GIFTS Online 5 - Blackbaud · Setup/Verify Pop-up and ... One of the main features of GIFTS Online 5.3 is the completely new ... Reviewer Portal users (GIFTS Online reviewers and

GIFTS Online 5.3 Release Notes

© 2015 MicroEdge, LLC

Upgrade Overview

The release of GIFTS Online 5.3 includes a large number of updates centered on the Review Module and its associated Reviewer Portal. The Reviewer Portal is completely brand new and has been designed for simplicity and ease of use. To complement this change, many new functions have been added to GIFTS Online to support the management of reviewers, review assignments, review processes, review forms, and review notifications.

Upgrade Process

For GIFTS Online 5.3, the upgrades to client sites will be done in waves as follows:

Wave Date Server Downtime (Eastern Time)

Early Adopters Wave [USA] June 27, 2015 Complete

Wave 2 [USA] July 11, 2015 Complete

Wave 3 [USA] July 18, 2015 Complete

Wave 4 [UK] July 24, 2015 TBD

For clients included in the waves, GIFTS Online and Online Applications servers will be down as noted.

Check Reviewer Portal Bookmarks

If a reviewer has bookmarked the URL to your Reviewer Portal previously with “default.asp” at the end, an error similar to the one shown below will occur after the upgrade.

Simply removing the Default.asp from the end of the URL will properly navigate to the Review Portal:

Once the reviewer has successfully navigated to the Reviewer Portal, we recommend that they update their browser bookmark.


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Link to Outlook Update

Please note if you currently have GIFTS Online Link to Outlook installed, a new version must be downloaded from the PowerME GIFTS Online library and installed after the GIFTS 5.3 upgrade.

Uninstall the previous version Download the 32-bit or 64-bit version as needed and use the setup.exe to install

GIFTS Online Support

Need Help or Have Questions?

If you have questions or need assistance in any way, please contact MicroEdge Technical Support.

Support Hours: M-F, 8:00 am – 8:00 pm ET

Phone: 877.704.3343

Email: [email protected]

Online: www.microedge.com.

1. Login to PowerME

2. Click the Cases tab (top toolbar)

3. Click Create New Case button

4. Fill out form and click Finish button

mailto:[email protected]

http://www.microedge.com/


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Table of Contents

Upgrade Overview ............................................................................................................................................. 1

Upgrade Process ............................................................................................................................................... 1

Check Reviewer Portal Bookmarks.................................................................................................................... 1

Link to Outlook Update ...................................................................................................................................... 2

GIFTS Online Support ....................................................................................................................................... 2

Important Notes ................................................................................................................................................. 5

Google Chrome ................................................................................................................................................. 5

Internet Explorer 11 ........................................................................................................................................... 5

Technical Preparation ........................................................................................................................................ 5

New Features .................................................................................................................................................... 7

Brand New Review Portal .................................................................................................................................. 7

Accessing the Reviewer Portal ...................................................................................................................... 7

Home page ................................................................................................................................................... 7

Announcements ............................................................................................................................................ 8

Active Reviews ............................................................................................................................................. 9

Announcements .......................................................................................................................................... 11

Discussions ................................................................................................................................................. 11

Review Portal Administration ........................................................................................................................... 14

Admin > Announcements ............................................................................................................................ 14

Admin > Preferences .................................................................................................................................. 15

Admin > Permissions .................................................................................................................................. 19

Admin > Locked Out Users ......................................................................................................................... 20

Internal vs. External Reviewers ....................................................................................................................... 21

Managing User-Reviewers .......................................................................................................................... 21

Permissions ................................................................................................................................................ 21

Classifications ............................................................................................................................................. 22

Review Administration in GIFTS Online ........................................................................................................... 22

Adding and Managing Reviewers ................................................................................................................ 22

Review Stage Setup ................................................................................................................................... 23

Review Form Setup .................................................................................................................................... 26

New Admin Preference ............................................................................................................................... 26

Resubmitting Reviews ................................................................................................................................ 26

Delete, Reassign and Bypass Reviews ....................................................................................................... 27

Committees ................................................................................................................................................. 27


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Updated Blueprint Module ............................................................................................................................... 30

Fields and Forms Access for Review Module only users ............................................................................. 30

Extended Fields .......................................................................................................................................... 30

Sync'd coding sections ................................................................................................................................ 31

Updated Document Template Module ............................................................................................................. 33

Manage Review Rules for Online Applications Forms ..................................................................................... 34

Associating Saved Searches to Views ............................................................................................................. 36

Existing Issues ................................................................................................................................................ 37

Resolved Issues .............................................................................................................................................. 38


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Important Notes

Google Chrome

Please note that Google Chrome has discontinued support for Microsoft Silverlight as of April 2015 by default.

This means Google Chrome, with its default settings, is no longer compatible with GIFTS Online and its Modules. An alternate compatible browser from the compatibility list must be used.

NOTE: Chrome can still be used for accessing the Reviewer Portal as it is not built using Silverlight.

