chapter describes how to access both external and internal Reviews, and how to use GIFTS Alta search facilities to search for the Reviews you want.
Accessing Reviews in GIFTS Alta
With GIFTS Alta, there are three main ways to access Reviews:
Accessing Reviews from the Dashboard Accessing Reviews from the Workspace Accessing Reviews from Related Lists
Accessing Reviews from the Dashboard
Four of the Dashboard parts in GIFTS Alta can be used to access Reviews:
Calendar Chart Summary Table
In each case, you must set up the dashboard part properly to report on Reviews and then use the drill-down feature to list the related records and open the individual record you wish to review in detail.
Reviews from a Calendar
To configure a Calendar dashboard part to display Reviews:
1. Create a new Calendar using the [+Add Part] link or click the gear icon on an existing Calendar to access the Configuration form.
2. On the Dashboard Part Configuration form, enter an appropriate Name. 3. Optionally, fill in the Description, Header, and Footer fields. 4. Click Modify under the Filter area to open the Search form. 5. On the Search form, select Review on the left record category panel. 6. If necessary, delete any existing filters. 7. Click More Filter Options link on the bottom right and select one or more Review filters. 8. Click Done to return to the Search form and set up the conditions for the filters you
selected. 9. Click Search to return to the Chart Configuration form.
10. Complete the lower fields as needed and click OK.
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In the example below, the Calendar is displaying all dates with Reviews due in red. Clicking on one of the red dates lists all the Reviews due for that specific date below.
Reviews from the Chart
To configure a Chart dashboard part to display Reviews:
1. Create a new Chart using the [+Add Part] link or click the gear icon on an existing Chart to access the Configuration form.
2. On the Dashboard Part Configuration form, enter an appropriate Name. 3. Optionally, fill in the Description, Header, and Footer fields. 4. Select a Chart Type. 5. Click Modify under the Filter area to open the Search form. 6. On the Search form, select Review on the left record category panel. 7. If necessary, delete any existing filters. 8. Click More Filter Options link on the bottom right and select one or more Review filters. 9. Click Done to return to the Search form and set up the conditions for the filters you
selected. 10. Click Search to return to the Chart Configuration form. 11. Complete the lower fields as needed and click OK. 12. Simply double-click on a portion of the chart to display the related records below it.
In the example below, a pie chart was created showing all the pending Reviews for the next month grouped by organization and displaying total Request Amount. Double-clicking the orange 225k wedge for Sunflower House reveals all the pending Reviews for next month listed below the pie chart.
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Reviews from a Summary Part
To configure a Summary dashboard part to display Reviews:
1. Create a new Summary part using the [+Add Part] link or click the gear icon on an existing Summary part to access the Configuration form.
2. On the Dashboard Part Configuration form, enter an appropriate Name. 3. Optionally, fill in the Description, Header, and Footer fields. 4. Click Modify under the Filter area to open the Search form. 5. On the Search form, select Review on the left record category panel. 6. If necessary, delete any existing filters. 7. Click More Filter Options link on the bottom right and select one or more Review filters. 8. Click Done to return to the Search form and set up the conditions for the filters you
selected. 9. Click Search to return to the Chart Configuration form.
10. Complete the lower fields as needed and click OK.
In the example below, the Summary part has been configured to show all Reviews due the following month grouped by Due Date and Organization State with a Request Amount total. Simply double-click a total to see the related records listed for each.
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Reviews from a Table Part
To configure a Table dashboard part to display Reviews:
1. Create a new Table part using the [+Add Part] link or click the gear icon on an existing Table part to access the Configuration form.
2. On the Dashboard Part Configuration form, enter an appropriate Name. 3. Optionally, fill in the Description, Header, and Footer fields. 4. Click Modify under the Filter area to open the Search form. 5. On the Search form, select Review on the left record category panel. 6. If necessary, delete any existing filters. 7. Click More Filter Options link on the bottom right and select one or more Review filters. 8. Click Done to return to the Search form and set up the conditions for the filters you
selected. 9. Click Search to return to the Chart Configuration form.
10. Click OK.
In the example below, the Table part has been configured to show all Reviews due the following month. Simply double-click a listed record to open it's edit form.
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Accessing Reviews in the Workspace
Using the Quick Find or Full Search features of GIFTS Alta, you can quickly find specific Reviews you desire.
Using Quick Find to Look for Reviews
The Quick Find field is probably the easiest way to locate one or more Reviews. NOTE: Reviews is not a default Quick Find radio button category. Your GIFTS Alta Administrator or Grant Manager will need to enable Reviews through the User Preferences > Quick Find Configure form.
Quick Find uses the following filters by default when searching for Reviews:
Reviewer Last Name (External) Reviewer Name (Internal) Organization Name
The following three filters must be turn on by an Administrator or Grant Manager:
Request ID Request Reference No. Review ID
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Your Quick Find search results will be displayed on the Workspace grid.
Using Full Search to Look for Reviews
You can also use the Full Search option to look for Reviews.
1. Click the Full Search link to the right of the Quick Find field. 2. On the Search form, click Reviews on the left Record Types list. 3. By default, Due Date, Stage, and Status filters are displayed for Reviews. 4. You have the option to use these filters or remove them using the X on the right side of
each filter. 5. To add more filters, click the More filter options link on the lower right. Select the filters
you desire and click Done to return to the Search form. 6. Configure the filters as you desire and then click Search. 7. Your search results will be listed on the Workspace grid.
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Filter Options for Reviews
This section details each of the Filter Options for Reviews available in the Full Search Query Builder.
NOTE: The options displayed above are available if you are using both internal and external reviewers. Some of the properties listed here will not be available if you are using only one of the two types of Reviews. You can search on any combination of the following properties:
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Property Description
Branch The branch to which the Request associated with the Review is assigned. (Only for users with the optional Branch Security Module.)
Due Date The date on which the Review is due.
External Reviewer’s Last Name
The last name of the Contact acting as an external reviewer. Only available when using both internal and external Reviews. If you are using external reviewers only, this property will be replaced with “Reviewer’s Last Name.”
Internal Reviewer The member of your staff acting as an internal reviewer. Only available when using both internal and external Reviews. If you are using internal reviewers only, this property will be replaced with “Reviewer.”
Internal Reviewer's Name
Name of the internal reviewer.
Organization’s City
The city where the Organization that submitted the proposal is located.
Organization’s Name
The name of the Organization that submitted the proposal.
Organization’s State
The state where the Organization that submitted the proposal is located.
Request Coding Sheet
Limit your search to specific Request codes.
Request Contact’s Last Name
The last name of the Primary Contact associated with the proposal.
Request ID The ID of the Request which constitutes the proposal.
Request Reference No.
The Reference number assigned to the Request.
Request Staff The owner of the Request.
Request Type and Status
The Request Type—such as “Cash Grants”—of the Request, and its Status within your workflow.
Review ID The ID of the Review.
Review is External Limit your search to Reviews assigned to external reviewers. Only available when you are using both internal and external reviewers.
Review is Internal Limit your search to Reviews assigned to internal reviewers. Only available when you are using both internal and external reviewers.
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Review is Overdue
Click this property to limit your search to Reviews that are overdue.
Stage Limit search results to Reviews created under a particular Stage or Stages.
Status The status of the Review.
Status Date The date on which the current status of the Review took effect.
To be Reviewed by [current user]
Click this property to limit your search to Reviews that have been assigned to you. Only the Reviews that you are currently scheduled to review (those that have a status of “In Review”) are displayed. Not available when you are using external reviewers only.
Saving Review Searches
You can save your searches for Reviews just as you do other records in the GIFTS Alta Reports Library: Click Save Search icon in the upper left corner of the search results page.
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Accessing Reviews Through Related Lists
Reviews can also be accessed through the Related Lists for Contacts and Requests in GIFTS Alta Workspace.
1. Simply perform a search using Quick Find or Full Search for Requests or Contacts. 2. Select one or more of the resulting records and the Related List on the left panel will
display the number of Reviews associated.
3. Click Reviews to display a list of all the related Reviews.
You can now open each Review individually by double-clicking on the record, or select multiple records and use the Actions > Open option.
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Accessing Reviews for External Contacts
If you use external reviewers, you can access their Reviews from within their Contact records. Open the Contact's edit form and click on the Related Reviews tab. The Reviews associated with him or her are displayed.
Accessing Summary Data from Reviews
Summaries of Review results can be accessed from the GIFTS Alta Workspace:
Columns of data summarizing feedback to a proposal can be added to the Requests search results by using Open View to modify the view.
A summary of the review activity of an external reviewer can be viewed in the reviewer’s Contact record.
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Summary of Reviews for a Reviewer
A summary of review activity by an external Reviewer can be seen on the top of the Related Reviews page of a reviewer’s Contact record.
This data can help you make sure you don’t use a particular external reviewer too often. Note that “this year” refers to your organization’s current fiscal year, as defined in the GIFTS Administrator Module.
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Managing External Reviewers in
GIFTS Alta
This chapter details the procedures for working with external Reviews, placing these procedures in the context of the external review process. Proposal owners using external reviewers should read this chapter.
Adding and Modifying an External Review
You can add external Reviews one at a time, or create a batch of Reviews for a particular Review Stage. This section provides instructions on creating a single external Review. For details on adding batches of Reviews, please see “Creating a Batch of Reviews”. You can also modify Reviews, to edit data or enter feedback from the reviewer. TIP: Depending on your level of interaction with your external reviewers, you may or may not know whether they will have the time and/or interest to complete a Review. Using ReviewerCONNECT, you can simply assign Reviews and allow the automatic e-mail notification to take care of contacting the reviewers. Then they can accept or decline to review the Request through their ReviewerCONNECT accounts.
Adding an External Review
TIP: Internal reviewers with the appropriate permissions may also add Reviews (including external Reviews) through ReviewerCONNECT. For details, please see “Adding a New Review”.
