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foundationConnect Grantee Community Configuration Guide @salesforcedocs Last updated: 08/31/2020 1
foundationConnect Grantee Community Configuration Guide
@salesforcedocs Last updated: 08/31/2020
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© Copyright 2000–2020 salesforce.com, inc. All rights reserved. Salesforce is a registered trademark of salesforce.com, inc., as are other names and marks. Other marks appearing herein may be trademarks of
their respective owners.
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Contents
Welcome to foundationConnect
Who This Guide Is For
What You Will Walk Away With
foundationConnect Terminology
Create the Grantee Portal Community
Set Up Security
Set Up User Profiles
Configure Guest User Permissions
Enable User Access to Custom Settings
Add Visualforce Page Access
{Optional) Set Default Timezone for Guest Users
Enable Secure Guest User Record Access
Set Up Community User Profile
Configure Community User Permissions
Enable User Access to Custom Settings
Set Up Internal User Profile
Configure Related List Controller Default Record Type
Configure OWD Sharing Settings
Add Sharing Rules
Restrict Access to Internal Pages
Create URL Redirects - Standard Objects
Create URL Redirects - Custom Objects
Configure the Grantee Portal
Customize the Grantee Dashboard with Portal Configuration
Manage the Community
Identify Who Has Access
Add Tabs to Display to Users
Add Your Branding
Login & Registration
Enable Lightning-Styled Portal Dashboard
Set Up the Login and Registration Process
Assign Page Layouts
Create the CustomHTML Records
Configure User Registration Field Sets
Map Portal User Registration Fields
Assign Page Types
(Optional) Set Up Auto-Activation for User Registration
Enable AutoActivateGrantee Custom Setting
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Configure Global Portal Custom Setting
Find the Profile ID
Find the Site Owner Contact ID
Update the Custom Setting
(Optional) Configure Email Notifications
Deactivate Default Welcome Email
Set Up Email Verification Template
Set Up Email Verification Workflow
Set Up Account Activation Email Template
Set Up Account Activation Workflow
Configure the Profile Tab
Display the Contact and Organization Tabs
(Optional) Configure Contact Field Sets
Create an Application
Create a Request Form
Add a Portal Tab
Create a Question
Create an Attachment Question
(Optional) Create a Related List With Tab
Create a Contact or Organization Profile Tab
(Optional) Create an IFrame Tab
(Optional) Create an Inquiry
Create an Inquiry Form
Add a Portal Tab
Create a Docket
Add Type Fields to the Docket
Assign the Page Layout
Create an Invite-Only Application
Create an Open Application
Enable Attachments for Submitted Applications
(Optional) Create an Eligibility Quiz
Create a Quiz
Prerequisites
Create an Eligibility Quiz
Create a Question
Create Question Responses
Associate Questions with a Quiz
Create a Quiz URL
(Optional) Set Up Amendments
Create Custom Fields to Hold Amended Data
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Create the Amendment Page Layout
Enable Amendments for Requests
Enable Amendments for Contact and Organization
(Optional) Set Up Explore Grant Opportunities
(Optional) Set Up GuideStar
Create a Named Credential
Configure GuideStar Field Mapping
Activate the Community
(Optional) Set Up Community Collaboration
About the Invitation Process
Define Team and Contact Roles
(Optional) Add Team Roles
(Optional) Add Contact Roles
Create the Community Collaboration Portal Tab
Set Up Invitation Email Template
Set Up Invitation Workflow
(Optional) Configure the Grantee Budget Module
Grantee Budget Module Terminology
Create Grantee Budget Categories
Create the Grantee Budget Tab
Create the Grantee Budget Update Tab
Define the Grantee Report Sort Order
(Optional) Configure the Recommender Portal
Add Recommendation Custom Fields
Create the Applicant Page Layout
Create the Recommender Page Layout
Set Up Recommendation Notification Email
Set Up Recommendation Notification Workflow
Set Up Recommendation Receipt Email
Set Up Recommendation Receipt Workflow
Additional Resources
Welcome to foundationConnect Welcome to foundationConnect!
This guide walks you through the basic setup and configuration of foundationConnect in Salesforce.com Enterprise Edition. Instructions apply to Communities (not .NET) and reference Salesforce Lightning setup when possible.
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We recommend testing in a Sandbox org before installing foundationConnect and making changes to your production org. If you haven’t already, we also encourage you to join the foundationConnect Hub group for updates and support, and the foundationConnect Release Announcements Hub group for information on all new releases.
Who This Guide Is For
The foundationConnect Grantee Community Configuration Guide is for foundations implementing foundationConnect for the first time. This guide assumes:
● You’re an implementation partner or are working with one to set up and configure your Grantee Portal.
● Your Salesforce org is using the Winter ‘20 Salesforce Release. ● All installation prerequisites are completed. ● The foundationConnect’s Base and Grantee Portal package is installed.
What You Will Walk Away With
This guide walks you through a basic setup and configuration of foundationConnect. By the end of this guide, you’ll have:
● Your Grantee Community configured and activated. ● Security and permissions established. ● A grant application for grantseekers. ● The login and registration process for grantseekers (only with Community Login License) and
grantees.
Additionally, the optional sections in the guide can provide impactful features for your users, including:
● An Eligibility Quiz to help filter grantseekers before they reach the application. ● Amendments for users to easily update submissions. ● Email notifications to grantseekers and grantees. ● The Recommender Portal for external users to provide grantseeker feedback within your portal. ● The Grantee Budget Module to capture budgetary requests from grantseekers, and budget
updates from grantees.
foundationConnect Terminology
Take a moment to familiarize yourself with the terminology used in this guide.
After installing foundationConnect, you'll see custom objects that are indicated by an asterisk [*] below and many have several renamed standard Salesforce objects, depending on your installation. This guide refers to the renamed objects and includes the standard object name in parentheses.
Term Definition
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Amendment* Allows organizations to track grantseeker and grantee updates for a submitted, approved, or awarded grant application.
Application Designer Sets up what the applicant can see on the Grantee Portal using a custom Visualforce page. Found in Community Manager.
Benchmark* Establishes grantseeker goals during a specified timeframe.
Benchmark Update* Tracks the progress of a specific Benchmark.
Contributing Program* Provides budget allocation for a Request with more than one Program.
Docket Defines meetings where pending applications are assigned for review, and displays funding opportunities to grantseekers. This is the standard Campaign object.
Eligibility Quiz* Collection of questions that helps a foundation filter out prospective applicants whose organization or project doesn’t fit the mission of the foundation.
Grantee Budget* Outlines how much funding a grantseeker requires for specific budget categories across various grant years.
Grantee Dashboard The Grantee Portal interface where grantseekers and grantees interact with the grantmaking organization.
Grantee Portal The Salesforce community where grantseekers apply for grants and grantees provide updates on awarded grants.
Grantee Report Manages scheduled, submitted, and approved status reports on awarded Requests.
Inquiry/Letter of Inquiry An abbreviated application to help the grantmaking organization determine if the grantseeker’s mission and programs fit prior to the grantseeker submitting a formal application (Opportunity). This is the standard Lead object.
Organization A household or organization whose information needs to be managed, such as prospective, active, and former grantees. This is the standard Account object.
Payment* Manages scheduled, requested, and paid payments to grantee.
Portal User* Holds a new user’s password and email address values during the registration process until they convert to a User.
Program* A subdivision within the grantmaking organization that establishes budgets and responsibilities.
Quiz* A container object that holds all information that makes up an application, such as tabs and Questions.
Question* Used on an application, Letter of inquiry, or Eligibility Quiz to gather information about a grantseeker and on the Grantee Report to collect
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program updates from grantees.
Quiz Question* Allows a question to be shared across multiple quizzes.
Recommendation* Defines the information displayed to a Recommender.
Recommender An external contact who provides the grantmaking organization information about the grantseeker.
Request A formal grant application grantseekers complete to request funding and used throughout the entire grant life cycle. This is the standard Opportunity object.
Create the Grantee Portal Community After installing foundationConnect, you need to set up your Grantee Portal. The first step is to create the Grantee Portal is to create a community. We’ll create the community now, and later do additional configuration in the Grantee Portal Configuration section.
foundationConnect uses Communities and Visualforce to create and administer your Grantee Portal.
1. Click , then click Setup. 2. Enter All Communities in the Quick Find box, then select All Communities. 3. Click New Community. 4. Select Salesforce Tabs + Visualforce, then click Get Started. 5. Enter a name for your portal. 6. Enter a URL ending if you have more than one community set up. Otherwise, this is optional. 7. Click Create.
It will take a few minutes to create your new community. Once it’s ready, you’ll be directed to the community’s workspace.
Set Up Security After the community is set up, it’s time to look at your org’s security and permissions. There are several steps to ensure your community works for both your internal and external users. Read ahead before starting on this section to get a better idea of the steps we recommend.
Set Up User Profiles
User profiles control user access to objects in your org. There are three user profiles to set up initially:
● Unauthenthicated guest user—grantseekers who don’t have a login to the Grantee Portal. ● Authenticated community user— grantseekers and grantees with a login to the Grantee Portal. ● An administrative user— an internal member of the organization who performs administrative
tasks, such as creating an application, but who is not a system administrator.