Internet Explorer 11

Internet Explorer 11 has been certified compatible with GIFTS Online 5.3 with its default settings. Compatibility settings will no longer be required.

Technical Preparation

Screen Resolution

Please note GIFTS Online is best viewed using a resolution of 1680x1050 or larger. Lower resolutions may require use of full screen mode (F11) to access some buttons or fields.

For Internet Explorer Users:

Setup/Verify Pop-up and Security Settings

If using Internet Explorer, please make sure the following steps are/have been taken:

1. Add your GIFTS Online site to the list of Allowed Sites in Pop-up Blocker. (Tools > Pop-up Blocker > Pop-up Blocker Settings)

2. Add your GIFTS Online site to your browser's list of Trusted Sites. (Tools > Internet Options > Security > Trusted Sites > Sites button)

3. With Trusted Sites icon selected, click the Custom Level button and scroll down to the Downloads section. - For IE 9/10/11, make sure the File Download option is Enabled. - NOTE: The above download settings are enabled by default but may have been disabled as part of your organization’s security policy.

NOTE: If you do not see the Security tab or are unable to access the above settings, please contact your organization's Technical Support/Helpdesk for assistance. Due to your organization’s computer security policy, you may not have been given permission to make these changes.

Clear the Cache on Internet Explorer 11:

It is highly recommended to clear the browser cache prior to logging in to the updated GIFTS Online for the first time.

1. On the very right-hand side of the browser, click on the Gear icon, also called the Tools icon, followed by Safety, and finally Delete Browsing History

NOTE: If the Menu bar is enabled, you can instead click Tools > Delete Browsing History

2. In the Delete Browsing History window, uncheck all options except the one labeled Temporary Internet files and website files.

3. Click the Delete button.

The Delete Browsing History window will disappear as the request is processed.


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Clear the Cache on Internet Explorer 9 or 10:

1. On the menu bar, go to Tools > Internet Options > Delete Browsing History. This should include temporary internet files and cookies.

2. Use the F12 key to open the developer mode. Then, in the Cache menu, select Clear Browser Cache. Once done, use the F12 key to close.

3. Close Internet Explorer completely and make sure no instances of Internet Explorer are running. This can be checked by looking for the process iexplore.exe in the Windows Task Manager and ending it if necessary once Internet Explorer has been closed.

Firefox Users

If you use Mozilla Firefox, make sure that you are updated to the latest version.

Current versions as of June 25, 2015: Mozilla Firefox 38.0.5

Your Firefox browser should update automatically, but you can check which version you have by going to Firefox: Go to Help>About Firefox.

Clear Cache on Firefox

1. Go to the History menu and click Clear Recent History. (or press Ctrl+Shift+Del)

2. Set the Time range to clear to Everything.

3. In the Details section, make sure the Cache box is checked.

4. Click Clear Now.

Activating Silverlight on Firefox

Please note that when accessing GIFTS Online for the first time or after clearing your cache, you may encounter a grey screen prompting you to Activate Silverlight. Simply click on the link and be sure to choose the Allow and Remember option so you are not prompted in the future.

After Upgrade Login

Please note the login process may take slightly longer when first logging in to the upgraded GIFTS Online.

Clearing the cache first will help minimize the time. Subsequent logins will not have this delay.

Updating the Document Template Manager

Please note that the Document Template Manager (DTM) has been updated for GIFTS Online 5.3 to include new templates for Reviews. After your site has been updated to 5.3, please launch the DTM to update to the new version. In most cases updating the DTM only requires closing the login screen and re-launching it.

Updating the GIFTS Online Link to Outlook

Please note that to resolve two issues a new install of the GIFTS Online Link to Outlook will be made available on the PowerME portal for download. If you currently use Link to Outlook, please download and install this update after your GIFTS Online site has been updated to GIFTS Online 5.3.

There is no need to uninstall the previous Link to Outlook version.


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New Features

Brand New Review Portal

NOTE: Clients who do not have a Reviewer Portal subscription or use internal reviewers only will continue to process Reviews in GIFTS Online.

One of the main features of GIFTS Online 5.3 is the completely new Review Portal which emphasizes a new modern look, ease of use for all users, and the ability for clients to add their own branding.

Accessing the Reviewer Portal

GIFTS Online users can access the Reviewer Portal by going to the Launch menu and selecting Reviewer Portal.

Reviewer Portal users (GIFTS Online reviewers and External reviewers) can use the same URL they are using now to access the ReviewerConnect portal and will be redirected to the new site.

Home page

Once logged in, users will see the homepage.

Across the top, convenient links allow the user to access their My Profile page, Change E-mail, Change Password, access Admin settings (if they have permission), or Logout.

NOTE: Clicking the portal name on the upper left will always bring the user back to the home page.

Below the header will be three large buttons to access Reviews, Announcements, or Discussions.