Assigning a proposal to an external reviewer can be done through the external Contact's edit form or from a Requests search results page.
From the Contact Edit Form
1. Open the Contact edit form of the reviewer and click on the New > Review button.
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2. Fill in the date fields in the Review section where appropriate. 3. Notice all the fields in the Request section will initially be blank and read-only. You must
first assign a Request to this review using the Search tool on the Request primary card in the right panel. Refer to “Finding the Request for a New Review” for instructions on finding the Request for which the Review is being performed.
4. Once a Request has been assigned, click Save & Close.
NOTE: The Feedback section in most cases should be left blank to filled in by the external reviewer.
5. The next step is notifying your external reviewer of this Review. This may happen automatically or require some work on your part, depending on your system configuration. For detailed information, please see “Notifying Reviewers”.
NOTE: If you have ReviewerCONNECT and you made a selection in the Status field other than “No Response” or “Agreed to review,” the Review will not be automatically activated and made available in ReviewerCONNECT. For details on activating an external Review, please see “Activating Reviews In ReviewerCONNECT”.
From a Requests Search Results Page
1. Open the Request edit form you wish to have reviewed and click on the Actions > Assign
Reviewers button. 2. Enter the external reviewer's name in the Find field and click Find. 3. On the Select Contacts form, select the external reviewer, and then click OK. 4. Enter dates for the following fields:
Acceptance Due Date Due Date Visible From/To
5. Click Add Reviewers to finish adding the external reviewer. 6. Click Done to complete the process.
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External Review Form Fields
When the new External Review form opens, the following fields will be available: NOTE: Clients with the optional GIFTS Customizer or Blueprint Module may see additional custom fields, if any have been added to Reviews by your GIFTS Alta administrator. Review custom fields are Review Stage-specific, and may vary depending on the Stage of the Review.
Previous GIFTS 6.x users, please note when editing an existing External Review, the form in GIFTS Alta does not display the Visible From/To Date, Received Date, or Sent Date if the Status is ‘No Response’ or ‘Agreed to Review’.
Field Description
Primary Relationship Cards:
External Reviewer The Contact who is serving as the external reviewer. If you opened this new Review from within a Contact record, the information for that Contact is already filled in. If you are creating this Review from within a Request, use the Find button to search for the Contact.
Organization Blank at first. Will be filled in once you select a Request below.
Request Use the Search tool on this card to look for a Request to relate to this new review.
The fields in the Request section of the edit form will be blank until a Request is selected.
In the Review section:
Acceptance Due The acceptance due date, that is, the date by which the reviewer’s decision whether or not to review the proposal is due. This field is optional. If the reviewer has ReviewerCONNECT access, you cannot modify this date after activating the Review until the reviewer has completed it. Reviews are not activated in ReviewerCONNECT until they are given a Status of “No Response” or “Agreed to Review.” For details, please see “Activating Reviews In ReviewerCONNECT”.
Due Date The date on which the review of the proposal is due. This field is optional. If the reviewer has ReviewerCONNECT access, you cannot modify this date after activating the Review until the reviewer has completed it. Reviews are not activated in ReviewerCONNECT until they are given a Status of “No Response” or “Agreed to Review.” For details, please see “Activating Reviews In ReviewerCONNECT”.
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Status Select from the following statuses:
<None> No Response Will not review Agreed to review Reviews complete
The current status of the Review. This field defaults to “None,” but active codes from the Review Status Code Table may be chosen from the drop-down list.
NOTE: This field will be hidden if the External Review Status is ‘No Response’ or ‘Agreed to Review’. NOTE: If your system includes ReviewerCONNECT, your selection in this field controls whether or not the Review is immediately activated in ReviewerCONNECT. For information on setting the Status field, and the subsequent impact on Review activation in ReviewerCONNECT, please see “Activating Reviews In ReviewerCONNECT”.
Sent Date The date this proposal was sent to the reviewer. This field is optional. NOTE: This field will be hidden if the External Review Status is ‘No Response’ or ‘Agreed to Review’.
Received Date The date on which the external reviewer’s feedback is received. This field is optional. NOTE: This field will be hidden if the External Review Status is ‘No Response’ or ‘Agreed to Review’.
Visible From/To Entering dates here will limit the time a proposal is visible to a reviewer in ReviewerCONNECT. This option is only available when Assigning Reviews in GIFTS Alta. These fields are available for use in Advanced Searches, Ad Hoc reports, and merge fields in Correspondence.
NOTE: This field will be hidden if the External Review Status is ‘No Response’ or ‘Agreed to Review’. NOTE: These fields are also available in batch mode on the Assign Reviewers window.
In the Feedback section:
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All the Feedback section fields and options are described below.
NOTE: If the reviewer to whom a Review is assigned has ReviewerCONNECT access, the Feedback fields will be unavailable. The external reviewer will enter his or her own feedback through ReviewerCONNECT.
In addition, not all feedback options may appear in a given Review. Which forms of feedback the Review accepts is determined by the Stage to which it is assigned. For more information on Review Stages and feedback options, please see “Adding and Modifying Review Stages”.
Yes/No Check boxes indicating that the reviewer recommends either approving or declining the Request.
Letter Grade A letter grade representing the reviewer’s opinion of the proposal.
Number Grade A number grade representing the reviewer’s opinion of the proposal.
Review summary features will tabulate average number grades, as well as show you the lowest and highest scores. For more information, please see “Accessing Summary Data from Reviews”.
Suggested Amount The amount the reviewer suggests you award the proposal.
Response Code A drop-down menu listing the available response codes.
Response Notes This field is limited to 255 characters, and is intended as a short review summary. Click the Notes tab to enter additional notes.
Long Notes Can be used to enter several pages of notes.
Finding the Request for a New Review
NOTE: This section is only applicable if you are creating a new Review from within a Contact record.
1. On the new Review form, click the Search icon on the Request primary relationship card.
2. On the Search form, enter a Request ID, Reference Number, or Project Title and click Find. 3. Double click on the request record you desire to associate with the review.
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The data from the Request will automatically be copied over to your review form.
4. Remember to Save and Close.
Editing an External Review
The first step in editing an existing Review is to open the Review record. You can find the record you need by following the instructions in “Accessing and Searching for Reviews in GIFTS”. Once you have the Review record open, you may make changes to the data fields described in the “Adding an External Review” section. NOTE: Your access to data fields for editing will be limited when the reviewer has ReviewerCONNECT access.
The following guidelines indicate which fields may be inaccessible, and why:
The Stage is never editable. These fields are not editable and may be hidden when the Review’s status is “No
Response” or “Agreed to review”:
Acceptance Due Date Due Date
Status Date (in header) Status Date (in header)
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Grant Cycle Received Date (hidden)
Visible From Date (hidden) Visible To Date (hidden)
Sent Date (hidden) All Feedback Fields
Customizer or Blueprint fields available will depend on the Review’s stage.
Activating Reviews in ReviewerCONNECT
By default, whenever you create a new external Review for a reviewer with ReviewerCONNECT access, the Review is immediately activated and the reviewer is notified by e-mail. If this instant availability is undesirable for any reason, you can control the external review process through your selection in the Status field when you create a new Review. EXAMPLE: After initial acceptance of a funding proposal, an organization identifies a list of potential reviewers and creates tentative Reviews for them. The potential reviewers are screened, resulting in a final list of reviewers. The Reviews for the selected reviewers are activated in ReviewerCONNECT and the remaining Review records are updated with reasons for each reviewers’ elimination from the review process.
Review Status
The standard external review statuses installed with the system are “No Response,” “Will not review,” “Agreed to review,” and “Review complete.” The “No Response” status is applied to a newly created Review by default. If the Status field is set to either “No Response” or “Agreed to review” when you save a new Review, the Review will immediately be activated in ReviewerCONNECT (assuming the reviewer has ReviewerCONNECT access). TIP: You might also skip the “No Response” default Status in cases where the reviewer has already agreed to review the proposal, for example, during a telephone conversation with personnel at your organization.
Notifying reviewers about new Reviews may or may not be handled by the system automatically, depending on your configuration. For details, please see “Notifying Reviewers”.
Adding a Review Without Activating It
If you do not wish to make a new Review available immediately in ReviewerCONNECT, you should change the selection in the Status field to something other than “No Response” or “Agreed to review.” Later, when you change the status to one of the above, the Review will be activated, notification e-mails will be sent, and the reviewer will be able to log in to ReviewerCONNECT and review the proposal. TIP: You will need to create one or more new statuses for this purpose through the GIFTS Administrator. For details, please see “Adding or Editing Review Status Codes”.
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Adding More Review Statuses
You may have need to add more review statuses for your Internal or External reviews.
1. From the Administrator module, go to Setup > Code Tables. 2. Click on the System tab. 3. Scroll down to the bottom and click on Review Status. 4. Click Edit Codes. 5. Click on External or Internal folder depending on where you want the new status to be
added. 6. Click the New button on top. 7. Enter a name for your new status in the Description field and click OK. 8. Click Save & Close when done.
Notifying Reviewers
External reviewers are notified about new proposal’s differently, depending on whether you use ReviewerCONNECT (and the reviewer has login access) or not.
ReviewerCONNECT User Notification
Once a Review has been activated in ReviewerCONNECT, you will need to notify the reviewer that they may log in and complete the Review. If you have set ReviewerCONNECT to send automatic e-mail notifications, the system-generated e-mail will be sent as soon as you activate the Review. If you have turned off this feature, you will need to notify the reviewer of a pending Review some other way. You will also need to provide the URL for the ReviewerCONNECT login page, as well as the reviewer’s password, if they do not already know them. NOTE: If for some reason you want to delay notifying an external reviewer of a particular Review, set Review Status to something other than “No Response” or “Agreed to review” when you add the Review. To notify the reviewer later, change the status of the Review to one of these two, and ReviewerCONNECT will send the notification. For details, see “Activating Reviews In ReviewerCONNECT”.