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Configure Guest User Permissions
The guest user is an external user, such as a grantseeker, who does not have a login to your Grantee Portal. They should have limited access in your org.
Note: See Configure Guest User Permissions to view our minimum recommendations for the guest user object and field-level permissions. This is the least amount of permissions required for your guest user to access the Grantee Portal. Without these permissions, your guest users may encounter errors.
If you add additional objects and fields, update your guest user permissions accordingly.
1. Click , then click Setup. 2. Enter All Communities in the Quick Find box, then select All Communities. 3. Click the Workspaces link to your Grantee Portal. 4. Click Administration. 5. Click Pages in the left-hand navigation. 6. Click Go to Force.com under Advanced Customizations. A new tab will automatically switch to
Salesforce Classic.
7. Click Public Access Settings to open the Grantee Portal Profile page. 8. Click Edit.
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9. Use the minimum recommendations in Configure Guest User Permissions as a starting point to setting up your guest user’s permissions.
10. When you’re done, click Save.
Enable User Access to Custom Settings
During the Salesforce Core Spring ‘20 release, direct read access to custom settings was revoked to added security. You will need to add access back to foundationConnect custom settings in order for your Grantee Portal to function.
1. On the profile page, scroll down to the Enabled Custom Setting Definitions Access. 2. Click Edit.
3. Select all FGM Base and FGM Portal custom settings. 4. Click Add. 5. Click Save.
Important: If you add additional custom settings later or have custom settings specific to your org, you will need to add those for the custom setting to display to guest users.
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Add Visualforce Page Access
1. Back on the profile page, scroll down to the Enabled Visualforce Page Access section. 2. Click Edit. This will open the Enable Visualforce Page Access page. 3. Select the Visualforce pages listed below and Add to the Enabled Visualforce Pages.
Visualforce Page Name AppExchange Package Name
FGM_Portal.ChangePassword FGM Portal
FGM_Portal.CommunityForgotPassword FGM Portal
FGM_Portal.CommunitySignin FGM Portal
FGM_Portal.CommunitySignup FGM Portal
FGM_Portal.CommunitySignupConfirm FGM Portal
FGM_Portal.CommunitySignupQuiz FGM Portal
FGM_Portal.CommunitySignupQuizSuccess FGM Portal
FGM_Portal.CommunitySignupRejected FGM Portal
FGM_Portal.Exception FGM Portal
FGM_Portal.FileNotFound FGM Portal
FGM_Portal.ForgotPassword FGM Portal
FGM_Portal.ForgotPasswordConfirm FGM Portal
FGM_Portal.Recommendation* FGM Portal
*Only required if you are using Recommendations.
4. Click Save. 5. Enter Sites in the Quick Find box then select Sites.
6. Click the name of your community under Site Label. This will redirect you to the Site Details page.
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7. Click Edit next to Site Detail and enter the following site settings: a. Active Site Home Page: CommunitySignin b. Inactive Site Home Page: CommunitySignin c. Self Registration Page: CommunitySignup
8. Click Save. The system automatically prefixes the page settings with FGM_Portal. Switch back to Lightning Experience, unless you need to set the default timezone for your guest users. {Optional) Set Default Timezone for Guest Users
foundationConnect assigns Greenwich Mean Time (GMT) as the default timezone for guest users.
1. If you have navigated away from the site details, enter Sites in the Quick Find box in Classic then
click Sites. 2. Click the name of your community under Site Label. This will redirect you to the Site Details page. 3. Once you are on the site details page, click Public Access Settings. 4. Click View Users then select Site Guest User, Grantee Portal. 5. Click Edit. 6. Select your organization’s time zone from the picklist. 7. Click Save.
When you’re done, switch back to Lightning Experience.
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Enable Secure Guest User Record Access
If you are on a Salesforce release that is prior to Winter ‘20, you need to update your sharing settings. If you are already on Winter ‘20, this should be automatically enabled for you, and you can move on to the next section.
Organization-wide defaults for guest users are automatically set to Private. If left Private, guest users won’t be able to access your community. Let’s fix that!
1. Click , then click Setup. 2. Enter Sharing Settings in the Quick Find box, then select Sharing Settings. 3. Click Edit. 4. Scroll down to Other Settings. 5. Select Secure guest user record access. It’s the last option to the right. 6. Click Save.
Assign a Default Owner for Guest Users Guest users are unable to own records, so you need to assign at least one default owner for records that guest users create. For more information on who to assign as default owners, see Best Practices and Considerations for Using the Guest Record Default Owner.
1. Click , then click Setup. 2. Enter Communities in the Quick Find box, then select Communities Settings. 3. Select Reassign new records created by guest users to the default owner. 4. Click Save. 5. Enter Communities in the Quick Find box, then click All Communities. 6. Click Workspaces next to your community. 7. Click Administration. 8. Click Preferences. 9. Scroll down to Record Ownership and assign a default owner. 10. Click Save.
Set Up Community User Profile
The community user is either a grantseeker or existing grantee who has a login to your Grantee Portal. To set up this profile:
1. Click , then click Setup. 2. Enter Profiles in the Quick Find box, then select Profiles. 3. In the row for Partner Community User profile, click Clone.
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4. When the Clone Profile page opens, enter a name for the new profile into Profile Name. For example, fC Partner Community User. NOTE: If your organization has Login Licenses, clone the Partner Communities Login User profile as well.
5. Click Save.
Configure Community User Permissions
Your community users are your grantseekers and grantees who have logins to your Grantee Portal.
See Configure Community User Permissions to view our minimum recommendations for the community user object and field-level permissions. This is the least amount of permissions required for your community user to access the Grantee Portal. Without these permissions, your community users may encounter errors.
If you add additional objects and fields, update your community user permissions accordingly.
Enable User Access to Custom Settings
During the Salesforce Core Spring ‘20 release, direct read access to custom settings was revoked to provide addition security. You will need to add access back to foundationConnect custom settings in order for your Grantee Portal to function.
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1. If you navigated away from the community user profile, go to the Profiles page and click the community user profile name.
2. Scroll down to the Enabled Custom Setting Definitions Access. 3. Click Edit.
4. Select all FGM Base and FGM Portal custom settings. 5. Click Add. 6. Click Save.
Important: If you add additional custom settings later or have custom settings specific to your org, you will need to add those for the custom setting to display to community users.
Set Up Internal User Profile
We recommend cloning the Standard User profile to create an internal non-system administrator role. Our recommendations for this profile are currently in testing. If you run into an insufficient access error message, log a case.
Configure Related List Controller Default Record Type
Any profile assigned to users who create content in Community Manager, including System Administrator, requires the default record type on the Related List Controller to be updated from Related List with Tab to Portal Tab. Without making this update, users may run into issues when using Community Manager.
1. Click , then click Setup. 2. Enter Profiles in the Quick Find box, then select Profiles. 3. Click Edit next to the profile for users who create content in Community Manager, such as System
Administrator. 4. Under Record Type Settings, find Related List Controller and click Edit. 5. From the Default picklist under Default Record Type,select Portal Tab.
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6. Click Save.
Configure OWD Sharing Settings Organization Wide Defaults (OWDs) set a permission baseline for records a user doesn’t own. Note: Prior to Salesforce’s Winter ‘20 update, the Default External Access included all external users. After the Winter ‘20 update, guest users have been removed and require sharing rules to obtain access to record types in your org.
1. Click , then click Setup. 2. Enter Sharing Settings in the Quick Find box, then click Sharing Settings. 3. Click Edit.
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4. Some procedural step with guidance on how to use the table: Note: It’s best to have external OWDs set to private, then use sharing mechanisms to grant access to records, but we know this can be difficult. Our legacy security model recommendations can be used as a starting point.
Object Default Internal Access Default External Access
Lead Private Private
Account and Contract Public Read/Write Public Read/Write
Contact Controlled by Parent Controlled by Parent
Opportunity Private Private
Campaign Public Read Only Public Read Only
Campaign Member Controlled by Campaign Controlled by Campaign
User Public Read Only Public Read Only
Amendment Public Read/Write Public Read/Write
Benchmark Update Public Read/Write Public Read/Write
Budget Public Read/Write Public Read/Write
Commitment Calculator Public Read/Write Private
Community Configuration Public Read Only Public Read Only
CustomHTML Public Read Only Public Read Only
FGM System Value Public Read/Write Public Read/Write
Field Value Translation Public Read/Write Public Read Only
Grantee Budget Public Read/Write Public Read/Write
Grantee Budget Category Public Read Only Public Read Only
Guidestar Field Mapping Public Read/Write Private
Guidestar Field Mapping for Salesforce Public Read/Write Public Read/Write
Objective Public Read/Write Private
OFACMatch Public Read/Write Private
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Portal Account Public Read/Write Public Read/Write
Portal Attachment Public Read/Write Public Read Only
Portal Field Public Read/Write Private
Portal Permission Public Read/Write Public Read/Write
Portal Translation Workbench Private Private
Portal User Public Read/Write Public Read/Write
Program Public Read/Write Private
Question Public Read/Write Public Read/Write
Question Attachment Public Read/Write Public Read/Write
Quiz Public Read/Write Public Read Only
Quiz Submission Public Read/Write Private
Recommendation Public Read/Write Public Read Only
Related List Controller Public Read/Write Public Read Only
Secure Message Public Read Only Public Read Only
StateCountryConfig Public Read Only Public Read Only
Tax Status Public Read/Write Private
5. Click Save.
Add Sharing Rules For guest user access to work properly in foundationConnect, you must create sharing rules for the CustomHTML, Portal User, Question, Quiz, Community Configuration, and Guidestar Field Mapping objects. These sharing rules must have the following values:
[Object] Sharing Rules Field Operator Value
Community Configuration
ConfigurationName Equals PortalUserFieldMapping
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CustomHTML Associated FC Portal Type
Equals Grantee
Guidestar Field Mapping
Record Type Equals Guidestar Contact,GuideStar Portal User,Guidestar Organization
Portal User Record Type Equals Current User,New User,Opportunity Team Member
Question Record Type Equals Quiz
Quiz Record Type Equals Quiz
Here’s how to create sharing rules. We’ll use the CustomHTML object as an example.