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Card View or Table View

By default, Active Reviews are displayed in Card view as shown above. The reviews can also be displayed in Table view using the toggle icons shown below.

NOTE: In Table view, an Export to Excel option is available in the Actions panel on the right.

Announcements

The Announcements page displays any system notices sent to Review Portal users.


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Active Reviews

The Active Reviews page is accessed by clicking the Reviews button at the top of the page. The number displayed is a total of all Invited and In-Progress reviews for the current user.

The user can filter their view by clicking on the four links on the left panel to display all Active Reviews, only Invited, only In-Progress, or only Submitted reviews.

Invited Review Cards

When a user is invited to review a Request, an Invited card will be shown on their Review Portal.

The user can choose to Open the review for more details, Agree to Review (thumbs up), or Decline to Review (thumbs down), or Expand the card using the icons in the upper right corner.

If the user clicks Agree to Review, the review status will be updated to In Progress.

If the user clicks Decline to Review, they must enter a reason. Once submitted, they will no longer have access to this review.

When a card is selected, additional options become available on the Actions menu to the right.

Multiple cards can be selected and accepted or declined at once through the Actions menu.

In Progress Cards

In Progress Cards display the same information as Invited cards, but will have Open, Quick Submit, and Expand icons on the upper right corner.

Click Open to go to the details page for the review and enter feedback.

Click Quick Submit to immediately submit the review as-is.


Selecting multiple cards will allow the reviewer to Quick Submit all of them at once through the Actions menu.


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Submitted Cards

Once a review has been submitted, its status will be updated to Submitted. The only action available going forward will be to Open the review in read-only mode.

NOTE: A new resubmission feature in GIFTS Online can allow a specific reviewer to resubmit their review.


There are no batch actions available for Submitted reviews when multiple cards are selected.

Reviewing a Proposal

When a review proposal is opened, the review form is displayed.

NOTE: The review form(s) can be modified in GIFTS Online using Blueprint. Clients who have the Review Module but do not have Blueprint will have a new Review Form menu option to access this functionality.

The left panel provides links to the main sections on the form as well as links to the Related pages. Depending on what is enabled by the Grant Manager, users may have access to Discussions, Documents, Requirements, Payments, Affiliations, and/or Reviews pages.

The Actions panel on the right displays certain options available to the reviewer depending on the review’s current status. These can include View Request, Upload Document, Submit, and Send to PDF.


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Announcements

The Announcements page displays any system notices sent to Review Portal users.

Announcements created by Grant Managers can be made visible to All Reviewers, specific Reviewer types, or specific Reviewer Committees.

Discussions

The Discussions button gives the reviewer direct access to all ongoing discussions related to the reviews assigned to him.

NOTE: The Discussions button and associated features may not be visible if it is disabled in the Admin preferences.

To start a new discussion thread, the Discuss action must be used from the Action menu after selecting a review card or review record, if in table display mode.


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This will take the reviewer to the Discussion page where any ongoing discussions related to the selected Request will be displayed.

The Filter field on top allows a user to search the existing discussions by keyword.

Existing discussions can also be filtered by the Started by me or Contains unread posts options.

To start a new discussion, click the Start new discussion button in the upper left.


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The New Discussion form will open.

1. Enter a Title and Post in the New Discussion window. 2. Select the Participants desired.

a. Everyone – allows all reviewers assigned to the review to see the post. b. Only – allows the user to select specific reviewers or committees to view the post. c. Proposal Owner – will include the proposal owner in the discussion.

3. Click OK to submit it.

Existing posts made by the reviewer can be deleted or edited.


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Review Portal Administration

NOTE: Only Grant Managers will have access to the Admin menu.

The Admin menu gives users access to the following features:

Admin > Announcements

Announcements can be created by Grant Managers.

The two icons in the upper right allow the user to create a new announcement or delete the selected announcements.

Existing announcements can be deleted individually or edited.


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Grant Managers can easily create new announcements and then send them to All Reviewers, select Reviewer Types, or Reviewer Committees.

Admin > Preferences

This menu option leads to the Preferences page where numerous settings are available to customize the Review Portal.

The links on the left panel will jump to the section desired quickly.

Once changes have been made, please be sure Save the changes using the button at the bottom of the page.

Save & Close – will save any changes and close the Preferences page.

Save – will save any changes and remain on the Preferences page.

Cancel – will close the Preferences page without saving any changes since the last Save.


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Dashboard

This section allows the Grant Manager to set the default view to use for each type of review.

NOTE: New Views are created/modified in GIFTS Online.

Documents

This section controls the Reviewer Types allowed to upload documents, the types of documents allowed, and the maximum file size in megabytes (MB).


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Messages

This section controls the Request Identifier used, and several system messages displayed to users.

The Request Identifier is the string of data displayed in the top left of a Review details page.

The Available list on the left displays fields which can be included. Simply drag them to the Added side and place them in the order desired. All of the fields displayed are drag and drop.

Here is an example with ID, Organization Name, Project Title, and Requested Amount.