If the external reviewer is receiving his or her first Review using ReviewerCONNECT, the system will also send the reviewer the “Password Notification” e-mail. This message contains a system-generated password allowing the reviewer to log in to ReviewerCONNECT. For either e-mail, you may choose to customize the message or simply use the default text. For information on setting up and customizing your ReviewerCONNECT automatic e-mail messages, please see “Configuring Email Connections and Messages”. (The messages noted above are described in “Reviewer E-mails”.) IMPORTANT: In order to receive automatic notifications about Reviews, a reviewer’s Contact record must have 1) ReviewerCONNECT access activated and 2) a unique, accurate e-mail address entered. Error messages will alert you if these problems exist, and allow you to fix them at the time the e-mail is generated by the system (i.e., whenever the Review is activated in ReviewerCONNECT).
If you decide you prefer not to use ReviewerCONNECT’s automatic notification e-mails at all, you can generate correspondence using GIFTS correspondence features. For more information, please see “Creating Review Correspondence Templates”.
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Non-ReviewerCONNECT User Notification
Most of the steps you and your staff take to prepare and send packets to external reviewers take place outside the GIFTS Reviewers Module. There are some things, however, that GIFTS Alta can help you with:
Packet cover letters. You can use the GIFTS Alta correspondence feature to generate cover letters for your proposal packets. Please see the “Generating Correspondence” chapter of the GIFTS Alta User’s Guide for more information.
NOTE: Your GIFTS administrator can create a special correspondence template just for the cover letters. See the “Defining Correspondence Templates” chapter in the GIFTS Alta
Administrator’s Guide.
Proposal summaries. If you want to send reviewers summaries of Request data, GIFTS can help you create Write-ups that cover the proposal data as it appears in GIFTS Alta. Again, please see the “Generating Correspondence” chapter of the GIFTS Alta User’s Guide for more information.
Once packets are sent, you may want to return to the Reviewers Module and update your Reviews to indicate the Sent Date. To update a single external Review when a packet is sent, open the Review and enter (or edit) the Sent Date.
Creating a Batch of Reviews
For each stage of your review process, you probably have a number of reviewers who need to see the same proposal (or proposals). If your external reviewers are all participating in the same stage of the review process, you can create a batch of Reviews for them:
1. On the search results page, select the Request (or Requests) which you want to be reviewed.
2. From the GIFTS Alta main menu, select Actions > Assign Reviewers. The Assign Reviewers window opens:
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NOTE: If your system has no Review Stages set up, you will receive an error message, and the Assign Reviewers window will close.
3. To assign External reviewers, enter their last name in the top field and click Find. 4. On the Select Contacts form, check the box next to the Contacts you want to select and
click OK.
NOTE: You may also click the Full Search link to open the Search form to access Saved Searches or the Query Builder for Contacts.
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5. Returning to the Assign Reviewers form, you will notice the names of all the external reviewers selected listed directly below the Find field. If you need to remove one of the listed reviewers, click the X next to their name.
6. Enter dates for the following fields:
Acceptance Due Due Date Visible From / To
NOTE: The date fields are not required to continue. However, to edit them in the future you will need to go into each Review record individually and modify the fields.
7. You may also set the Status and Status Date at this time.
8. If desired, you may also assign required or not required Internal Reviewers using the drop-down menus below the external section of the Assign Reviewers form.
9. Click Done when ready. 10. A progress bar will be displayed as the system is generating Review records and sending
out notifications. When complete, the following completion report will be displayed:
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10. Close the report window by clicking the X or Print/Save the report for your records.
Entering and Saving Review Decisions
NOTE: This section only applies to Reviewers Module users. If you have ReviewerCONNECT, Reviews will be updated with reviewers’ decisions automatically when they submit their completed Reviews. You cannot edit a Review’s feedback fields while a ReviewerCONNECT external reviewer is performing his or her review.
When a reviewer returns feedback on a proposal, you can update its Review record to track its progress. The update procedures for reviewer response are similar to those used when you notified the reviewers:
To update a single external Review when a decision is received, open the Review and enter (or edit) data in the appropriate fields. For information on modifying external Reviews, please see “Adding and Modifying an External Review”.
If you have received a packet of multiple Reviews from a single Contact, you can update the entire batch at once. For details, please see “Updating a Batch of Reviews” below.
NOTE: You can only update a batch of Reviews that come back from a single reviewer. Access Reviews from within the Contact record to perform the batch update.
Once you have updated the Review(s), the owner of the Request will have access to the recommendations of the external reviewers before approving or declining the proposal. For information on approving and declining Requests, please see the “Working with Requests” chapter of the GIFTS Alta User’s Guide.
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Updating a Batch of Reviews
NOTE: This section only applies to Reviewers Module users. If you have ReviewerCONNECT, Reviews will be updated with reviewers’ decisions automatically when they submit their completed Reviews.
If you are sending a packet of multiple Reviews to a single Contact, or want to update a batch of Review decisions received from a single Contact, you can update the entire batch at once:
1. Display a list of Reviews you wish to work on in the GIFTS Alta workspace by: a. performing a direct search using Quick Find or Full Search. b. opening an external Contact record and clicking the Related Reviews link.
2. Select the Reviews desired, and go to Actions > Open on the ribbon menu. 3. The edit form of the first record will be opened for your modifications.
4. On the bottom left, the window will display the current record number and the total number of records selected.
5. When you are done modifying the first record, click Save and then click Next to move to the second record.
IMPORTANT: Click Save & Close only when you are done working on the last record and want to save and close the batch window.
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Reminding Reviewers That Reviews Are Due
If necessary, you can easily search for overdue Reviews and send e-mail reminders to the reviewers:
1. Click Full Search. 2. On the Search form, make sure Query Builder is selected on the left. 3. Under Record Types, click Reviews. 4. Click the More filter options link on the bottom right. 5. Select the “Review is Overdue” filter option and click Done. 6. Click the Search button to run your search. All overdue reviews are displayed in the
Workspace. 7. Select the overdue Reviews you want to send reminders about. 8. To send a general email to the reviewers, go the Options > Email, fill in the fields and click
Send. 9. To send an email using a defined GIFTS Alta template, go to Actions > Correspond, make
the appropriate selections, and click OK.
For more information about sending e-mail messages in GIFTS, please refer to the “Generating Correspondence” chapter of the GIFTS Alta User's Guide.
Deleting External Reviews
If you are the owner of a proposal, or a member of the Admin group, you can delete external Reviews at any time:
1. Access your external Reviews in one of the following ways:
Run a search for the Reviews. Open the Contact record for the person performing the Review, then select the
Related Reviews link. Open the Request record of the proposal being considered and click on the Related
Reviews link.
TIP: Once you have the Reviews list displayed, you can sort the list by Status or Type by simply clicking the column header.
2. Select the Review(s) you wish to delete. 3. On the ribbon menu, go to Actions > Delete. A message opens asking you to confirm your
decision. 4. Click Yes. The Review is deleted.
CAUTION: If the Review you delete is currently being considered by an external reviewer using ReviewerCONNECT, the Review will disappear from the reviewer’s home page. No e-mail notification of such a deletion is automatically sent to the reviewer.
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Managing Internal Reviews in
GIFTS Alta
This chapter details the procedures for working with internal Reviews, placing these procedures in the context of the internal review process. Proposal owners who want to use internal reviewers should read this chapter.
Planning the Internal Review Process
Internal Reviews allow proposal owners to gather feedback from fellow staff members who are accessing and working on Reviews through either GIFTS or ReviewerCONNECT. Please take the following topics into consideration as you prepare to set up your internal review processes.
Using Review Stages
In order to add internal Reviews, you must use a Review Stage designed for internal Reviews. A Review Stage is a set of preferences defining the properties of Review records created under it. For more information, please see “Adding and Modifying Review Stages”.
Distributing a Proposal to Internal Reviewers
When setting up an internal review process, you have two options for distributing proposals to your internal reviewers: Reviewers can be notified at once, simultaneously; or you can set up a review sequence, in which reviewers are notified one at a time and allowed to review the proposal before it is sent on to the next reviewer. NOTE: Internal Reviews that are part of a review sequence are called required Reviews. The option to make a Review required—and thus to use review sequences—must be enabled in the Review Stage you are using. For information on specifying Stage options, please see “Adding and Modifying Review Stages”.
Both required and non-required Reviews can be assigned to a single proposal during an internal review process. All non-required Reviews are sent out immediately. Required Reviews begin the review sequence as described in “Using Internal Review Sequences”. CAUTION: If your organization’s roster of internal reviewers is already clearly defined, you can add all your internal reviewers at once, as described in “Creating a Batch of Reviews”. Adding Reviews in a batch also makes it easier to set up a review sequence. Note that you can also set up a review sequence when adding Reviews one at a time.
Using Internal Review Sequences
An internal review sequence sends required Reviews out one at a time, based on the order of Reviews established in the Request. If the first required Review is marked with a “yes” in the Feedback section, the proposal is then sent to the next required reviewer. NOTE: The Reviews that are part of an internal review sequence do not have to be associated with the same Review Stage.
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How Review Sequences End
If anyone at any point in the required review sequence marks his or her Review with a “no” in the Feedback section, the sequence is suspended and the reviewer will be asked to process the Request declination. If the proposal gets a “yes” vote from all reviewers in the required review sequence, the last reviewer in the sequence will be asked to process the Request Approval. The next section discusses user permissions that affect an internal reviewer’s ability to perform Request declinations and approvals after completing a Review in GIFTS Alta.
Review Sequences and User Permissions in GIFTS Alta
If the last required reviewer for a proposal does not have the permissions necessary to approve or decline it, intervention may be required to complete the review sequence:
If the user did not have permission to approve the Request, a message instructs the user to add a reviewer who does have the necessary permissions to the review sequence.
NOTE: If you do not want to give particular staff members wholesale Request approval permission, you can limit the permission to approvals that occur when they accept the last required Review. For more information, please see “Setting User Permissions for Reviewers”.