1. Click , then click Setup. 2. Enter Sharing Settings in the Quick Find box, then select Sharing Settings. 3. In the object’s Sharing Rules related list, click New. 4. Enter a Label for the sharing rule. For example, fC Guest User. 5. For Rule Type, select Guest user access, based on criteria. 6. For the criteria, enter:
○ Field = Associated FC Portal Type ○ Operator = Equals ○ Value = Grantee
7. Select <Community Name> Site Guest User from the Share with dropdown. 8. Leave Read Only as the access level. 9. Click Save, then click OK.
Restrict Access to Internal Pages
To make your org more secure, restrict access to internal pages by creating URL redirects. This step prevents users from using direct URLs to access records they don’t own. Setting up redirects for standard objects is simple; you’ll find the URL redirect listed below. For custom objects, you must create at least one record for that object before you can create a URL redirect.
Create URL Redirects - Standard Objects
1. Click , then click Setup. 2. Enter All Communities in the Quick Find box, then click All Communities. 3. Click the Workspaces link to your Grantee Portal. 4. Click Administration. 5. Click Pages in the left-hand navigation.
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6. Click Go to Force.com under Advanced Customizations. You’ll switch to Salesforce Classic. 7. Click URL Redirects. 8. Add a New Rule as follows.
a. Enter the Source URL. This will be unique for each object listed below. b. Leave the Redirect Type as Permanent (301). c. Enter /apex/fgm_portal__communitydashboard as the Target URL.
9. Click Save and repeat for each of the other objects below.
Object Source URL Redirect Type Target URL
Campaign /701 Permanent (301) /apex/fgm_portal__communitydashboard
Lead /00Q Permanent (301) /apex/fgm_portal__communitydashboard
Account /001 Permanent (301) /apex/fgm_portal__communitydashboard
Contact /003 Permanent (301) /apex/fgm_portal__communitydashboard
Opportunity /006 Permanent (301) /apex/fgm_portal__communitydashboard
Create URL Redirects - Custom Objects
Creating URL redirects for custom objects is more complicated than for standard objects, as it involves creating one record for these custom objects. Before creating URL redirects for custom objects, you need to have at least one record for the following custom objects:
- Amendments - Benchmarks
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- Grantee Reports - Portal Users - Quizzes
We recommend having two browser windows open to go through this process.
1. To obtain the Source URL value for the custom objects in your instance, open a record for each of
the custom objects and make note of the first three characters of the record ID:
In this example, the prefix for the Amendment object is ”a0H,” but your value will be different. We recommend writing these values down to easily access them when creating the URL redirect.
2. Click , then click Setup. 3. Enter All Communities in the Quick Find box, then click All Communities. 4. Click the Workspaces link to your Grantee Portal. 5. Click Administration. 6. Click Pages in the left-hand navigation. 7. Click Go to Force.com under Advanced Customizations. You‘;; switch to Salesforce Classic. 8. Click URL Redirects. 9. Add a New Rule for each of the custom objects.
○ Enter the Source URL. This will be unique for each custom object. Remember to add a backslash before!
○ Leave the Redirect Type as Permanent (301). ○ Enter /apex/fgm_portal__communitydashboard as the Target URL.
10. Click Save as you add each rule Don’t forget to switch back to Lightning Experience.
Configure the Grantee Portal Now that you’ve set up security, it’s time to configure your Grantee Portal.
Customize the Grantee Dashboard with Portal Configuration
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The Portal Configuration custom setting is the basis for what appears on your Grantee Dashboard. It defines the name of the community the Grantee Portal is built on, and determines what tabs display on the Grantee Dashboard.
There are a series of tables below that contain the field values you’ll enter in the custom setting. If you're wondering why we're not editing the fields in order, it's because we've found it's easier to set up a portal for the first time in the order of objects as they appear in Portal Configuration.
1. Click , then click Setup. 2. Enter Custom Settings in the Quick Find box, then click Custom Settings. 3. Click Manage next to Portal Configuration. 4. Click New. This will create a new record. 5. We recommend updating the portal configuration using the field values listed in the tables below.
Remember, you can save at any time!
Note: Any fields with an asterisk (*) require a value for the tab to show on the Grantee Portal. Leave this field blank if you want to hide the tab.
Field Value
Name Enter the name of the community. This will be visible to users. We recommend adding the language as well. For example, Grantee Community - English.
Amendment Name* Enter a name, such as Amendments.
Benchmark Name* Enter a name, such as Benchmarks.
Grantee Inbox Tab Label* Enter a name, such as Inbox.
GranteeReportName* Enter a name, such as Status Reports.
Grantee Report Field Sort Order
Enter Ascending or Descending, depending on your preference.
Grantee Report field for default sorting
Enter the API name of the Grantee Report field you want the data sorted by. For example, if you want to use the Due Date field for sorting order, enter FGM_Base__Due_Date__c.
InquiryName* Enter a name, such as Inquiries.
RequestName Enter a name, such as Requests. This is required.
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Post attachments to chatter feeds
Select this option. This enables attachments to be uploaded as Salesforce Files.
Language Selection Enter the language code for your portal. For example, en_US for American English or es for Spanish. For more language codes, see Salesforce Help & Training.
Next, add statuses for the Amendment, Grantee Report, Inquiry, and Request objects that control the function or visibility of the records on its respective object. Let’s first review what these fields specifically control:
● [Object]EditableStatus – records in the status(es) listed on this object are editable. ● [Object]DeletableStatus — records in the status(es) listed on this object are deletable. ● [Object]HistoryTab — records in the status(es) listed on this object shows in the Closed items tab
on the Grantee Dashboard. ● [Object]HiddenStatus — records in the status(es) listed on this object will not display to portal
users.
The value listed in these fields will reference the respective object’s Stage or Status values. We provide some recommendations below, but it's important that you use values that exactly match your org's available Stage or Status values.
For example, based on the recommendations below, an Amendment is only editable if the record is in the In Progress or Reopened stage. Looking at the Amendment object’s Stage field, however, the value is Re-opened. This slight formatting difference would prohibit a user from editing an Amendment in the Reopened status since the system is looking for Re-opened.
These values are recommendations; you can update yours as needed. If you chose not to show an object on the Grantee Dashboard, you can skip that object’s statuses.
Note: Separate values by a semicolon (;) with no spaces.
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Field Value
AmendmentEditableStatus In Progress;Reopened
AmendmentDeletableStatus In Progress
AmendmentHistoryTab Approved;Rejected
AmendmentHiddenStatus Rejected
GranteeReportEditableStatus Requested;Reopened
Grantee Report Deletable Status
Skip this. Community users are typically not allowed to delete a Grantee Report.
Grantee Report History Tab Approved
GranteeReportHiddenStatus Skip this unless you want to hide old records.
InquiryEditableStatus In Progress;Reopened;Invited
Inquiry Deletable Status Skip this. Community users aren’t allowed to delete an Inquiry.
InquiryHistoryTab Submitted
InquiryHiddenStatus Skip this unless you want to show old records.
RequestEditableStatus In Progress;Reopened
Request Deletable Status Skip this. Community users aren’t allowed to delete a Request.
RequestHistoryTab Submitted;Closed;Declined
RequestHiddenStatus Skip this unless you want to show old records.
Manage the Community
Community Administration is your hub for managing the community. Here, you can activate the community, assign profiles, brand the community, and create the Grantee Dashboard.
To access Community Administration:
1. Click , then click Setup. 2. Enter All Communities in the Quick Find box, then select All Communities. 3. Click Workspaces next to your community. 4. Click Administration.
Within Administration, you’ll find:
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● Settings page—the first page you see after clicking Administration. This is where you Activate the Community when you’re ready.
● Members page—determine who can access the community by adding profiles or permission sets. ● Tabs page—choose which tabs appear in your community. ● Branding page—customize your community. ● Login & Registration page—configure the login and registration process for your grantseekers
(Community Login License only) and grantees.