NOTE: Values greater than 20 characters will be truncated.

The system messages section allows Grant Managers to customize them as needed.


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Discussions

This section lets the Grant Manager enable or disable the settings for Discussions.

Allow Discussions If this option is disabled, all discussion related features will be hidden in the Reviewer Portal.

Allow private discussions This option provides users with the ‘Only’ option when creating a new discussion post so they can specify which reviewers can participate.

Allow anonymous posts This option allows users to make posts to the discussions anonymously.

Theme/Branding

This section allows clients to modify the branding and colors of the Review Portal to match their organization’s requirements.


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The Site Name and Site Logo can be change here as well as the colors for most of the items on the site.

To change a color, simply click on the color field.

The new color can be entered as a hexadecimal value or selected using the color selector tool. Moving the slide bar up or down will change the primary color. The gradient field on the left can be used to select a specific shade desired.

Admin > Permissions

This set of options control which Related data is accessible to users as well as the Reviewer Types who have access to them. Checking the box next to a record type will allow All Reviewers access to it. To limit the type of reviewers allowed to see the record type, click in the field below it and select from the list provided. More than one reviewer type may be added to each record type.


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Admin > Locked Out Users

This page displays any users that have been locked out of the portal for failing to login correctly a certain number of times.

Simply click the Unlock icon to allow them access again.

NOTE: The user will be required to change their password on next login.


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Internal vs. External Reviewers

GIFTS Online 5.3 eliminates the distinction between the internal and external reviewers. This will allow greater flexibility in assigning Reviews.

As a result, all GIFTS Online users will be given corresponding Contact records.

NOTE: This will occur for all clients as part of the 5.3 upgrade, not only those who have the Reviewer module.

The User and Contact records will be associated in the database. To distinguish GIFTS Online users from external contacts, the Contact edit form will display ‘GIFTS Online Login [username]’ after the contact name in the upper left header.

The following additional changes were made to support this:

Review Stages will no longer need to be either internal or external, with the following implications:

o Any Stage of non-sequential reviews can include the acceptance phase.

o Any Stage can include sequential reviews.

o When reviews are assigned, any reviewer can be assigned to any Stage.

Review Statuses will no longer need to be categorized under Internal/External. As such, the new list

will be changed to:

o Pending

o In Progress

o Submitted

o Invited/No Response

o Declined to Review

Search Filters, View columns, Quick Find options, and Related Record category labels have been

modified to no longer reflect ‘Internal’ or ‘External’ and queries have been updated in a logical way so

that current queries and views will continue to work.

Managing User-Reviewers

GIFTS Online users who are also reviewers are considered ‘User-Reviewers.’ The Contact fields that are populated directly from the user record will be read-only in the Contact form. Edits to those fields will still be managed by MicroEdge Services. The exception to this is the Title field which will populate from the User record but will be distinct in the Contact record and so can be updated in the Contact form.

Contact records that are associated with a User record will have a slightly different header which will show the GIFTS Online User Login as an indication that this is associated with a User record.

If a client has defined an Employer Organization in the GIFTS Online Admin > Preferences, that Organization will automatically be associated with these User Contact records.

Permissions

There will be two new user role permissions added to GIFTS Online to control access to the following features.

Bypass Review

Allow Review Resubmission


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Classifications

A new classification will be available to clients who have the Review Module enabled. This classification is called Reviewer Type and will allow clients to have some distinction between the types of Reviewers.

Initially it will be populated with Internal Reviewer, External Reviewer, Board Member, Executive, Field Expert, and Peer Reviewer.

Contacts that are created from User records who also have access to the Review Module will by default be assigned the Internal Reviewer type.

Contacts that are not associated with a User record but who formally had Reviewer Connect access will by default have the External Reviewer type applied.

The client can add to these types or modify them as needed.

In Full Searches, the Contacts > Reviewer Type classification can also be used as a filter.

In Advanced searches, it is called Contacts.Reviewer_Type_ID.

When creating custom Views, the Reviewer > Reviewer Type column can be added.

Review Administration in GIFTS Online

Adding and Managing Reviewers

The process of adding and managing reviewers has been enhanced to be more intuitive and to allow greater flexibility in assigning reviews.


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Some of the main features of the new version are:

The Assign Reviewers process now uses a wizard approach to step users through the assignment in

an intuitive way.

The distinction between internal and external reviews has been eliminated.

Users can assign committees during the assignment, allowing them to easily assign a predefined group

of reviewers.

Users can easily reorder required reviews if a sequential stage is used.

Modify the specific notification templates to use.

Review Stage Setup

Users can now manage review stages in GIFTS Online.

Some of the main features of the Stage Setup are:

All of the previous functionality has been brought into the new version except for the distinction

between external and internal reviews which has been eliminated.

A Prior stage can be defined for a stage so that upon completing reviews for that prior stage, this stage

is ‘kicked off’; meaning that the reviews are created and notifications sent automatically.