If the user did not have the permission to decline the Request, you (the owner of the proposal) are notified by e-mail. You can manually decline the Request as described in the “Working with Requests” chapter of the GIFTS Alta User’s Guide.
NOTE: You don’t need to give staff members wholesale Request declination permissions, either. You can limit the permission to declinations that occur when they reject a required Review. For more information, please see “Setting User Permissions for Reviewers”.
Setting Up a Required Review Sequence
The process for sequencing required internal Reviews is different if you are creating the Reviews individually or by batch. Instructions for each are part of the steps outlined respectively in “Adding and Modifying an Internal Review” and “Creating a Batch of Reviews”.
Modifying a Required Review Sequence
A proposal owner has some ability to modify a required Review sequence for an internal Review.
You can delete a required Review if the Review is still pending. For details, please see “Deleting a Review”.
You can add a new required Review—or a batch of new required Reviews—to the sequence as long as the sequence has not yet been completed and the Request neither approved nor declined. For information on adding a Review, please see “Adding and
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Modifying an Internal Review” below. To add a batch of Reviews, please see “Creating a Batch of Reviews” .
Required Reviews that are still pending can be moved up and down in the Review sequence. They cannot be moved up to a point before a Review which has already been completed, or is “in Review,” however. You can also change a pending required Review to non-required. Open the Review and clear the Required Review check box. For details on editing Review options and sequences, please see “Adding and Modifying an Internal Review”.
Adding Internal Reviews
You can add internal Reviews for one or more Requests at the same time. The process is basically the same in GIFTS Alta. An internal Review can be assigned from within the Request record of the proposal. For Internal Reviews, there are two types of reviewers: Required or Not Required. To assign a proposal to an internal reviewer:
1. Search for the Request(s) you wish to have reviewed using Quick Find or Full Search. 2. Select the Request record(s) on the search results page in the GIFTS Alta Workspace. 3. On the ribbon menu, click on the Actions > Assign Reviewers option. 4. On the Assign Reviewers form, use the drop down menus for required or not required
Internal Reviewers to add reviewers for the proposal(s). Names you add will initially be listed directly below the drop down field.
5. Enter a Due Date and Visible From/To dates if desired. (optional)
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NOTE: The Visible From/To Date fields are only displayed when assigning a new internal reviewer. They will not be displayed on the Internal Review edit form.
6. Click the Add Reviewers button to add the reviewers to the official list.
You may use the X next to each name to remove them from the list. You can also use the blue arrows on the left to rearrange the order in which the required reviews are conducted.
7. Click Done to generate the new Review records, and send out email notifications.
8. A Progress bar will display and a mini completion report will open when the process is complete. You have the option to close the window with the X button, or Print/Save the results.
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Modifying Internal Reviews
NOTE: Clients with the optional GIFTS Alta Customizer or Blueprint Module may see additional custom fields, if any have been added to Reviews by your GIFTS administrator. Review custom fields are Review Stage-specific, and may vary depending on the Stage you select for a Review.
Previous GIFTS 6.x users, please note when editing an existing Internal Review, the form in GIFTS Alta does not display the Visible From/To Date, Received Date, or Sent Date.
If you wish to modify one or more existing Reviews, do the following:
1. Perform a Quick Find or Full Search to locate the Review record(s) and display them on a search results page in the GIFTS Alta Workspace.
2. Select one or more of the records you wish to modify by checking the box next to each record.
3. You can open multiple records at once by selecting them and then double-clicking on one of the records or going to Actions > Open in the ribbon menu.
Notice when multiple records are opened at once, GIFTS Alta displays their edit forms one at a time and shows a current record/total records number in the lower left next to the Previous and Next links.
4. When you are done modifying the first record, click Save and then click Next to move to the second record.
IMPORTANT: Click Save & Close only when you are done working on the last record and want to save and close the batch window.
For details on the fields displayed on the standard Internal Review edit form see "The Internal Review Edit Form".
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The Internal Review Edit Form
The fields available on the standard Internal Review edit form are described in the table below. NOTE: Clients with the optional GIFTS Customizer or Blueprint Module may see additional custom fields, if any have been added to Reviews by your GIFTS administrator. Review custom fields are Review Stage-specific, and may vary depending on the Stage you select for a Review.
Previous GIFTS 6.x users, please note when editing an existing Internal Review, the form in GIFTS Alta does not display the Visible From/To Date, Received Date, or Sent Date.
Field Description
In the Review section:
Required? Select the Required Review check box if you want make this a required internal Review. Requiring a Review allows you to include it in a review sequence. You can only add a required Review to a Request with a status of Pending. If a Request is Approved or Declined, this check box is disabled in a new Review form.
If the Stage selected for this Review does not specify that “reviewers are notified in sequence,” this check box will be unavailable. (For information on Stage options, please see “Adding and Modifying Review Stages”.)
Note that a GIFTS user receiving a required Review can have permission to decline and approve Requests as part of this process. If a required reviewer rejects a proposal, he or she is asked to process the Request Declination. If he or she is the last required reviewer and accepts the Request, he or she is prompted to process Request Approval.
For more information, please see “Review Sequences and User Permissions in GIFTS”.
Due Date The date on which the review of the proposal is due. You cannot change this selection after the Review is saved.
In the Request section:
Staff The name of the Reviewer assigned.
Type The type of Request.
Request Amount The requested amount.
Recommended Amount
Docket Number
Project Title
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Program Area
Geographical Area
In the Feedback section:
Yes / No Check boxes indicating that the reviewer recommends either approving or declining the Request. If the ‘Reviewers are notified in sequence’ check box is selected in the Stage selected for this Review, the yes/no option is on by default and cannot be deactivated. Internal reviewers in a sequence of required Reviews must answer yes or no to a Review, otherwise the sequence cannot continue.
Numeric Grade A number grade representing the reviewer’s opinion of the proposal. Review summary features will tabulate average number grades, as well as show you the lowest and highest scores. For more information, please see “Accessing Summary Data from Reviews”.
Suggested Amount The amount the reviewer suggests you award for the proposal.
Response Notes Any notes entered by the reviewer. This field is limited to 255 characters.
Long Notes Additional notes can be entered here by the reviewer.
Reassigning Reviews
If you have the necessary permission, you can now reassign a Review to another reviewer if the Review status is In Progress or Pending.
1. Select an In Progress or Pending Review. 2. Go to Actions > Reassign Reviewer. The Reassign Reviewer window displays.
3. Select the staff person to which to reassign the Review from the list. 4. Click OK.
If this Review is In Progress, the new Reviewer will be notified by email after the Review is saved.
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Reminding Reviewers That Reviews Are Due
If necessary, you can easily search for overdue Reviews and send e-mail reminders to the reviewers:
1. Click the Full Search link. 2. Make sure the Query Builder is selected. 3. Record Type on the left should be set to Reviews. 4. Click the More filter options link on the lower right. 5. Select the “Review is Overdue” filter and click Done. 6. Click the Search button and all overdue reviews will be displayed on the Workspace. 7. Select the overdue Reviews you want to send reminders about, then select Options > E-
mail. Enter a subject and the text of your e-mail message, then click Send.
NOTE: If you would like to use a pre-made template for your email, you also have the option to use the Actions > Correspond option.
For more information about sending e-mail messages in GIFTS Alta, please refer to the “Generating Correspondence” chapter of the GIFTS Alta User's Guide.
Entering and Saving Review Decisions
During the internal review process, GIFTS users are making decisions on proposals; they can enter and save their recommendations themselves. If you are an internal reviewer and want to submit your decision, please see “Reviewing Proposals in GIFTS”.
Deleting Internal Reviews
Proposal owners and members of the Admin group can delete internal Reviews that meet the following conditions:
The Review is not required. The Review is required, but has a status of “Pending.” Internal Reviews that are currently
being reviewed, or have already been decided upon (accepted or rejected) by the reviewer cannot be deleted.
The Review is required, but is not the last required Review. If it is, a message appears stating that you must add a new required Review before deleting this one.
To delete an internal Review that meets one of these conditions:
1. Access your internal Reviews by one of the following ways:
Run a search for the Reviews with Quick Find or Full Search. Open the Request record of the proposal being considered and click on the Related
Reviews link.
TIP: Once you have the Reviews list displayed, you can sort the list by Status or Type by simply clicking the column header.
2. Select the Review(s) you wish to delete.
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3. Select Actions > Delete from the ribbon menu. A message opens asking you to confirm your decision.
4. Click Yes. The Review is deleted.
NOTE: If a Review you delete is currently being considered by an internal reviewer using ReviewerCONNECT, the Review will disappear from the reviewer’s home page. No e-mail notification of such a deletion is automatically sent to the reviewer.
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Reviewing Proposals in GIFTS Alta
As a GIFTS Alta user participating in an internal review, you’ll receive email notification from GIFTS Alta when it is your turn to review a proposal. This chapter explains how to respond to these notifications by responding to the proposal in GIFTS Alta. If you have been granted access to ReviewerCONNECT, turn to “Reviewing Proposals with ReviewerCONNECT” to complete your reviews using ReviewerCONNECT instead. Internal reviewers with access to ReviewerCONNECT cannot edit their Reviews in GIFTS Alta. If you are responsible for setting up an internal review, please refer to “Managing Internal Reviews in GIFTS”
Searching for and Accessing Your Current
Reviews
After receiving e-mail notification, you can log in to GIFTS Alta to review the proposal. Using Quick Find, you can easily retrieve all of your currently scheduled reviews:
1. In GIFTS Alta, click on Full Search. 2. Make sure the Query Builder is selected. 3. In the Record Types panel, select Reviews. 4. Click on the More filter options link in the lower right corner. 5. Select the “To be reviewed by [your name]” filter and click Done. 6. Back on the Query Builder form, click Search. 7. Your currently scheduled Reviews will be displayed in the Workspace. 8. Double-click on a Review to view details of the associated Request, or to provide your
feedback on the proposal.