Identify Who Has Access
Provide access to the Grantee Portal for users who have been assigned the newly-cloned community profile.
1. Click Members from the Administration page. 2. Under Select Profiles, update the Search criteria to All and enter Partner in the search box. 3. Click Find. 4. Select the newly-cloned community profile (in this case, fC Partner Community User) from Available
Profiles and click Add. If you also have fC Partner Community Login User available, add that as well.
5. You should also add the System Administrator and any other profiles who will manage and configure the community.
6. Click Save.
Add Tabs to Display to Users
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This step only applies to communities that use the Salesforce Tabs + Visualforce template. If you used another template, review the Salesforce Communities Overview in Salesforce Help and Training for information on customizing your community.
1. While on the Administration page, click Tabs from the left-hand menu. 2. Remove Chatter from the Selected Tabs list. This removes the native functionality of Chatter that
allows users to search in the CRM. 3. Add the following tabs:
○ Grantee Dashboard ○ Explore Grant Opportunities ○ Profile — the second Profile listed.
4. Click Save.
Add Your Branding
Your community is your hub for grantmaking activity. Use your organization’s branding so that it’s recognizable to your users. Through the Branding tab within the Administration page, you can add a customized header, change the portal’s colors, and add your copyright.
For more information on updating your community’s branding, see Brand Your Community.
Login & Registration
Use the Login & Registration tab to configure the login and registration process for your org, including updating password management, logout, and self-registration process. You can change the color scheme
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and upload your organization’s logo here as well. We cover this topic more in depth in Set Up Login and Registration Process.
For more general information on configuring your community’s login and registration process, see Customize Login, Self-Registration, and Password Management for Your Community.
Enable Lightning-Styled Portal Dashboard
When the UserEnhancedStyling custom setting is enabled, users see an updated user interface. Custom CSS is not compatible with this setting, and does not display. When the UserEnhancedStyling custom setting is disabled, the legacy user interface or custom CSS displays to users.
1. Click , then click Setup. 2. Enter Custom Settings in the Quick Find box, then select Custom Settings. 3. Click Manage next to Community Setting. 4. Click New. 5. Enter UseEnhancedStyling in the Name field. 6. Select IsEnabled, then click Save.
Set Up the Login and Registration Process
Assign Page Layouts
Assign page layouts to the Account (Organization) and Contact objects for administrators to use when creating records.
1. From Setup, click Object Manager. 2. Click Account (Organization). 3. Click Page Layouts. 4. Click Page Layout Assignments. 5. Click Edit Assignment. 6. Select the Profiles to assign the FGM - Organization layout to. 7. Select FGM - Organization from the Page Layout to Use. 8. Click Save.
Repeat this for the Contact object, but select FGM - Contact as the page layout.
Create the CustomHTML Records
CustomHTML records allow you to add text and light customization in certain locations on a Visualforce page. Specific to the registration and login process, you need to create CustomHTML records for the following fields since they correspond to field sets for the Portal User object.
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1. From the App Launcher, find and select CustomHTML Records. 2. Click New. 3. Enter the CustomHTML Name. You will need to enter each of the following as CustomHTML
records since they correspond to field sets for the Portal User object. ○ Communities Sign Up - Step 1
○ Communities Sign Up - Step 2
○ Communities Sign Up - Step 3
○ Communities Sign Up - Step 1 Individual
○ Communities Sign Up - Step 2 Individual
○ Communities Sign Up - Step 3 Individual
○ Grantee Sign In
4. Enter the Language for your portal. For example, en_US for English. 5. Select Header in the Location/Position field. 6. Select Grantee from the Associated FC Portal Type. 7. Click Save.
Your CustomHTML Records object should look similar to the image below.
Configure User Registration Field Sets
1. Click , then click Setup. 2. Click Object Manager. 3. Click Portal User. 4. Click Field Sets.
5. In the row for Communities Sign Up - Step 1, click then click Edit.
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6. The following fields are required for registration: ○ Organization Legal Name ○ Last Name ○ Email ○ Confirm Email ○ Username ○ Password ○ Confirm Password
Note: We also recommend including the EIN field to prevent organizations from creating duplicate accounts. If both the Organization Legal Name and EIN match an existing record, a new Contact record is created within the matching Organization (Account).
7. To add fields, drag them from the top panel into the field set.
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8. Hover over a field in the field set and click the minus sign to remove it.
9. To make a field required, hover over the field and click the tool icon. Select the Required checkbox. Click OK to save.
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10. Click Save when you have made all updates. 11. Repeat this for the following field sets:
○ Communities Sign Up - Step 2 ○ Communities Sign Up - Step 3 ○ Communities Sign Up - Step 1 Individual ○ Communities Sign Up - Step 2 Individual ○ Communities Sign Up - Step 3 Individual ○ Grantee Sign In
Map Portal User Registration Fields
By default, the following fields map to the Account and Contact objects once a grantseeker’s registration has been approved and/or activated. You may choose to map additional fields for the registration process if needed.
Organization Contact
EIN EIN
Organization Legal Name Account Name
First Name First Name
Last Name Last Name
Email Email
Assign Page Types
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1. Click , then click Setup. 2. Enter All Communities in the Quick Find box, then select All Communities. 3. Click Workspaces next to your community. 4. Click Administration, then click Login & Registration. 5. Select Visualforce Page from the Login Page Type picklist. 6. Click the lookup icon and search for CommunitySignIn. Click Go! 7. Select CommunitySignIn. 8. Click Save.
To allow grantseekers to self-register for the Grantee Portal, scroll down to the Registration Page Configuration.
1. Select Allow external users to self-register. 2. From the Registration Page Type, select Visualforce Page. 3. Click the lookup icon and search for CommunitySignUp. Click Go! 4. Select CommunitySignUp. 5. Select fC Partner Community User from the Profile picklist. Leave the Account field blank. 6. Click Save.
(Optional) Set Up Auto-Activation for User Registration
In the standard user registration process, an administrator manually sets a registrant’s approval status to Approved. When the registrant logs into the Grantee Portal for the first time, they are asked to click Activate before they are directed to login. This activation process creates an account (if one doesn’t already exist), a contact record, and corresponding Salesforce user.
The auto-activation feature automatically executes the activation and approval process for administrations. The registrant is no longer directed to the page with the Activate button; instead, they go directly to login.
Enable AutoActivateGrantee Custom Setting
1. Click , then click Setup. 2. Enter Custom Settings in the Quick Find box, then select Custom Settings. 3. In the row for Community Setting, click Manage. 4. Click New. 5. Enter AutoActivateGrantee in the Name field. 6. Select IsEnabled. 7. Click Save.
Configure Global Portal Custom Setting
The Global Portal custom setting requires additional configuration for auto-activation to work. You need the community user profile ID and the contact ID of the Site Owner associated with the Grantee Portal.
Find the Profile ID
You will need the profile ID for the user profile the registrant will be assigned to. To find this:
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1. Click , then click Setup. 2. Enter Profiles in the Quick Find box, then select Profiles. 3. Click the community user profile you set up in Set Up User Profiles. For example, fC Partner
Community User. 4. Copy the 15-digit at the end of the URL.
Find the Site Owner Contact ID
You will need the contact ID for the Grantee Portal Site Owner. To find this:
1. Click , then click Setup. 2. Enter All Communities in the Quick Find box, then select All Communities. 3. Click Workspaces next to your community. 4. Click Administration. 5. Click Pages. 6. Click Go to Force.com. 7. Click the Site Contact name. 8. Copy the contact ID in the URL.
Update the Custom Setting Once you have the profile ID and contact ID of the Site Owner, you can navigate to custom settings. To do this:
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1. Click , then click Setup. 2. Enter Custom Settings in the Quick Find box, then select Custom Settings. 3. Click Manage next to Global Portal Settings. 4. Click New. 5. Enter the community user profile ID in Location. 6. Enter the Site Owner contact ID in Grantee Site ContactID. 7. Click Save.
(Optional) Configure Email Notifications
Email notifications are an optional, but recommended, feature to communicate with your registrants.
Deactivate Default Welcome Email
1. Click , then click Setup. 2. Enter All Communities in the Quick Find box, then select All Communities. 3. Click the Workspaces link to your Grantee Portal. 4. Click Administration. 5. In the Emails section, deselect Send welcome email. 6. Click Save.
Set Up Email Verification Template
1. Click , then click Setup. 2. Enter Classic Email Templates in the Quick Find box, then select Classic Email Templates. 3. Click the Folder dropdown and select FGM Portal Email Templates.
4. Click New Template. 5. Select HTML (using Classic Letterhead), then click Next.
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6. When the New Template page opens, populate the following fields: ○ Folder: Change this if you want to store the template in a different folder. ○ Available for Use: Select this box. ○ Email Template Name: Enter Email Verification - Grantee. ○ Template Unique Name: Automatically populates based on the value entered into Email
Template Name. ○ Classic Letterhead: If you’re using a letterhead, select it from the picklist. Otherwise,
select FGM - Standard. ○ Email Layout: Select Free Form Letter. ○ (Optional) Description: Enter a description for the template. ○ Subject: We recommend a subject that clearly identifies your organization. For example,
[OrganizationName] Grantee Community - Email Verification. 7. Click Next to open the template edit page. 8. Copy and paste the following into the Content field. Modify the content to meet your organization’s
specific needs, if necessary. You can also create your own! Note: Before entering this message into the Content field, copy and paste it into a plain text editor. This removes all formatting. We also recommend double-checking any URL used for extra spaces.