Users can now manage standard notification E-mail templates using the Document Template Manager.

These templates can then be assigned at the stage level.

Users with permissions have access to the Review Stage Setup workspace through the Admin > Reviews menu option.

This will open the Reviews menu.

Click on Review Stage Setup to open the Review Stages page.


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The Review Stages page displays all existing Stages.

Name The name of the Stage

Sequential Yes or No. Displays whether the Stage is sequential or not.

Prior Stage This column displays the prior Stage, if one has been assign.

ID This is the system ID number for the Stage

To view the details of an existing Stage, double-click it or select its checkbox and go to Actions > Open.

To create a new Stage, go to Actions > Add Review Stage.

To copy an existing Stage, go to Actions > Copy. The system will prompt for confirmation. Clicking OK will created a copy of the selected Stage and add it the bottom of the list.

Review Stage Detail Page

The Review Stage page is split into four sections.

Stage

Preferences

Feedback

Notifications

The examples below show the options which can be set in each section.


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Name

Reviewers are invited

Reviewers are notified in sequence o On Approval as well as Pending Requests o Sequence continues regardless of decision

Prior Stage

Request must have a Recommended Amount

Update Recommended Amount with Suggested Amount

This section controls what feedback field(s) will be available to reviewers.

The Response Notes field can be set as Free form or ask Specific Questions.

For Specific Questions, use the Add, Edit, Delete, and Move Up/Down links.


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The Document upload instructions field allows you to enter your own custom instructions to reviewers about the types of documents they should attach.

This section allows you to select which E-mail template to use for the type of review. Notice that Invited and Sequential fields may be disabled if the Stage was not set for invited or sequential.

Review Form Setup

Clients with the Reviewers module will be able to manage their own review forms using Blueprint functionality via a Review Forms menu option. The forms are assigned to the Review Stage. These forms can include fields from other record types such as from the Request and Organization using the new Extended Fields option. This will allow reviewers to see all of the relevant information related to the request that they are reviewing.

NOTE: If clients do not have Blueprint they will still be able to manage their Review forms, however they will have a limited version of Blueprint in which they can only manage Review forms. There will be no ability to create custom fields, access the field library or edit any forms other than the Review forms.

New Admin Preference

The Admin>Preferences page now contains a menu option in the top right for Set Employer Organization.

This preference allows GIFTS Online clients to determine what Organization record should be used to represent the client. This is referred to as an Employer Organization. When this is defined by the client, it can automatically be associated to any new or existing Contact records that are also GIFTS Online users.

Resubmitting Reviews

In the previous Reviewer Module, after a Review was submitted, the status was changed to Review Complete. Once this occurred, the reviewer had read-only access to that review through the portal, giving them no way to make changes.

With GIFTS Online 5.3, you will be given the option to allow the reviewer to resubmit a specific review. You are now in control of this process, which is why the feature is called “Allow Resubmission” rather than “Resubmit.”

This action involves rolling back the status of the review so that it can be edited and submitted again. You also have the opportunity to generate correspondence during this action, so that the reviewer knows they can resubmit their review.

The resubmission action on a Review form is available when all of the following conditions are met:

• The client has the Reviewers module enabled • The Review has a status of “Submitted” • The user has permission to Allow Resubmission. • The user has edit rights to the Branch associated with the review.

Users can elect to generate Review correspondence during the resubmission action to easily communicate the action to the Reviewer.


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When the resubmission has occurred, the review will have a status of ‘In Progress’ and an activity record is created to track the action. Once the action is complete the system treats the review no differently than any other review with a status of “In Progress”.

Delete, Reassign and Bypass Reviews

The following actions are available while viewing a Review record have been updated or added.

Delete Reviews

This action will function as before. However there has been additional logic added for reviews when a stage is to be kicked off upon completion of the stage to which the deleted review is assigned. Deleting a review can have the same impact on triggering the ‘next Stage’ as submitting the review.

Reassign Reviews

This action changes the identity of the reviewer assigned to a review.

It is intended to provide a way for the Grant Manager to update or change the reviewer when an employee serving in the process leaves the company or assumes a different role.

Upon reassigning the reviewer the following updates occur:

• Reviewer is changed to the selected value. • The values for all prompts in the Feedback section are cleared so that the new reviewer can start

over. • If the Review had a Status of ‘In Progress’ and is a Sequential Review, the Sequential Review

(Single) Notification message is sent to the new reviewer. • If the Review has a Status of ‘In Progress’ and it is not a Sequential Review, the Review (Single)

Notification message is sent to the new reviewer.

Bypass Reviews

This action changes the review from sequential to not sequential, triggering the next review in the sequence. This will allow a sequential review sequence to continue and also retain the review in a non-sequential format for the reviewer by creating a historical activity.

NOTE: This action is only available for Reviews with a status of ‘In Progress’.

Committees

Clients will be able to create Committees made up of Contacts to allow them to easily assign a group of Reviewers to a Request.