Providing Feedback on a Proposal
Once you have read about the proposal, you can provide feedback to the proposal owner.
1. Open the Review. For information on finding Reviews, please see “Accessing Reviews”, “Searching for Reviews”, or “Searching for and Accessing Your Current Reviews”.
2. In the Feedback area of the Review, provide your opinion of the proposal.
NOTE: The properties of the Review’s Stage determine which of the following feedback types are available. If the Review Stage is set up to exclude a feedback type, the field will be unavailable.
Field Description
Yes/No Select the appropriate check box—Yes if you want to see the grant approved, No if you wish to decline the Request.
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If the Required Review check box is selected, the Review sequence continues after you save and close this Review. How it continues depends on your Yes or No vote here. The process is described in the “If Your Review Was Required” section.
If your Review was not required, your decision does not affect the progress of the review sequence. The proposal’s owner can access your Review, however, and weigh your recommendation as he or she sees fit.
NOTE: Make sure you have selected the right Response check box. Once you say Yes to a proposal, you cannot change your decision.
Letter Grade Enter a letter grade representing your opinion of the proposal’s merit.
Numeric Grade Enter a number grade representing your opinion of the proposal’s merit.
Suggested Enter the amount you recommend be awarded for this proposal.
Response Code From the drop-down menu, select the item best representing your recommendation for action.
3. Use the Response Notes field to describe briefly the reasons for your decision. If you want to add more extensive notes, use the Response Notes (Long) field in the Review.
4. If you have finished reviewing the proposal and have entered all your feedback, select the Review is Complete check box. Review disposition will not change from “In Review” until you save the Review with this check box selected. Leave the check box clear if you want to work on this Review later.
5. Click Save and Close to save the Review. If you did not select the Review is Complete check box, the Review is still “In Review” and will be included in the search described in “Searching for and Accessing Your Current Reviews".
If Your Review Was Required
If your Review was required and you said yes to the proposal (after marking the Review complete), the review sequence proceeds as follows:
If there is another required reviewer, GIFTS automatically sends notification to that person so that he or she can log in to GIFTS and review the proposal. GIFTS also notifies the Request’s owner that you have reviewed it.
If you are the last required reviewer in the sequence, you are prompted to Approve the Request. For information about Approving Requests, please refer to the “Working with Requests” chapter of the GIFTS User’s Guide.
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NOTE: If you are the last required reviewer, but you do not have permission to approve Requests, you will not be allowed to complete the Review. In this case, when you click Save and Close you will be prompted to add another reviewer to the review sequence. (See “Adding and Modifying an Internal Review” on page 123 for details.) After adding another reviewer, you will be allowed to save your yes vote to the proposal and complete the review.
If your Review was required and you said no to the proposal (after marking the Review complete), the review sequence is terminated and you are prompted to decline the Request:
You can enter the following information for the declination:
Field Description
Date The date on which the Request is being declined. This field defaults to the Meeting Date, if available, or to the Request Date.
Reason The reason the Request is being declined.
Status If you assign status codes to declinations, you can choose the appropriate status here.
Meeting Minutes The part of the minutes from the meeting at which this Request was declined (if any). This information can be included in Board Meeting Minutes reports produced for the board’s next meeting.
Declination Notes
Any additional notes you wish to make regarding this declination.
NOTE: If you are the last required reviewer, but you do not have permission to decline Requests, you will not be allowed to complete the review. In this case, when you click Save and Close you will be prompted to add another reviewer to the review sequence. (See “Adding and Modifying an Internal Review” for details.) After adding another reviewer, you will be allowed to save your no vote to the proposal and complete the Review.
If you do not have permission to decline Requests, your Review is saved and the owner of the proposal is notified that you were unable to process the declination. He or she can then decline the Request.
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Changing Review Decisions
You can change your yes-or-no decision on a non-required Review at any time. Re-open the Review, change your answer and click Save and Close. Your decisions for required Reviews, on the other hand, affect the progress of the proposal’s review sequence. Consequently you cannot make changes that disrupt the processing of the Request:
You cannot change your decision for a required Review from yes to no because the reviewers that follow you are reviewing the proposal. If you need to change your decision, please contact the owner of the Request so that he or she can take appropriate action. For instance, if the reviewers that follow you have not made a decision yet, the owner can assign another Review to you so that you can register your no vote.
If you wish to change your decision for a required Review from no to yes, you can open the Review, select the Yes radio button, and click Save and Close. GIFTS Alta automatically rolls the disposition of the Request from Declined to Pending, and—if there are more reviewers—notifies the next reviewer that it is his or her turn to review the proposal. If you are the last reviewer, you are prompted to approve the Request.
Limiting Access to Reviews in GIFTS Alta
By default, any GIFTS user with Update Review permission can modify a review even if they are not the assigned reviewer. The GIFTS Administrator module allows you to limit the ability to edit internal reviews to just the assigned reviewer by unchecking the Update Other Reviewers Reviews permission. NOTE: This permission is only enforced in GIFTS Alta.
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Reviewing Proposals with
ReviewerCONNECT
ReviewerCONNECT is comprised of a number of Web pages that allow you to access all information necessary for completing Reviews online. This section introduces you to the layout of your ReviewerCONNECT system, and provides information on completing the tasks associated with the proposal review process.
ReviewerCONNECT Basics
This section covers the basics of ReviewerCONNECT.
Page Parts
Page parts are areas on ReviewerCONNECT pages that provide you with a means of viewing and interacting with data from your GIFTS database. There are a number of different uses for page parts, including:
Displaying your account information, like completed or pending Reviews. Displaying detailed information for Reviews and funding proposals. Collecting information from reviewers and submitting Reviews. Providing instructions and additional information to aide you in the review process.
Page Part Annotations
Your system administrator may choose to provide you with targeted information through the use of annotated text within individual page parts. Page parts with annotated text attached will appear with a question mark icon on the right side of the title bar. To view the annotation, simply click the question mark. The page will refresh with the annotated text in the page part. To close the annotation, simply click the question mark again.
The Menu Bar
In addition to page parts, ReviewerCONNECT pages contain a menu bar with links to help you navigate through the system and perform essential tasks. The following links are available on all ReviewerCONNECT pages:
Link Description
Home Returns the user to his or her homepage. If this link is clicked on the homepage, the homepage will refresh.
Change Click here to change your password.
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Password Internal reviewers should note that this is also your GIFTS and MyGIFTS password, and the change applies there as well.
MyGIFTS
(MyGIFTS users only)
Click here to open your MyGIFTS homepage. If you want both ReviewerCONNECT and MyGIFTS open in separate windows, right click this link. When the menu drops down, select “Open in New Window.”
NOTE: This link will only appear after a system administrator has entered a value in the MyGIFTS URL field in the system settings.
MyGIFTS is the default name of this link, although it will change to match the application name assigned in the MyGIFTS system settings.
Help Click here to open the ReviewerCONNECT online help.
Logout Click here to log out of ReviewerCONNECT.
The Homepage
As the name implies, the ReviewerCONNECT homepage is the first page that opens when you log in to ReviewerCONNECT. It is where you will find all the Reviews that are awaiting your attention, plus links to detailed information about those Reviews. The default homepage layout contains the following page parts:
Page Part Description
Instructional
Text
This page part contains helpful information that may be customized by your system administrator. For information on setting the content of this text, please see “Configuring E-mail Connections and Messages”.
In-Progress Reviews
This page part lists all Reviews that have been assigned to you. From here, you may link to the Request Detail Page or to the data entry page used to complete and submit Reviews.
Submitted Reviews
This page part lists all of your submitted Reviews, which you may open in a read-only version. You can also link to the associated Request to see the latest updates or changes.
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A typical internal reviewer homepage may look like this:
Use the View Grant Request link to open the Request Detail Page.
Filtering Reviews from the Homepage
Internal reviewers often have many proposals to review. In time they will also have a long list of Reviews they have previously submitted. Saved Review searches can be applied from both the In Progress and the Submitted Reviews page parts; users then see a filtered list of in progress or submitted Reviews. To filter Reviews from the home page:
1. Select a saved Review search from the Apply Search drop down:
2. Click Go. The search results page opens, listing the Reviews matching the criteria.
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NOTE: The “Saving Review Searches for Online Use” section describes how to set up saved Review searches for use in ReviewerCONNECT.
Detail Pages
You will encounter two kinds of detail pages in ReviewerCONNECT:
Requests Detail Page—This page contains complete information about a funding proposal, making it your central resource during the review process. You may not add or edit and data on this page.
Review Detail Page—This page contains data submitted as part of a completed Review for a grant proposal. You may not add or edit any data on this page.
Edit Review Page
The Edit Review page provides you with the data entry fields necessary for entering your feedback and final review decisions. This is the only page in the ReviewerCONNECT system where you may enter or change information. For details on this page, refer to “The Edit Review Page”.
Logging in to ReviewerCONNECT
When you receive an e-mail notifying you that a Review is awaiting your attention, the message should include a link to ReviewerCONNECT. Clicking the link will open your Web browser on the ReviewerCONNECT login page.
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Enter your GIFTS user ID and GIFTS password in the User ID and Password fields, and then click “Log in.”
Changing Your Password
Reviewers can change their ReviewerCONNECT passwords by clicking the Change Password link on their homepages. Click the link to open the Change Password page:
Enter your current password, then enter and confirm your new password. IMPORTANT: Internal reviewers—those who use their GIFTS login ID and password to log in to ReviewerCONNECT—should note that if they change their passwords in ReviewerCONNECT, they will also need to use this new password to log in to GIFTS Alta and other GIFTS Alta modules.
Discussion Boards
Discussion boards allow you to start discussion topics, submit responses to others’ ideas, and respond to questions from staff members who use MyGIFTS. Discussions are listed in the Discussion Board page part. Your ReviewerCONNECT administrator can place this page part on the ReviewerCONNECT homepages for general discussions. He or she can also add the page part to Request detail pages, allowing users to start and contribute to proposal-specific discussions. Important: Proposal-specific discussions created on the Request detail page are also listed in the homepage Discussion Board page part.