Hi {!FGM_Portal__Portal_User__c.FGM_Portal__FirstName__c},
Thank you for registering! Before you can get started, please
confirm your email address by clicking the link below:
https://{!FGM_Portal__Portal_User__c.FGM_Portal__Domain__c}/F
GM_Portal__CommunitySignupConfirm?id={!FGM_Portal__Portal_Use
r__c.Id}&code={!FGM_Portal__Portal_User__c.FGM_Portal__Confir
mation_Code__c}
Thanks,
{!Organization.Name}
9. Click Next. 10. Click Copy text from HTML version if you want a text-only version of this email. 11. Click Save.
Set Up Email Verification Workflow Now that the template is set up, a workflow can be set up to send the email.
1. Click , then click Setup. 2. Enter Workflow in the Quick Find box, then select Workflow Rules. 3. Click New Rule. 4. Select Portal User as the Object, then click Next. 5. Enter Email Verification - Grantee as the Rule Name and optionally enter a description. 6. Under Evaluation Criteria select created, and every time it’s edited. 7. Under Rule Criteria change the picklist to formula evaluates to true and paste the following into
the formula field:
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AND(NOT(ISBLANK(FGM_Portal__Email__c)),
NOT(ISBLANK(FGM_Portal__Confirmation_Code__c)), OR(ISNEW(),
ISCHANGED(FGM_Portal__Confirmation_Code__c)),NOT(INCLUDES(FGM_Porta
l__User_Profile__c ,'Reviewer')),RecordType.Name != 'Opportunity
Team Member')
8. Click Check Syntax to ensure there are no errors. a. If you get the error “Function ISNEW may not be used in this type of formula,” go back to
Evaluation Criteria and ensure created, and every time it’s edited is selected.
9. Click Save & Next. 10. Expand the Add Workflow Action picklist, then select New Email Alert.
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11. When the New Email Alert page opens, populate the following fields: a. Description: Email Verification - Grantee b. Unique Name: This will auto-populate based on the value entered into Description. c. Email Template: Enter or select the email verification template you just created, Email
Verification - Grantee. d. Recipient Type: Change the Search value to Email Field. This will update the values in the
Available Recipients picklist. e. Selected Recipients: Add Email Field: Email. f. (Optional) Additional Emails: If applicable, add up to five email addresses to notify when
this email is sent.
12. Click Save, then Done. 13. When the workflow rule detail page opens, click Activate.
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Set Up Account Activation Email Template
1. Click , then click Setup. 2. Enter Classic Email Templates in the Quick Find box, then click Classic Email Templates. 3. Click the Folder dropdown and select FGM Portal Email Templates. 4. Click New Template. 5. Select HTML (using Classic Letterhead), then click Next. 6. When the New Template page opens, populate the following fields:
a. Folder: Change this if you want to store the template in a different folder. b. Available for Use: Select this box. c. Email Template Name: Enter Account Activation - Grantee d. Template Unique Name: Automatically populates based on the value entered into Email
Template Name. e. Classic Letterhead: If you’re using a letterhead, select it from the picklist. Otherwise,
select FGM - Standard. f. Email Layout: Select Free Form Letter. g. (Optional) Description: Enter a description for the template. h. Subject: We recommend a subject link that clearly identifies your organization. For
example, [OrganizationName] Grantee Community - Account Activation. 7. Click Next. 8. Copy and paste the following into the content field. Modify the content to meet your organization’s
specific needs, if necessary. You can also create your own! Note: Before you enter the message into the Content fields, copy and paste it into a plain text editor. This removes all formatting. We also recommend double-checking any URL used for extra spaces.
Hi {!FGM_Portal__Portal_User__c.FGM_Portal__FirstName__c},
Your registration request has been approved! The next (and final)
step is to activate your registration by clicking the link below.
https://{!FGM_Portal__Portal_User__c.FGM_Portal__Domain__c}/FGM_Por
tal__CommunitySignupConfirm?id={!FGM_Portal__Portal_User__c.Id}&cod
e={!FGM_Portal__Portal_User__c.FGM_Portal__Confirmation_Code__c}
Thanks,
{!Organization.Name}
9. Click Next. 10. Click Copy text from HTML version if you want a text-only version of this email. 11. Click Save.
Set Up Account Activation Workflow
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Now that the template is set up, a workflow can be set up to send the email.
1. Click , then click Setup. 2. Enter Workflow in the Quick Find box, then select Workflow Rules. 3. Click New Rule. 4. Select Portal User as the Object and click Next. 5. Enter Account Activation - Grantee as the Rule Name and enter a description (optional). 6. Under Evaluation Criteria, select created, and any time it’s edited to subsequently meet criteria. 7. Under Rule Criteria, add the following criteria:
○ Criteria 1 ■ Field: Portal User: Approval Status ■ Operator: equals ■ Value: Approved
○ Criteria 2 ■ Field: Current User: User Profile ■ Operator: not equal to ■ Value: Reviewer
8. Click Save & Next. 9. Expand the Add Workflow Action picklist, then select New Email Alert. 10. When the New Email Alert page opens, populate the following fields:
○ Description: Account Activation - Grantee ○ Unique Name: Auto-populates based on the value entered into Description. ○ Email Template: Enter or select the email verification template you just created, Account
Activation - Grantee. ○ Recipient Type: Change the Search value to Email Field. This will update the values in the
Available Recipients picklist. ○ Selected Recipients: Add Email Field: Email. ○ (Optional) Additional Emails: If applicable, add up to five email addresses to notify when
this email is sent. 11. Click Save, then click Done. 12. When the workflow rule detail page opens, click Activate.
Configure the Profile Tab
The Profile tab allows a user to update their information. This tab comes in two flavors: Contact or Organization. Depending on the type of user who is applying for grants—either as an individual or an individual on behalf of an organization—you can choose which tabs display and which tabs are editable.
Display the Contact and Organization Tabs
1. Click , then click Setup. 2. Enter Custom Settings in the Quick Find box, then select Custom Settings. 3. In the row for Community Setting, click Manage. 4. Click New. 5. Complete the Name field based on the criteria below. You may find your org needs to set up only
one of these custom settings or all four.
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● ShowOrganizationTabToGranteeOrg—As an organization, I want the ability to edit the Organization tab.
● ShowContactTabToGranteeOrg—As an organization, I want the ability to edit the Contact tab.
● ShowOrganizationTabToGranteeInd—As an individual, I want the ability to edit the Organization tab.
● ShowOrganizationTabToGranteeInd—As an individual, I want the ability to edit the Contact tab.
6. Select IsEnabled. 7. Click Save. 8. Repeat as necessary.
(Optional) Configure Contact Field Sets
foundationConnect installs two field sets that display editable fields on the Contact and Organization tabs in the Grantee Portal: CommunityContactFieldSet, which controls what an organization can edit, and CommunityIndividualFieldset, which controls what a user can change.
CommunityContactFieldSet CommunityIndividualFieldset
Salutation First Name
First Name Salutation
Name Name
Mailing Street Email
Mailing City Mailing State/Province
Mailing State/Province Mailing Country
Birthdate Other State/Province
Mailing Zip/Postal Code Other Country
Mailing Country
Other State/Province
Other Country
Note: The terminology in these field sets differ from the previous step where you created the Organization and Contact tab. The CommunityContactFieldSet controls what an authenticated user can view and edit, while the CommunityIndividualFieldset controls what an authenticated user can change on their Contact record.
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If these fields work for your portal, feel free to skip the next steps.
Let’s say, however, you want to remove Birthdate from the Organization tab:
1. Click , then click Setup. 2. Click Object Manager. 3. In the list of objects, click Contact. 4. Click Field Sets. 5. Click Edit for the CommunityContactFieldSet.
6. Hover over Birthdate in the field set and click to remove it. 7. Click Save.
Now let’s add Phone as a required field for an individual user:
1. Navigate back to the Contact Field Sets. 2. Click Edit for the CommunityIndividualFieldset. 3. Find Phone from the available fields list then drag it to the field set.
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8. To make this field required, hover over the field and click the wrench icon . 9. Select the Required checkbox. 10. Click OK to save. 11. Click Save when you have made all updates.
Create an Application An application uses the Request (Opportunity) object to collect information about your grantseeker to help determine if funding is awarded.
Important: Although the instructions below recommend displaying several tabs to grantseekers, only the Portal tab and Questions are required.
Create a Request Form
Each application uses the Request object. To start creating an application:
1. From the App Launcher ( ), find and select Community Manager. 2. From Community Manager, click Design an Application/View existing Application. 3. Enter the name of the application you want your grantseekers to see in Enter New Form Name. 4. Click Create New.
This will open the Application Designer, where you can add tabs to collect information about your grantseeker.