The Committees feature includes the following functionality:

• The Committees will be managed in GIFTS Online and managed through the Reviews menu of the Admin ribbon menu.

• Contacts within the committees can be given a particular order within the committee for sequential reviews.

• Committees can be used when assigning reviews and also can be used in the Review Rules used for the Online Application Auto-Review creation process.

• Contact records can also be added to existing committees through a dropdown list on the Contact edit form and as a batch action in the Contact workspace.

• Committees will be added as a basic and advanced search filter in Contact searches and as a Column in Views.


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To manage committees:

1. Go to Admin > Reviews. 2. In the Reviews menu, select Manage Committees.

The Committees page will open and display all existing committees.

ID The system ID number assigned to the committee.

Name The name of the committee.

Members The number of members in the committee.

Last Update The date on which the committee was last updated.

All columns except Members can be sorted.


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To create a new committee:

1. Click the Actions > New Committee menu option.

2. Enter a Name for the committee. 3. In the Reviewers section click the Add link to open the Select Reviewer form. 4. In the Select Reviewer form, enter any of the data types noted at the top to search for. Notice the

Include Inactive box can also be checked if you want to include inactive Contacts. Only one reviewer can be added to the list at a time.

5. Once more than one reviewer has been added to the list, you have the option to select one and move him/her up or down the list as needed.

NOTE: If the committee is assigned to a sequential review, the reviews will be conducted in the order of the members listed. If the Available flag is unchecked, that committee member will not be included in the review.

6. Save & Close when all reviewers have been added.


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Updated Blueprint Module

Fields and Forms Access for Review Module only users

GIFTS Online users who do not have the Blueprint module but do have the Reviewers module will now have a Review Forms menu option which will allow users to only manage Review forms. There will be no ability to create custom fields, access the field library or edit any forms other than the Review forms.

Extended Fields

While editing a form in Blueprint, there will now be an Extended Fields option at the top of the ADD FIELDS panel in red. When selected, the user can include fields from related record types on the form.

For example, if you have a Request form open, using Extended Fields will give you access to Organization and Contact fields.

For example, here is a Review form with several Request fields added to it.

These extended fields will be displayed in red during form editing in Blueprint.


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When the form is viewed outside of Blueprint, the extended fields will render as normal and be read-only.

Sync'd coding sections

This feature allows the coding sections of forms to remain in sync with any changes that may be made to them in the Classifications management.

When a new Coding section is added to a form it will by default be synchronized to your Classifications so that any subsequent updates there will be updated in the form. This synchronization can be removed manually if necessary.

NOTE: If the Read-Only box is not checked, users will be able to change the values in these fields.


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The synchronized coding section will be shaded in grey while designing the form in Blueprint, but render normally to the users in the edit form.

Having the sync'd coding section in Review forms will also allow editable Request coding sheet values.


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Updated Document Template Module

All Review notification templates are now available in the Reviews category when using the Document Template Manager.

In addition, all E-mail templates now have Display Name and Reply-To E-mail Address settings.

Display Name This is the name that will be displayed in the From field in the recipient’s E-mail.

Reply-To E-mail Address This is the E-Mail address that will be used if a recipient clicks Reply.


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Manage Review Rules for Online Applications Forms

NOTE: The Online Applications and Review Modules must both be enabled to take advantage of this functionality.

The feature that allowed clients to create ‘rules’ for automatically assigning Reviews for applications that come in through Online Applications consider process can now be managed by clients in GIFTS Online.

The Review Rules are created through the Admin > Reviews > Online Applications: Review Rules menu option.

The Review Rules page displays all existing Review Rules.


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To add a new rule:

1. Click the Add Review Rule option in the Actions menu.

2. First enter a Rule Name.

NOTE: Once a Rule Name is entered, a caution icon appears to let the user know that after saving the new rule, they will need to assign the rule to one or more application forms in the Forms Manager.

3. Decide if rule will be Inactive or not. 4. Select a Stage. 5. Depending on the Stage selected the user can enter an Acceptance Date, Due Date, or both. 6. In the Criteria field, click Edit and select the necessary criteria for the rule to take effect. 7. In the Reviewers section, click Manage Reviewers to add reviewers for the rule. Notice committees as

well as individuals can be added.

8. Save & Close when done.


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Once the Review Rules are created, they must be assigned to application forms through the Launch > Applications > Forms Manager menu option.

In the Forms Manager, a form must be selected and then the user will be able to select the Actions > Apply Review Rule menu option.

Select the rule(s) to apply to the application form and click OK to save.

More than one rule can also be assigned to a single application form.

Associating Saved Searches to Views

In 5.3, GIFTS Online users will be able to associate a Saved Search to a View.

The option is available in the Save View dialog. When a Saved Search is associated with a View, when that View is applied the search is executed.

The search filters will also apply when the View is used as a Merge field in correspondence.


37

Existing Issues

The following issues have been identified in this release and are scheduled to be resolved in a future version of GIFTS Online.