On homepages, both general and proposal-specific discussions are listed.
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If a discussion was started for a specific Request, the Request ID is shown; it serves a link to the Request itself.
Starting a Discussion
To start a new discussion:
1. Click the Start Topic button in the Discussion Board page part. The Discussion Board page part opens:
2. Enter a title for the discussion in the Subject field (required) and type your comments in the Message field.
3. Select options for your new topic:
Anonymous Select this check box to post this new topic and message anonymously. NOTE: This option is not available if your MyGIFTS administrator chooses not to allow anonymous posts at the system level.
Share with External Reviewers
External reviewers can participate (and start) discussions too. Select the check box if you want external reviewers to be able to see and participate in this particular discussion. Other internal reviewers can see discussions you create on the homepage. If you create a discussion on a Request detail page instead, only reviewers assigned to review the proposal see the discussion; otherwise, all reviewers have access. NOTE: If you have MyGIFTS, its users can see discussions created ReviewerCONNECT as well. If you have Branch Security, however, discussions started on Request detail pages will be shown only to MyGIFTS users with access to the Request’s Branch.
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4. Click Update to save the new discussion. You are returned to either the homepage or Request detail page where you started the topic; the new discussion is now listed first, with the Subject serving as a link to it.
Viewing and Participating in a Discussion
Clicking a link in a Discussion Board will take you to that particular discussion.
To contribute to the discussion:
1. Enter your comments in the text field. 2. Select the Anonymous check box to answer anonymously.
This option is not available if you choose not to allow anonymous posts at the system level, as described in the “Modifying ReviewerCONNECT Settings” section.
It may also be unavailable for specific discussions; as noted in the “Starting a Discussion” section, a discussion can be set not to allow anonymous posts.
3. Click Reply to post your message.
Reviewing a Funding Proposal
ReviewerCONNECT is designed to help you do a thorough review of a funding proposal, and then submit a formal Review into your GIFTS system. To that end, there are a number of tools available in the system to help you research a proposal in order to make your review decision. The following sections highlight the features and functionality of these helpful tools. TIP: Don’t forget to be on the lookout for page part annotations, denoted by a question mark icon in the title bar of a page part. Click the question mark to view information and/or instructions provided by your system administrator.
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Request Detail Page
Perhaps the first step in any review process should be a look at the funding proposal. The Request Detail Page is designed to provide you with all of the pertinent data from the proposal that you have been asked to review. This page is accessed by clicking the View Grant Request link for any Review listed on your homepage. A typical Request Detail Page for a pending Review may look like this:
NOTE: The data fields displayed in each page part on the Request Detail Page are subject to the field-level permissions assigned to reviewers. For details on customizing the field-level permissions for reviewers, please see “Modifying Field-Level Permissions”.
Note Page Part
The Note page part is used by your system administrator to provide extra information or instructions on the homepage and the Request Detail Page. The information in these page parts may pertain to an entire detail page, to only one page part, or to the review process itself. You should pay particular attention to Note page parts, since they may contain very important information for completing your reviews.
Link List Page Part
The Link List page part contains a list of links to Web pages outside of your ReviewerCONNECT system. These Web pages are selected by your system administrator to provide you with helpful information and guidance as you process reviews. Simply click one of the links to open the intended Web page in a new browser window.
Web Clipping Page Part
The Web Clipping page part displays an external Web page within its borders in real time. That means, you can interact with the Web page as usual without leaving ReviewerCONNECT. The Web page displayed in this page part is determined by your system administrator.
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Support Documents
The page part on the Request Detail Page titled “Documents for this Request” contains links to documents associated with the Request you are viewing. The document list in this page part is not necessarily comprehensive, since documents may be made either “shareable” (included in the page part) or “unshareable” from within GIFTS. For details, please refer to “Document Sharing in ReviewerCONNECT”. To view a document, click the appropriate link in the Documents for this Request page part. When the File Download form appears, select either Open or Save, depending on whether you want to save a copy of the document locally. IMPORTANT: You are not able to upload documents through ReviewerCONNECT. If you need to edit a document, you should access the document through either GIFTS or MyGIFTS.
Adding Grant Documents
Internal reviewers may add grant Requirements to the proposals they are reviewing, or have already reviewed.
1. In the Available Actions on the Request detail, click Add New Requirement. 2. The Edit Grant Requirement page opens:
Enter the Requirement information and click Update to save the New Requirement.
If your organization uses IGAM 4, an option to publish the Requirement to the grantee appears on the Edit Grant Requirement page as well:
In the Publish to Web section, select the online Requirement form you want the grantee to complete. When you click Update, the Requirement will be published.
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Uploading and Linking Additional Documents
A reviewer can upload addition document files and link them to the pending Request he or she is reviewing. The action is initiated from the Available Actions page part on the Request detail page:
1. Click the Link/Upload Document link; a new Document Activity record opens:
Letter Author can be set to default to the reviewer’s name by adding the following line to the GCSConnections preferencein the Administrator Module Preference Editor: RCDefaultAuthor=1
For information on using the Preference Editor, see the GIFTS Alta Administrator’s Guide.
2. In the Letter File Name field, enter the file path of the external document that you wish to link to the Organization. Click the Browse button to locate and select the file.
3. Enter details in other fields as needed.
NOTE: If you want other ReviewerCONNECT users—internal or external—to have access to this Document, confirm that the Shareable check box is selected. For more information about document sharing, please see “Document Sharing in ReviewerCONNECT”.
4. Click Update to create a new Document Activity record and link your external document to the Organization.
Generating a Stage 2 IGAM Application
If you have the optional Internet Grant Application Module, you can generate the second of a two stage application form from ReviewerCONNECT. The option is listed in Available Actions if the Request you are reviewing was created from the first of a two stage IGAM application process. To generate the Stage 2 application:
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1. On the Available Actions page part of the Request’s detail page, click the Generate Stage 2
Application link. The Generate Stage 2 Application page opens:
If more than one Stage 2 form is associated with the Stage 1 in IGAM, this will be a drop down listing the different Stage 2 forms.
If you want to notify the grant seeker of the follow-up form, select either Letter
Correspondence or Email Correspondence before clicking Generate Stage 2. After publishing the application, you can generate the email or letter.
2. If there is more than one active Stage 2 application form, select the one you want the grant seeker to complete.
3. In the Generate Correspondence drop down, select whether you want to send email or letter notifying the grant seeker of the newly published application.
4. Click Generate Stage 2. The Stage 2 application is published. If you chose to generate letter or email correspondence, the Generate Correspondence page opens in another browser window.
Completing and Submitting a Review
Once you have completed your review of a grant proposal and uploaded any supporting documents, you are ready to submit a formal Review. You can begin your Review submission by clicking the Edit/Submit Review link in either of the following ReviewerCONNECT locations:
The In Progress Reviews page part on the homepage. The Available Actions page part on the Reviewer Request Detail page.
Once you click this link, the Edit Review page will open, allowing you to enter feedback and submit your Review.
The Edit Review Page
The Edit Review page is made up of two page parts:
The first page part contains instructional text that may be customized by the system administrator. For details on editing this instructional text, please see “Editing System E-mails and Messages”.
An Edit Review page part appears below the Instructions, and it contains all of the feedback fields that must be completed by the reviewer in a section labeled “Your Review.” For details on the feedback fields available for inclusion in this page part, please see “Feedback”.
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This page part also has a “Proposal Summary” section containing basic, identifying information about the proposal being reviewed. These data fields are system-defined and read-only.
NOTE: The fields may be controlled by field-level permissions; you can also edit their labels. For information on these topics, please see “Modifying Field- Level Permissions” on page 55 and “Customizing Field Labels” on page 58.
To edit and submit a Review:
1. Open the Edit Review page. 2. Complete the data entry fields in the Your Review section of the Edit Review page.
NOTE: Clients with the optional GIFTS Customizer Module may see additional custom fields, if any have been added to Reviews by your GIFTS administrator. Review custom fields are Review Stage-specific, and may vary depending on the Stage you select for a Review.
IMPORTANT: The Yes/No field is used to indicate whether you feel the Request you are reviewing should be approved. For details on this field, and the potential ramifications of your selection, please see “Voting Yes/ No”.
3. If you have completed all data entry fields, you should proceed to the next step.
If you begin your review but are not able to complete it for any reason, you may save the incomplete Review and return to it later. Simply click Update to save the Review without submitting it at this time. You will be returned to either your homepage or the Reviewer Request Detail Page, depending on how you accessed the Edit Review page.
4. Once you have completed the Review by filling in all the feedback fields that appear, click Submit Review. Your Review is submitted.
IMPORTANT: You may need to approve or decline the Request you have reviewed, depending on your position in the review sequence and your selection in the “Yes/No” feedback field. For details, see “Voting Yes/ No” on page 164, “Declining a Request” on page 166, and “Approving a Request”.
CAUTION: Once a Review has been submitted, it is no longer available for editing
in ReviewerCONNECT. Submitted Reviews may be opened in a read-only format from the Submitted Reviews page part on the homepage.
Voting Yes or No
Your vote in the Yes/No field on the Edit Review page indicates your decision on whether or not the Request should be approved. The following scenarios are possible:
You vote “No”—Once you submit your Review, the review sequence is ended and you are asked to process a Request declination. For details on declining a Request, please see “Declining a Request”.
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IMPORTANT: If you do not have permission to decline Requests, you will not be able to submit a Review with a “No” vote.
You vote “Yes” and you are the last reviewer in the sequence—Once you submit your Review, you will be asked to process the Request approval. For details on approving a Request, please see “Approving a Request”.