Add a Portal Tab
After you create a Request, the Application Designer will open.
If you’re returning to an existing Request, navigate to Community Manager and click Design an Application/View existing Application. Select an existing form from the Open Existing dropdown then click Open.
1. In the Application Designer, click Add Tab, then select Portal Tab.
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2. Enter a Tab Name. For example, Application Details. 3. Enter a value in the Tab Sort Order to determine where this tab will appear. Enter 1 to display the
tab first on the portal. 4. Select Request from the Object Name dropdown. You won’t be able to edit the Object Name after
saving, so subsequent tabs you add must use the same object. 5. Click Save.
Create a Question
Questions are the heart of your grant application. Using Questions, you can ask grantseekers to provide your organization with important information to help determine whether or not their organization and mission fit the scope of your grant.
You can reuse questions across multiple applications. If you update a question in an application, it updates across all applications. Therefore, we recommend creating new questions for each application.
To add a question to your application:
1. In the Application Designer, click New to open the question record.
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2. In the Question field, enter the question to display to grantseekers. For example, How much funding is your organization requesting?
3. Optionally, enter pre-text that displays directly after your question. 4. Optionally, enter post-text that displays directly after the user’s input field. 5. Select the type of record:
○ Salesforce Data Type: The data that the grantseeker enters automatically populates a specified Inquiry or Request field.
○ Instruction: Only displays instructional text to grantseekers and does not allow for user input.
○ Attachment: Allows the grantseeker to upload a single attachment. See Create a Question Attachment for more information.
6. Click Save.
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7. After saving, several options appear: ○ Required? A grantseeker must answer this question before submitting the application. ○ Hide Pre-Text after submission? Hides the Pre-Text field once the application is
submitted. ○ Hide Post-Text after submission? Hides the Post-Text field once the application is
submitted. ○ Hide question from Reviewers? Hides the question from a Reviewer.
Create an Attachment Question
Some data you ask a grantseeker for, such as budgeting information from the previous year, is best added and viewed as an attachment. To add a question that allows a grantseeker to upload an attachment:
1. In the Application Designer, click New to open the question record. 2. In the Question field, enter the question or statement to display to grantseekers. For example,
Upload your mission and values statements. 3. Optionally, enter pre-text that displays before the question. For example, you can use this field to
add instructional text about how to upload an attachment. 4. Optionally, enter post-text that displays after the question. 5. Select Attachment as the Type, then click Save. 6. Optionally, enter a naming formula. This will generate a consistent file naming convention for
attachments uploaded to your portal. It requires the following considerations: ○ Uses the following characters only:
■ A through Z (upper and lowercase) ■ 0 through 9 ■ + (plus sign) ■ _ (underscore)
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■ ‘ (single quote) ○ Contains no spaces. ○ Does not contain standard Salesforce functions, such as TODAY().
Additional considerations for using the naming formula:
■ The formula can only reference fields on the object from the Object Name picklist. ■ Use API field names as opposed to field labels. ■ Use single quotes for static text. For example, ‘2021.’ ■ Use the plus sign (+) to concatenate the formula components. For example, if the
file name must include the request number and static text ‘_2010’, enter FGM_Base__Request_Number__c+’2020_2021’ in the formula field.
■ Add +FileName to include the original name of the file (including extension). If used, you must add it to the end of the formula, otherwise the naming won’t work.
7. Click Save Questions.
(Optional) Create a Related List With Tab
Use the Related List With Tab to allow grantseekers to add other relevant information that is out of the scope of the application. For example, grantseekers likely apply for and receive multiple awards every year. If your foundation requires this information for reporting, use the Related List With Tab to ask the grantseeker to outline additional grants received that year.
Note: The Related List With Tab does not support Attachment record types.
1. From Community Manager, open the appropriate application. 2. Click Add Tab, then select Related list with Tab. 3. Enter the Tab Name that users will see. For example, Payments. 4. Select the Object Name. This defaults to the object selected for this application (either Inquiry or
Request). 5. Enter a value in the Tab Sort Order to determine where this tab will appear. For example, enter 2 to
make this the second tab users see. 6. Select the Child Object to display on this tab.
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7. Determine how the tab records will display by selecting a Sort Field. For example, Scheduled Payment Date.
8. Set the sort order. 9. Optionally, select Show New Button to allow users to create new related list records. 10. Optionally, select Show Edit Link to allow users to edit related list records. 11. Optionally, select Show Delete Link to allow users to delete related list records. 12. Optionally, enter any Instruction Text for users. 13. Add the column(s) you want displayed on the related list.
a. Enter a Column Label. For example, Check Status. b. Enter a Column Field. For example, Status. c. Click Add Column to add columns as needed.
14. Click Save.
Create a Contact or Organization Profile Tab
Add the Contact and/or Organization Profile tab that you created earlier to the Grantee Dashboard.
1. From Community Manager, open an application you’re adding the Contact or Organization tab to.
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2. Click Add Tab then select either Contact Tab or Organization Profile Tab. 3. Enter a Tab Name. 4. Enter a value in the Tab Sort Order to determine where this tab will appear. For example, enter 3 to
make this the third tab users see. 5. Optionally, enter any Instructional Text for users. 6. Click Save.
(Optional) Create an IFrame Tab
Looking to add external content, such as a document management tool, to your application? The IFrame allows you to do just that!
1. From Community Manager, open an application you're adding the IFrame tab to. 2. Click Add Tab, then select IFrame Tab. 3. Enter a Tab Name. 4. Enter a value in the Tab Sort Order to determine where this tab will appear. For example, enter 4 to
make this the third tab users see. 5. Enter the URL of the website to display. 6. Click Save.
(Optional) Create an Inquiry A Inquiry, also known as a Letter of Inquiry (LOI), is the renamed Lead object that allows orgs to use an abbreviated application for grantseekers. Some orgs may choose to use both an application (Request) and an Inquiry.
Creating an LOI is similar to creating an application. You will need to:
● Create an Inquiry ● Add a Portal Tab ● Create a Question ● (Optional) Create an Attachment Question ● (Optional) Add Related List with Tab ● (Optional) Add an IFrame Tab
Create an Inquiry Form
Each Letter of Inquiry uses the Inquiry object. To start creating a Letter of Inquiry:
1. From the App Launcher ( ), find and select Community Manager. 2. Click Design an Application/View existing Application. 3. Enter the name of the inquiry you want your grantseekers to see in Enter New Form Name. 4. Click Create New.
Add a Portal Tab
After you create an Inquiry, the Application Designer will open.
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If you’re returning to an existing Inquiry, navigate to Community Manager and click Design an Application/View existing Application. Select an existing form from the Open Existing dropdown, then click Open.
1. In the Application Designer, click Add Tab, then select Portal Tab. 2. Enter a Tab Name. For example, LOI Details. 3. Enter a value in the Tab Sort Order to determine where this tab will appear. For example, enter 1 to
make this the first tab users see. 4. Select the Object Name, Inquiry (Lead), from the dropdown. You won't be able to edit the Object
Name after saving, so subsequent tabs you add must use the same object. 5. Click Save.
Create a Docket A Docket (Campaign) is used to facilitate the grant application. It links a Quiz to a Request or Inquiry, which is then displayed to users in the form of an application. It also displays active grant opportunities to grantseekers on the Explore Grant Opportunities tab.
Add Type Fields to the Docket
Before creating a Campaign, you need to add picklist values to FGM Docket page layout.
1. From Setup, click Object Manager. 2. Select Docket. 3. Click Fields & Relationships. 4. Select Type. 5. Scroll to the Campaign Type Picklist Values. You will see default values and custom values your
org has set up. Look for these values: Individual and Organization. If you already have them, you can skip the following steps.
6. Click New. 7. Enter Individual and Organization on two separate lines. 8. Select Docket to add these new values to the Docket (Campaign) object. 9. Click Save.
Note: We encourage you to deactivate any values that will not be used, such as Webinar and Conference.
Assign the Page Layout
1. From Setup, click Object Manager. 2. Select Docket. 3. Click Page Layouts. 4. Click Page Layout Assignments. 5. Click Edit. 6. Add Visibility, LOI Quiz, Application Quiz, and Email Contact. 7. Click Save.
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Create an Invite-Only Application
Some foundations want more control over who is applying for funding. An invite-only application allows foundations to send a link to select grantseekers. To create an invite-only application:
1. From the App Launcher ( ), find and select Dockets. 2. Click New. 3. For Docket Name, enter the same name you used for the application. 4. Select the Active checkbox. 5. Select Public for Visibility. 6. Select either Individual or Organization for the Type. This value is part of the search functionality
for the Explore Grant Opportunities tab. 7. Enter the email of the staff member who will receive emails from portal users via the Compose
Message feature in Email Contact. 8. Populate the LOI Quiz with a lookup value of the quiz that should create a LOI (Lead) record. 9. Populate the Application Quiz with a lookup value of the quiz that should create a Request
(Opportunity) record.
Note: The grantseeker will receive an error if the Application Type is Application Quiz and there is no Application Quiz value associated.