NOTE: If an ID number is not available, the issue was discovered during internal testing.

ID Description

N/A GIFTS Online users who access the Reviewer Portal using Single Sign-On (SSO) may be missing the Upload Documents option in the Actions panel. To resolve this issue, refresh the page or log in directly to the Reviewer Portal

N/A If a review is reassigned to a new reviewer (Reviews form Action > Reassign Reviewer) and this is the first review that the user will ever get, they should get the Password Notification as well as the Review Notification.

This, however, does not occur. Only the Review Notification goes out and the reviewer never automatically gets that Password Notification email.

The work around in this scenario is to go into the Review Record, go to Actions > Generate Email > Email from Template.

In the Email correspondence window, confirm that the reassigned reviewer is in the To field, select the Password Notification template and generate. This will contain the link to the reviewer to set their password and then their Security questions.

N/A Current Review View setting is not auto generating for new users or users without it.

N/A Review Status value lacks spaces on the PDF resulting from the 'Send to PDF' Review form action.

00316791 Review record displays an error about Missing Codes on Requests.


38

Resolved Issues

The following issues are resolved in this release. We have provided the case numbers for internal referencing along with a description of the issue.

ID Description

00287333 Client was receiving multiple errors when modifying an Online Application form.

00287499 Client reported that they can't use ALT combo keys to type accented characters for search text box.

00288138 Client reported error message in “Grant Information” when accessing GIFTS Online External reviews.

00288213 Client has numerous 'Public Charity' code options in Tax Status Code Table.

00290299 Client reported getting error when considering an application.

00291121 Client was receiving error when generating a write up.

00291409 Client was reporting that HTML code is displaying in Eligibility Quiz.

00291515 Client would like the Section Title content to appear in the HTML version of submitted Applications in the Application Manager of GIFTS Online.

00291757 Client was reporting errors in the way info is displayed to reviewers.

00291848 Client needed assistance with an issue considering a stage 2 form.

00292057 Organization: Background field was not populating in to External Reviewer page layout.

00292251 Sorting by G/L Account Description in GIFTS Online listed records in the incorrect order.

00292280 Checking "Omit Organization Name from Label" isn't actually omitting the Organization Name when generating correspondence.

00292418 Client needed assistance with optional field being required in GIFTS Online.

00292566 Client reported Error when considering an online application.

00293292 Client's custom report was pulling text for a numerical value custom calculation field.

00293354 Client needed assistance with document check out issue.

00293395 Client reported that her image dashboard part changes for different dashboard even though she didn't make the change.

00293740 Client was reporting external review PDFs not opening in Chrome for GIFTS Online.

00294103 External Reviewer Access message indicates "ReviewerConnect".

00294286 The Upload a Replacement option was not working from the workspace.

00294292 Client commented that the Stage in the Forms Manager for Requirement Forms is of no significance.


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ID Description

00294389 Unable to open inactive requirement forms in Forms Manager.

00294917 Error occurred when adjusting properties to a new field while building an inactive application.

00295106 Client reported views were displaying incorrectly in write-ups in GIFTS Online.

00295185 Contact detail record was not showing mailing list coding, however when the mailing list was pulled up using the Full Search box, the contact was there.

00295277 Client was reporting error message when opening inactive requirement form in GIFTS Online.

00295284 Client was reporting a typo in a warning message.

00295445 Using Print button in GIFTS Online had changed results.

00296284 Client was getting an error message using Link to Outlook: GIFTS Online.

00296674 Client reported custom fields are behaving erratically.

00297017 Client was reporting ‘not allowed file type’ when trying to upload a file in GIFTS Online.

00297190 The "New Page on Break" grouping function in ad-hoc summary reports inserts a page break in GIFTS Online even if that option wasn't selected.

00297678 Attempting to log in to any goreviewers site using your GIFTS Online credentials results in "Incorrect user ID or Password".

00297781 Client reported Request Date field will not display as Hidden.

00297797 Client had an applicant who can’t complete the application.

00297802 Client was not able to Check In a document reported as Checked Out by herself.

00298396 Client was getting an error when deactivating a form using a custom message

00298523 Client reported Check generator only generates one page.

00298863 Client reported that the Required asterisk doesn't show up for Pending Request when it was setup for Required When Approving Request..

00299121 Client was having issues with View Merge fields in template.

00299306 Client got ‘unhandled exception error’ when generating stage 2 application.

00299493 Client reported that when doing multiple duplicate checks for IGAM applications the contact information was populating the wrong contact information in the detail options.