IMPORTANT: If you do not have permission to approve Requests, you will not be able to submit a final Review with a “Yes” vote. You will only be able to submit your Review once another reviewer has been added to the sequence, either by the proposal owner or by you (if you have the appropriate permissions). For details on how to add another reviewer, please see “Adding a New Review”.
You vote “Yes” and you are not the last reviewer in the sequence— Once you submit your Review, the next reviewer in the sequence is notified.
Declining a Request
When you submit a Review with a “No” vote, you will need to complete a declination for the Request you reviewed. After clicking Submit Review on the submission confirmation page, a Request Declination page opens:
Complete the fields available on the Request Declination page, and then click Decline to complete the declination. You are returned to either your homepage or the Request Detail Page, depending on where you initiated the review submission process from. NOTE: If you do not want to decline the Request for any reason, you may click Cancel on this page. You will still be returned to either your homepage or the Request Detail Page, although a new Decline Request link will appear. On your homepage, the link appears in the Submitted Reviews page part. On the Request Detail Page, the link appears in the Available Actions page part.
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Approving a Request
When you are the final reviewer in a sequence and you submit a Review with a “Yes” vote, you will need to approve the Request you reviewed. After clicking Submit Review on the submission confirmation page, a Request Approval page opens:
NOTE: If you want to notify the new grantee right away, select either Letter Correspondence of Email Correspondence before clicking Approve. After approval, you can generate the letter or email.
Enter the necessary grant information and click Approve to approve the grant. If you chose to generate letter or email correspondence in the Correspondence section, the Generate Correspondence page opens in another browser window. If you have the optional Budget Module, you may be asked to resolve Payments for the Request against your budget. The next several sections of this user’s guide provide details on budget resolution.
Budget Resolution
NOTE: This section only applies to clients who use the optional Budget Module in conjunction with their GIFTS system.
You may be asked to resolve Payments against a budget when you approve a Request at the end of a review sequence. Once you submit the Request approval, a Budget Resolution page opens. A typical Budget Resolution page will look like this:
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Click the Reserve Fund link to view a list of Categories and Reserves rather than the Line Items shown. To resolve Payments:
1. In the first section of the Budget Resolution page part, use the check boxes to select the Payment(s) you would like to resolve, commit, or change.
2. In the next section, use the option buttons to select the Line Item you want to resolve against. To the right of the listed Line Items, you will find each item’s budgeted and available funds.
If there are no Line Items in your budget for the payee Organization, the “Line Items” header is replaced with “Categories and Reserves.” For example:
Click the Line Item link to view a list of Line Items rather than the Categories and Reserves shown.
Use the option buttons to select a Budget Category, and then use the drop-down list to select a Reserve Fund within that Category.
If you would like to view the budgeted and available funds for a Reserve Fund, use the appropriate drop-down list to select the Reserve Fund and click the “(see balance)” link.
3. Click Resolve Payments. Once all Payments have been resolved, click Finish to complete budget resolution.
You may be asked if you wish to transfer funds in order to complete the budget resolution. If you choose to transfer funds, you will be taken to a Budget Transfer page. For details on budget transfers, please see “Budget Transfers”.
Budget Resolution for Multiple Fiscal Years
If the Request approval process creates Payments that fall in more than one fiscal year, you must perform budget resolution for each fiscal year separately. For this reason, you will start your multiple-year budget resolution from a special page that allows you to work with one year at a time:
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To perform budget resolution for multiple fiscal years:
1. On the Choose Fiscal Year page part, use the option buttons to select a fiscal year to work with. Click Resolve Payments.
2. A standard Budget Resolution page opens for the selected fiscal year. Complete this form as described in “Budget Resolution”, and then click Finish to return to the Choose Fiscal Year page.
3. Repeat steps 1 and 2 until all Payments in all fiscal years have been resolved, and then click Finish.
Budget Transfers
You may be asked to transfer budget funds for one of the following reasons:
The Payment you are resolving has a smaller Amount than the Line Item you are resolving against. In this case you may choose to transfer the balance to a Reserve Fund.
The Payment you are resolving has a larger Amount than the Line Item you are resolving against. In this case, you must transfer funds from a Reserve Fund to the Line Item before you will be able to complete the resolution.
A typical Budget Transfer page will look like this:
To transfer funds from one budget item to another:
1. A Fiscal Year section at the top of the Budget Transfer page part indicates the Line Item that you are transferring funds to or from. You may change the entry in the Transfer Amount field, keeping the following in mind:
If you are transferring extra funds from a Line Item to a Reserve Fund, you cannot increase the Transfer Amount. Doing so will leave the Line Item short of the funds needed for budget resolution.
If you are transferring funds from a Reserve Fund to a Line Item, you should not decrease the Transfer Amount. Doing so will still leave the Line Item short of the
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funds needed for budget resolution. One possible exception is when you wish to transfer funds from multiple Reserve Funds to the Line Item.
2. In the next section, use the option buttons to select a budget Category, and then specify a Reserve Fund to use for the transfer. If you wish to view details on a Reserve Fund, select the fund and click the “(see balance)” link.
3. Click Transfer Funds to complete the transfer. The resolution process is completed, and you are returned to either your homepage or the Request Detail Page, depending on where you initiated the review submission process.
Batch Processing Reviews and Requests
As an internal reviewer, you can edit and submit a group of Reviews at once. In addition, you may be able to approve or decline a batch of Requests, either from your ReviewerCONNECT homepage, or as the result of submitting a required Review, as detailed in “Voting Yes/No”. By necessity, batch processes limit the amount of detail that can be provided or modified for each individual record. Where necessary, ReviewerCONNECT applies standardized data to each Review or Request in the batch.
Editing and Submitting a Batch of Reviews
Editing and submitting a batch of Reviews is very much like performing a single Review. Note, however, that the Review grades, notes, and other feedback you provide will be same for each Review. You can pick a batch of Reviews in the In Progress Reviews page part by selecting the check boxes beside each Review you want to include:
You can also select a batch the same way on the Reviews search results page, shown when you click View More at the foot of the page part, or when you apply a saved Review search, as described in “Filtering Reviews from the Homepage”. NOTE: In order to submit the batch, all selected Reviews must be of the same Review Stage.
To edit and submit a batch of Reviews:
1. Select a batch of Reviews as described above. 2. In the In Progress Reviews title bar, click Edit/Submit Reviews. The Edit Review - Batch
page opens:
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3. Enter your feedback. If you begin your review but are not able to complete it for any reason, you may save the incomplete Reviews and return to them later, singly or in batch. Click Update to save the Reviews without submitting them at this time.
4. Once you have completed the Reviews by filling in all the feedback fields that appear, click Submit Review. Your Reviews are submitted.
IMPORTANT: You may need to approve or decline the Requests you have reviewed, depending on your position in the review sequence and your selection in the “Yes/No” feedback field. For details, see “Voting Yes/ No”. Information on batch declination and approval follow.
Approving or Declining a Batch of Requests
As an internal reviewer, you may approve or decline a batch of Requests under two sets of circumstances:
You are voting no on one or more required Reviews in a batch, in which case you will be asked decline those Requests; or you are the last required reviewer voting yes on or more required Reviews in a batch, when you will be asked to approve them.
You select a batch of Reviews in the Submitted Reviews page part, then click the Approve Requests or Decline Requests link in the page part title bar.
NOTE: You can also select a batch for approval or declination on the Reviews search results page, shown when you click View More at the foot of the page part, or when you apply a saved Review search, as described in “Filtering Reviews from the Homepage”.
In either case, the process is similar to approving or declining a single Request. Note however that you will not be able to generate correspondence for the batch of approvals. IMPORTANT: When working with batches, ReviewerCONNECT provides the values in many fields in the approval or declination, based on the data entered for the pending Request. Most important to note is that Recommended Amount will be used as the Grant Amount when approving. Internal Review Stages should be set up to require that Recommended Amount is
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required before Reviews can be scheduled; for details, please see “Designating Review Types and Stages”.
To approve a batch of Requests:
1. Initiate the batch approval one of the two ways described above. The Request Approval - Batch page opens:
2. Enter the necessary grant information. When you are finished, click Approve.
NOTE: If one or more of the Requests in the batch cannot be approved for any reason—for example, it is not yet marked complete—none of the Requests will be approved.
The Requests are approved, and if the option was selected, Payments for each new Grant are scheduled.
NOTE: Clicking Cancel at this point only cancels the approval; if you are here as the result of submitting positive Reviews, note that your Reviews are still submitted.
To decline a batch of Requests:
1. Initiate the batch declination one of the two ways described above. The Request Declination - Batch page opens:
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2. Enter the necessary declination information. When you are finished, click Decline. The Requests are declined.
NOTE: Note: Clicking Cancel at this point only cancels the declination; if you are here as the result of submitting negative Reviews, note that your Reviews are still submitted.
Adding a New Review
With the proper permissions you may create new Reviews from within ReviewerCONNECT. This feature is accessible through a link on the Reviewer Request Detail Page. To add a new Review:
1. Open the appropriate Reviewer Request Detail Page. Click the Add a Reviewer link in the Available Actions page part. The following page part appears:
2. Use the drop-down list to select a Review Stage for the new Review, and click Continue.
If you selected an internal Review Stage, the Assign Review data entry page opens:
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If you selected an external Review Stage, a search page opens so you may find a Contact to which you want to assign the new Review. If the external reviewer does not yet exist in your GIFTS database, you will need to add them as a Contact before they may be assigned a Review.
Click New (bottom left corner) to add a new Contact to serve as an external reviewer.
3. Complete any available data entry fields on the Assign Review page. Fields that may be included are: Reviewer, Acceptance Due Date, Review Due Date, and Required Review.
4. Click Update.
Once you have successfully added a new Review, the assigned reviewer will be notified by an automatic e-mail. (This is not the case if you have added an external reviewer who does not have ReviewerCONNECT access, or you have added an external Review but set the Status to prevent immediate reviewer notification. For details, please see “Activating Reviews In ReviewerCONNECT”.) NOTE: If you add a new Review to a required review sequence, it will become the last Review in the sequence. To change the order of a review sequence, you must access the Reviews tab of the associated Request record within GIFTS. For details on working with internal Reviews in GIFTS, please see “Adding and Modifying an Internal Review”.