10. Select either Application Quiz or LOI Quiz as the Application Type. This is the type of record created when the user clicks Create Application on the portal.
11. Enter a description of the application that will help users understand its intended use. 12. Enter instructions for using the application. 13. Click Save.
Create an Open Application
Any grantseeker can apply for an open application; no invitation is required. To create an open application:
1. Click the App Launcher ( ), find and select Dockets. 2. Click New. 3. Enter the same name you used for the application for the Campaign Name. 4. Select the Active checkbox. 5. Select Public for Visibility. 6. Select either Individual or Organization for the Type. This value is part of the search functionality
for the Explore Grant Opportunities tab. 7. Enter the email of the staff member who will receive emails from portal users via the Compose
Message feature in Email Contact. 8. Populate the LOI Quiz with a lookup value of the quiz that should create a LOI (Lead) record. 9. Populate the Application Quiz with a lookup value of the quiz that should create a Request
(Opportunity) record.
Note: The grantseeker receives an error if the Application Type is Application Quiz and there is no Application Quiz value associated.
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10. Select either Application Quiz or LOI Quiz as the Application Type. This is the type of record created when the user clicks Create Application on the portal.
11. Enter a description of the application that will help users understand its intended use. 12. Enter instructions for using the application. 13. Click Save.
Enable Attachments for Submitted Applications
Ever forget to attach a PDF to an email? Instead of a grantseeker reapplying or sending you an email, the Enable Attachments for Submitted Appl custom setting allows grantseekers to add attachments after an application is submitted. To enable this feature:
1. Click , then click Setup. 2. Enter Profiles in the Quick Find box, then select Profiles. 3. Click the Grantee Portal user profile. For example, fC Partner Community User. 4. Find the Quiz Question under Custom Field-Level Security and click View. 5. Click Edit. 6. Select Read Access and Edit Access for the field Can upload after submission.
7. Click Save.
(Optional) Create an Eligibility Quiz The Eligibility Quiz (Quiz) is a set of questions that help foundations filter out prospective grantseekers whose organization or projects do not meet the foundation’s criteria. The information entered and submitted are not stored in Salesforce. To create an Eligibility Quiz, follow these steps:
● Create a Quiz ● Create Quiz Question(s) ● Create Question Responses ● Create a Quiz URL
Create a Quiz
Prerequisites
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Before you can create a quiz, you need to grab the Grantee Community and Application URLs. If you have those handy, go to Create an Eligibility Quiz.
To find the Grantee Community URL, in Setup search for then select All Communities. The URL is next to the community name.
To find the Application URL:
1. From the App Launcher ( ), find and select Dockets. 2. Select the All Active Dockets list view.
3. In the row for the campaign associated with the application, click , then click Edit.
The Application URL is listed in the Application URL field. If you don’t see the field, you may need to add it to your page layout.
Create an Eligibility Quiz
1. From the App Launcher ( ), find and select Quizzes. 2. Click New. 3. Select Quiz, then click Next. 4. Enter a Quiz Name that reflects the purpose of the quiz. For example, Funding Inquiry. 5. Enter a Success URL. This will be a combination of your Grantee Community URL and the
Application URL, which will direct the grantseeker to your application. For example: test-developer-edition.na112.force.com/FGM_Portal__CommunitySignin?retUrl=/apex/FGM_Portal__CommunityApplication?id=7013i000000DdAK
6. Enter a Failure URL to direct a grantseeker who does not select an Accepted Response to a Quiz QuestionThis is a combination of your Grantee Community URL and /FGM_Portal__CommunitySignupRejected. For example, test-developer-edition.na112.force.com/FGM_Portal__CommunitySignupRejected
7. Enter Introduction Text to explain the purpose of the Eligibility Quiz. 8. Select Active. 9. Click Save.
Create a Question
You can create Questions directly from the Quiz itself. See Create a Question for additional details.
Create Question Responses
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1. From the App Launcher ( ), find and select Questions. 2. Click New. 3. Select Quiz, then click Next. 4. Select Active. 5. Choose either SingleSelect (user can select only one answer) or MultiSelect (user can select more
than one answer) from Type. 6. Optionally, add instructional text to the Help Tip explaining the question to the user. 7. Optionally, add Pre-Text to display directly after your question. 8. Enter the Question. 9. Optionally, add Pre-Text to display directly before the user’s input field. 10. Optionally, add Post-Text to display directly after the user’s input field.Leave Post-Text blank. 11. Enter Error Text to display when the user answers a question incorrectly. 12. Select the Quiz to associate the question response to. 13. Click Save.
Associate Questions with a Quiz
1. From the Quiz record, find the Quiz Questions related list and click New.
2. Select the Question record to associate with the Eligibility Quiz (Quiz). 3. Leave the Quiz field pre-populated to Quiz. 4. Enter a numeric value in the Sort Order to control where the question appears on the Quiz. For
example, enter 1 to make this question always appear first. 5. Optionally, select Required? to make the question mandatory. 6. Optionally, select Can upload after submission if you want to allow grantseekers to upload
attachments after completing the Quiz. 7. Optionally, select Hide question from Reviewers if you want this question hidden from reviewers. 8. Click Save.
Repeat for all questions needed for the Quiz.
Create a Quiz URL
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The final step to creating an eligibility quiz is to create a quiz URL that you can send to prospective grantseekers.
1. From the App Launcher ( ), find and select Quizzes. 2. Select All as the list view. 3. Click the Quiz Name to open the record. 4. Find the Quiz record ID from the URL. 5. The Eligibility Quiz URL is a combination of the Grantee Community URL,
fgm_portal__CommunitySignupQuiz?id =, and the Quiz record ID. For example, test-developer-edition.na112.force.com/fgm_portal__CommunitySignupQuiz?id=a0o3i000000QwkzAAC
(Optional) Set Up Amendments Amendments allow grantseekers to make modifications to data they've already submitted, such as their application or Contact information. You can decide what kind of data grantseekers can amend. Possible amendable objects are Request (Opportunity), Contact, and Organization (Account).
Note: Amendments don’t override original data. Review submitted Amendments and make approved updates manually in Salesforce.
To make an object amendable, custom fields are required on the Amendment object. For example, the Amount Requested is a field on the Request object allowing grantseekers to enter a requested monetary amount. After an application is submitted, a grantseeker may need to make an adjustment to this field. You can create a custom field called Amount Requested Amended to reflect the adjusted amount.
Note: We recommend appending "Amended" to each custom field name you create to hold amended data. For example, using Amount Requested Amended to easily identify between the original field and the proposed amended field.
Create Custom Fields to Hold Amended Data
Amended data is stored in custom fields that you create on the Amendment object. For example, if you want a grantseeker to be able to modify the Amount Requested field, you will need to create a new custom currency field on the object. The data type you choose for each custom field should match the data type of the field that holds the original data. In this case, the Amount Request field is Currency(16,2) datatype, so the Amount Request Amended should also be Currency(16,2) datatype.
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See Create Custom Fields in Salesforce Help for instructions on creating a new custom field.
Create the Amendment Page Layout
This step is different from previous page layout sections since we are not updating the object’s page layout, but creating a custom page layout via Community Manager that displays the Amendments page. Values submitted here will save as a Quiz record.
1. From the App Launcher ( ), find and select Community Manager. 2. Click Design PageLayout/View existing page layout. 3. Click Continue. 4. Select Amendment from the Objects list. 5. Select Grantee as the Portal Type. 6. Choose either Opportunity or Organization as the Record Type.
a. Opportunity: Allows Amendments to be made to the Request. b. Organization: Allows Amendments to be made to the organization data.
7. Click Create New.
Now, you can begin designing the Amendments page. We recommend adding a Portal Tab and adding a question for each field you want to display to your grantseekers.
Enable Amendments for Requests
Amendments on the Request object are controlled by the IsAmendmentRequest Enabled custom setting. Enabling this custom settings displays an Amend icon to users on their Request.
1. Click , then click Setup. 2. Enter Custom Settings in the Quick Find box, then select Custom Settings. 3. Click Manage next to Community Setting. 4. Click New. 5. Enter IsAmendmentRequestEnabled in the Name field. 6. Select IsEnabled. 7. Click Save.
Enable Amendments for Contact and Organization
Amendments on the Organization (Account) and Contact objects are controlled through profile permissions.
By default, users have edit access to their profile information on the Contact and Organization objects. Out of the box, they have an Edit button to update their information. Creating an Amendment for the Contact and Organization objects gives the data a place to sit until an administrator approves the changes. Instead of seeing Update on their Contact or Organization tab, a user will have a Change Request option instead.
To enable amendments for Contact and Organization:
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1. Click , then click Setup. 2. Enter Profiles in the Quick Find Box, then select Profiles. 3. Click Edit next to the community user profile. For example, fC Partner Community User. 4. Scroll down to Contacts and/or Organization (Account), then remove edit access from the object(s). 5. Click Save.
(Optional) Set Up Explore Grant Opportunities Enable the Explore Grant Opportunities functionality to allow grantseekers to search for available applications in your portal.