00299548 Client was getting an error for their Online Applications and Reporting Dashboard part.

00299766 Client reported that they were prompted continuously to save changes to contacts when no changes were made.

00300639 Client reported discrepancies between form appearance in Blueprint and Review records.

00300809 Client reported not being able to chart custom fields in GIFTS Online.


40

ID Description

00300892 Client reported all Additional Contact were removed from her forms

00300919 UK GIFTS Online Scheduled Reports - Dates displayed in US format.

00300928 Client needed assistance with custom field populating incorrect data.

00300941 Client found that a user was able to update the paid date of a scheduled payment.

00300981 GIFTS Online client reported error when retrieving requirements.

00301319 Client reported error message when attempting to consider application in GIFTS Online.

00301691 Client was unable to upload documents from the server.

00302282 The client encountered an error when trying to view details of the 2014 budget since converting to GIFTS Online.

00302430 Client was getting an error message when generating an ad hoc report.

00302516 Client was getting an error message when trying to merge 22 documents to PDFs.

00302781 HTML Documents merged to PDF had inconsistent margins.

00302850 Client was getting an error (email) for her “Grantee Requirement Reminder”.

00303070 Client was unable to view all details when expanding new window in Request records.

00303092 Grant term was defaulting to zero.

00303097 Saved column widths in a saved view did not persist when editing that view.

00303147 Client reported type error message in Form Designer in GIFTS Online.

00303236 GIFTS Online error with calculated field on a review form.

00303262 Client needed assistance with automatic reminders inquiry.

00303325 Client was unable to delete Budget entries due to error.

00303680 Client reported that Publish to Web action was not available in Workspace unless more than one Requirement record was selected.

00303847 Client was receiving an error message when trying to retrieve requirement. Requirement retrieves successfully but an unhandled error still comes up in the process.

00304081 Client reported scheduled reports are not generating all data in GIFTS Online.

00304116 Client’s custom fields were not populating in her ad-hoc reports.

00304143 Client’s Type “Event Sponsorships” was not being updated when considering GIFTS ONLINE IGAM applicants to the new grant in GIFTS ONLINE.

00304214 Client reported being unable to change field type in blueprint in GIFTS Online.


41

ID Description

00304432 Client was unable to delete templates.

00304637 Client was having issues making Project Title a required field.

00304674 Dates in GIFTS Online not localized.

00305028 Error saving an ad-hoc report.

00305036 Client reported issues with considering an application.

00305099 Resubmission of Online Applications allowed multiple default primary codes to be added to Requests causing an error.

00305119 Client needed assistance with error retrieving submissions.

00305309 The Review: Suggested Amount field was not selectable as a value when creating Charts in GIFTS Online.

00305318 All users could edit a Notes dashboard part if no text had been entered yet.

00305419 Exporting custom number fields to Excel exported them as text formatting, not number formatting.

00305424 Client reported that sorting by Requirement Type did not display records correctly.

00305804 Client reported ad hoc report was not displaying custom number fields in GIFTS Online.

00305813 Workspace search and standard report with same search criteria returned different results.

00305976 Client reported merge fields showing twice in Document Template Manager.

00306070 Client was getting an error when creating a dashboard part.

00306093 Client was having issues with copying sections in the forms library of Blueprint.

00306403 Formatting option for View was not working.

00306556 Client reported error message when attempting to consider application in GIFTS Online.

00306585 Client reported creating a new activity from a request associated the activity with the contact organization in GIFTS Online.

00307317 Autofit column width to contents option did not work in write up.

00307350 Client needed assistance with running reports.

00307473 Client received error message when adding report to Dashboard.

00307518 GIFTS Online did not appear to Sent e-mails that use the London domain.

00307525 GIFTS Online - Payments Due Schedule, by Program Area 1 Report was not honoring As of Date.

00307529 Field settings were not being saved in Form Designer.

00307775 Client reported error message when attempting to merge documents to PDF in GIFTS Online.

00308000 Client was getting an error when trying to consider an application.


42

ID Description

00308173 GIFTS Online client was getting error when retrieving Requirements.

00308520 Client was reporting that running a report in Advanced Reporting values are blank.

00308674 Error message occurred when setting date range for Grant Amendment report.

00308760 Client was getting an error in Recent payment searches.

00308791 Client could not edit Payments form in Blueprint.

00309109 Client was seeing HTML tags in requirement forms.

00309231 Client found that their Board Members were not able to see Reviews in related list of a Request.

00309276 Client was not able to merge documents to PDF.

00309341 Filtering documents by title did not work for either Organizations or Requests.

00309342 Client received ‘404 error’ when exporting reviews to Excel in ReviewerConnect.

00309570 Client was unable to add blue print fields on a requirement form.

00309638 Client was having issues with requirements created in French.

00309943 Client reported that his merge field was not pulling data.

00310641 Client needed assistance pulling reports in GIFTS Online.

00312168 Client was getting an unhandled error when trying to save a search.

Issues below added July 10, 2015.

00316449 Carriage returns did not appear in Review Form text boxes.

00316471 Client could not deactivate any of her active Requirement forms.

00316524 Client was getting an error opening a Review in new portal.

00316797 Review form: Response Code drop-down did not respect Stage settings.

00316914 Custom Value fields were not showing up as dropdowns in the portal.

00317063 Review Calc fields were concatenating instead of adding with + operator.