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Accessing MyGIFTS
If you also have access to MyGIFTS, you may link to MyGIFTS directly from their ReviewerCONNECT homepage. A link for this purpose is provided in the homepage menu bar. The link’s default title is “MyGIFTS” but this will change to match the custom application name specified in MyGIFTS. Clicking the MyGIFTS link in ReviewerCONNECT will open your MyGIFTS homepage in the current browser window. There is no need to log in again since the same verification data is used for both systems. TIP: To open MyGIFTS in a new browser window in order to keep ReviewerCONNECT open, you should right click on the MyGIFTS link. When the option menu drops down, select “Open in New Window.”
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Tips and Troubleshooting
For many of our clients, ReviewerCONNECT is still a new product. Unfamiliar features may sometimes create confusion for ReviewerCONNECT administrators and for their users. In this chapter, we try to anticipate these issues and provide guidance in resolving them.
Tips
ReviewerCONNECT provides many ways to tailor user access and presentation of ReviewerCONNECT data. The following tips are intended to help you get the most out of the flexibility of ReviewerCONNECT. Use field-level permissions to hide fields
Reviewers sometimes need only limited information on Reviews and Requests, and may prefer detail pages with less “clutter”—that is, fields containing data they don’t need, or fields your organization doesn’t use. Field-level permissions can be used to hide unnecessary or unused fields from reviewers. For more information on field-level permissions, please see “Modifying Field-Level Permissions”.
Web Clipping Tips
The Web Clipping page part, described in “The Web Clipping Page Part”, works simply but has many potential uses. Below is one example of how to use this page part. Put relevant WWW pages at your users’ fingertips
There’s a lot of information out there on the World Wide Web—there’s bound to be plenty that’s relevant to your organization’s mission! Here are some tips on the kinds of Web pages your ReviewerCONNECT users may find helpful:
Does your organization have a Web site? It might be useful to place it on the bottom span of your users’ homepages.
Want to keep an eye on your foundation’s stock holdings? The Web Clipping page part can display your favorite financial news Web site.
These are just two examples of the kind of WWW pages you could add to your homepages. Undoubtedly, you will think of others.
Troubleshooting ReviewerCONNECT
This section describes two common issues that may occur when using ReviewerCONNECT and how to resolve them.
Homepage Taken Over by Web Clipping
Issue
A Web page specified in a Web Clipping page part has taken over the entire Web browser window. I can’t get back to my homepage.
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Resolution
Some Web pages, when specified in the Web Clipping page part, “take over” the browser window, rather than displaying only in the page part. Clicking back to return to the homepage doesn’t work, because the Web page just takes over again. Unfortunately, there is no way to determine whether a particular Web page will act this way until you try it. If it happens, you can return to the homepage and resolve the issue:
1. Access the homepage experiencing this issue, using the steps in “Reviewing Proposals with ReviewerCONNECT”. The Web page takes over your browser window.
2. In the browser address bar, enter the ReviewerCONNECT URL followed by the characters ?WC=0 (zero).
EXAMPLE: If your ReviewerCONNECT login URL is http:// www.modelfoundation.org/rcinternal.asp, enter http://www.modelfoundation.org/rcinternal.asp?WC=0.
3. Click Enter. You are returned to the homepage. The Web Clipping page part is still displayed, but the Web Clipping option has been turned off.
4. Access the layout page for the homepage you are working with. Remove the Web Clipping page part from the homepage layout.
Users Having Trouble Viewing and Editing Documents
ReviewerCONNECT users can view and edit documents associated with GIFTS Request records (i.e., documents for which there is a Document Activity record maintaining that association). Issue
ReviewerCONNECT users are having trouble accessing documents that have been linked to GIFTS records. There are a number of issues that can cause problems with document files in ReviewerCONNECT. The following resolutions may solve these problems. Resolution
Make sure the GIFTS Connections Server has access to all network folders where you save documents linked to GIFTS. In order to serve a document file to a ReviewerCONNECT user, the GIFTS Connections Server has to be able to find it. Make sure that the machine running the GIFTS Connections Server is mapped to the document network folders the very same way your GIFTS workstations are mapped to them. For example, if a Document Activity in GIFTS lists the location of the linked file as G:\DOCS\FinStatements\CFC2003Q3.doc, this means (if the network is set up correctly) that your GIFTS workstations regard that drive as the G:\ drive. The GIFTS Connections Server must also be mapped to that same drive, and it must also regard it as the G:\ drive. (The same drive called the G:\ drive by one network machine could be considered the D:\ drive by another). To determine if drive mapping to document folders is causing the issue:
1. Open the Document Activity associated with the linked document:
If the Activity is an External Document, note the network path and file name in the File Name field.
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If the Activity is a Write-up, E-mail, or Letter, close GIFTS and open the GIFTS.INI file on the workstation (usually located in C:\Windows or C:\WINNT). Look for the line starting DocumentPath=, and note the network path following the equal sign.
2. Determine the network name of the computer on which the drive you noted in step 1 resides. (Unlike the drive letter, the name of the computer will be the same for every network-connected machine.)
3. Make sure the GIFTS Connections Server maps to the drive on that machine using the same letter as noted in step 1. If the Server does not, use Windows drive mapping to change it.
TIP: Contact your network administrator if you have difficulty with any of these steps.
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Index
A
Accessing MyGIFTS, 128 Activating Reviews, 86 Adding Web Research Data, 62 Admin Available Actions Page, 39 Administering ReviewerCONNECT, 35 Approving a Request, 119
B
Batch of Requests Approving or Declining, 124
Batch of Reviews, 88 Editing and Submitting, 123
Batch Processing, 123 Budget Resolution, 120
Multiple Fiscal Years, 121
Budget Transfers, 122
C
Changing Review Decisions, 105 Changing Sharing Status, 22 Contact Edit Form, 80 Correspondence Templates, 34 Custom Feedback Fields, 21 Custom Page Parts, 40, 54
D
Declining a Request, 119 Deleting a Discussion, 65 Deleting External Reviews, 93 Discussion
Deleting, 65 Starting, 112 Viewing, 113 Viewing & Participating, 65
Discussion Board Page Part, 63 Discussion Boards, 111
Adding, 63
Document Sharing, 21 Documentation, 5 Documents
Uploading and Linking, 115
E
Edit Review Page, 40 Editing Reviewers Module Code Tables, 10
Email Addresses External Reviewers, 26
Email Connections Configuring, 25
Entering Email Addresses Internal Reviewers, 26
External and Internal Processes, 6 External Contacts, 78 External Review
Adding and Modifying, 80 Editing, 85
External Review Process, 6 External Reviewers, 24 External Reviews
Automatic, 52
F
Feedback Settings, 17 Field Labels, 47 Field-Level Permissions, 45 Filter Options, 74 Filtering Reviews, 109 Full Search, 73 Funding Proposal
Link List Page Part, 114 Note Page Part, 114 Request Detail Page, 113 Reviewing, 113 Web Clipping Page Part, 114
G
Grant Documents Adding, 115
Granting ReviewerCONNECT Access, 24
H
Homepage Troubleshooting, 129
Homepages, 36
I
Image Page Part, 55 Internal Review
Edit Form, 99
Internal Review Process, 7 Internal Review Sequences, 94 Internal Reviewers, 3, 24 Internal Reviews, 94
134
Adding, 96 Deleting, 101 Due Reminders, 101 Modifying, 98
L
Layout Pages, 41 Limiting Access, 44, 106 Link List Page Part, 56 Linking GIFTS to Email, 26 Logo
Uploading, 51
M
Maintenance and Support, 4 Managing External Reviewers, 80 Merge Fields, 66 Messages, 31
N
New Review, 126 Note Page Part, 58 Notifying Reviewers, 87
P
Page Part HTML Annotations, 44 Properties, 42
Page Parts Adding, 42 Annotating, 43 Rearranging, 41 Removing, 42
Percentage Coding, 39 Proposal Owner Emails, 32 Proposal Owners, 2 Providing Feedback, 103
Q
Quick Find, 72
R
Reassigning Reviews, 100 Related Lists, 77 Request Detail Page, 37 Response Codes
Adding or Editing, 11
Review Completing & Submitting, 117
Due Reminders, 93
Review Detail Page, 39 Review Form Fields, 82 Review Processes, 6 Review Questions, 20 Review Rules
Assigning, 53
Review Sequence Modifying, 95 Setting Up, 95
Review Stages, 6, 14 Adding or Modifying, 14
Review Status, 86 Review Status Codes
Adding or Editing, 10
Review Types, 13 Review Types and Stages, 13 Reviewer Emails, 32 ReviewerCONNECT
Application Settings, 50 Changing Password, 111 Detail Pages, 110 Edit Review Page, 110 Formatting, 48 Logging In, 110
ReviewerCONNECT Settings, 48 ReviewerCONNECT Users, 3 Reviewers Module, 10 Reviewers Module Administrators, 2 Reviewing Proposals, 103
with ReviewerCONNECT, 107
Reviews from Calendar, 68 from Chart, 69 from Summary, 70 From Table, 71 Required, 104
S
Saving Review Decisions, 91 Saving Review Searches, 76 Search Results Page, 81 Searching for Reviews, 68 Setting User Permissions, 22 Stage 2 IGAM Applications, 116 Starting a Discussion, 64 Summary Data, 78 Summary of Reviews, 79 System Emails and Messages
Editing, 30
T
Title Page Part, 60
135
U
Updating a Batch of Reviews, 92 User Notification, 87 Using Merge Fields, 66
V
Voting Yes or No, 118
W
Web Clipping Tips, 129
Web Clipping Page Part, 61 Workspace, 72
Y
Your Current Reviews, 103