1. Click , then click Setup. 2. Enter Custom Settings in the Quick Find box, then select Custom Settings. 3. Click Manage next to Community Setting. 4. Click New. 5. Enter ShowExploreGrantOpportunitySearch in the Name field. 6. Select IsEnabled. 7. Click Save.
(Optional) Set Up GuideStar Nonprofits import their organizational data to your org without leaving the Grantee Portal. Your organization must have a GuideStar Essentials API subscription first before continuing through set up.
Create a Named Credential
A named credential is required for GuideStar to function. Before you set up the GuideStar named credential, you need the email address associated with the GuideStar account and the primary key.
To set up the named credential:
1. Click , then click Setup. 2. Enter Named Credentials in the Quick Find box, then select Named Credentials. 3. Click New Named Credential. 4. Enter Guide_Star_Credential as the Label. 5. Tab to the Name field. Guide_Star_Credential automatically populates. 6. Enter https://apidata.guidestar.org/essentials/v1 in the URL. 7. Select Named Principal as the Identity Type. 8. Select Password Authentication as the Authentication Protocol. 9. Enter the email address associated with the GuideStar Essentials API account. 10. Enter the primary key in Password. 11. Deselect Generate Authorization Header. 12. Select Allow Merge Fields in HTTP Header.
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13. Click Save.
Configure GuideStar Field Mapping
Map three fields: GuideStar Portal User, GuideStar Contact, and GuideStar Organization.
1. From the App Launcher ( ), find and select Community Manager. 2. Click Configure GuideStar Field Mapping. 3. Map GuideStar fields to corresponding Salesforce fields. For example, select Organization Legal
Name as the Primary Organization Name to map to. This pulls the nonprofit’s organization legal name listed in GuideStar into your Grantee Portal.
4. Click Save. 5. Repeat for GuideStar Contact and GuideStar Organization.
Activate the Community Activating your community is the last step to configuring the Grantee Portal. This is when your portal goes live! Make sure your porta—as well as you and your staff—are ready before activating. To activate the community:
1. Click , then click Setup. 2. Enter All Communities in the Quick Find box, then select All Communities. 3. Click Workspaces for your community. 4. Click Administration. 5. Click Activate Community.
(Optional) Set Up Community Collaboration Community collaboration is an optional feature to allow a grantseeker to invite other users to the community to collaborate on an application that is in progress.
Note: You need to enable community collaboration for each application record.
About the Invitation Process
The invitation process in community collaboration is started by a Grantee Portal user who clicks the Community Collaboration Portal tab on an in progress application, then selects either Invite New Members or Search/Add Members.
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Search/Add Members lets the user search for existing Grantee Portal users affiliated with their organization. These users will have their own Contact record and be affiliated with the Organization (Account).
Invite New Members allows the user to invite new users to collaborate in the Grantee Portal, such as internal employees or external people like consultants. When inviting a new user, the inviting user’s Portal User record copies the following fields to the invitee’s new Portal User record:
● Zip code (FGM_PortalZip_Code__c)
● Country (FGM_PortalCountry__c)
● City (FGM_PortalCity__c)
● EIN (FGM_PortalEIN__c)
● Fax (FGM_PortalFax__c)
● State (FGM_PortalState__c)
● Street (FGM_PortalStreet_New__c)
Note: As a best practice, we recommend adding all address fields to the Portal User Invite Opportunity
Team Member Fields fieldset and marking them as required. Otherwise, address data may be populated
from two different sources: the inviting user’s Portal User data and the values manually entered by the
inviting user.
Define Team and Contact Roles
Before enabling community collaboration on the portal, you need to define roles grantseekers can assign to themselves and other Team Members. There are two types of roles: Team roles and Contact roles. These appear as two separate fields in the Grantee Portal.
The Team role gives the grantseeker read/write privileges to applications, and is required to invite new users to the portal. A user can only have one Team role. The Contact role is required to use reporting. A user can have more than one Contact role. Contact roles display publicly to external users.
(Optional) Add Team Roles
We recommend reviewing the default roles in your org to determine if you want to create new roles that align better with your foundation.
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Note: When a new Team Member is invited to collaborate or a new Request (Lead) is created, they are assigned the first active role from this list. You’re able to reorder this list, and collaborators can update this role, if needed.
To create new Team roles:
1. Click , then click Setup. 2. Enter Team Roles in the Quick Find box, then select Team Roles. 3. Click New. 4. Enter a Team role, such as Nonprofit Staff. 5. Click Save.
(Optional) Add Contact Roles
We recommend reviewing the default roles in your org to determine if you want to create new roles that align better with your foundation.
Note: When a new Team Member is invited to collaborate or a new Request (Lead) is created, they are assigned the first active role from this list or the set default value. You’re able to reorder this list, and collaborators can update this role, if needed.
To create new Contact roles:
1. Click , then click Setup. 2. Enter Contact Roles in the Quick Find box, then select Contact Roles on Opportunities. You
will see a list of default roles. 3. Click New. 4. Enter a Contact role, such as Executive Director. 5. Note the default roles in the Opportunity Contact Role Picklist.
Create the Community Collaboration Portal Tab
You can add a Community Collaboration tab to your Grantee Dashboard so that other Team Members can contribute to an application.
1. From the App Launcher ( ), find and select Community Manager. 2. Click Design an Application/View existing Application. 3. Select an existing form from the Open Existing dropdown, then click Open. 4. Click Add Tab, select Related List with Tab. 5. Populate the following fields:
a. Tab Name: Enter a portal tab title. For example, Collaborators. b. Object Name: This will default to the previously selected value and cannot be changed. c. Tab Sort Order: Order in which this tab displays, for example enter 5 to show the tab as
the fourth tab in your portal. d. Child Object: Select Opportunity Team Member.
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e. Sort Field: Field on the Child Object by which all records will be sorted. For example, Team Role.
f. Sort Field Order: Order in which the records are displayed based on the values in the Sort Field. Select Ascending or Descending.
g. Select Show New Button. h. Select Show Edit Link. i. Select Show Delete Link. j. Instruction Text: Enter any instructional text that will be helpful to the end user.
6. Add columns to display on the page. If you cancel or save before adding at least one column, the tab will not save. Complete the following fields:
a. Column Label: Enter the field caption to display to the user. For example, Role. b. Column Field: Select the child object to display to the user. For example, Team Role.
7. Click Add Column to add columns as needed.
8. Click Save. 9. Select the new tab on the Application Designer then click New. 10. Select Salesforce Data Type as the Type, then User ID as the Field. 11. Click New once more. 12. Select Salesforce Data Type as the Type, then Team Role as the Field. 13. Click Save, then Save Questions.
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You can also enable multiple roles per Contact by creating a third field on this tab. To do this:
1. Select New. 2. Select Salesforce Data Type as the Type. 3. Select Additional Roles as the Field. 4. Click Save.
Add additional questions or instruction questions needed for the invitation process, if necessary. Attachment questions can’t be added to this tab; if added, the question won’t display in the Grantee Portal.
Set Up Invitation Email Template
Once your community collaborators are set up, you can invite them to collaborate. Use an email template to automatically generate login information to send to new users.
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1. Click , then click Setup. 2. Enter Classic Email Templates in the Quick Find box, then select Classic Email Templates. 3. Click the Folder dropdown and select FGM Portal Email Templates.
4. Click New Template. 5. Select HTML (using Classic Letterhead), then click Next. 6. When the New Template page opens, populate the following fields:
○ Folder: Change this if you want to store the template in a different folder. ○ Available for Use: Select this box. ○ Email Template Name: Enter Community Invite - Grantee. ○ Template Unique Name: Will automatically populate based on the value entered into
Email Template Name. ○ Classic Letterhead: If you’re using a letterhead, select it from the picklist. ○ Email Layout: Select Free Form Letter. ○ (Optional) Description: Enter a description for the template. ○ Subject: We recommend a subject that clearly identifies your organization. For example,
OrganizationName Grantee Community - Invitation. 7. Click Next to open the template edit page. 8. Copy and paste the following into the Content field. Modify the content to meet your organization’s
specific needs, if necessary, or create your own. Note: Before moving the message into the Content field, copy and paste it into a plain text editor. This removes all formatting. We also recommend double-checking any URL used for extra spaces.
Hello,
{!IF(true,FGM_Portal__Portal_User__c.FGM_Portal__FirstName__c,FGM_P
ortal__Portal_User__c.FGM_Portal__LastName__c)},
You have been invited by
{!FGM_Portal__Portal_User__c.FGM_Portal__Organization_Legal_Name__c
} to collaborate on their application. Before you can get started,
please complete your registration process by clicking the following
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link:
https://{!FGM_Portal__Portal_User__c.FGM_Portal__Domain__c}/FGM_Por
tal__CommunitySignupConfirm?id={!FGM_Portal__Portal_User__c.Id}&cod
e={!FGM_Portal__Portal_User__c.FGM_Portal__Confirmation_Code__c}
Thanks,
{!Organization.Name}
9. Click Next. 10. Click Copy text from HTML version if you want a text-only version of this email. 11. Click Save.
Set Up Invitation Workflow Now that the template is set up, a workflow can be created to send the email. Create a workflow rule to automatically send the invitation email when a new collaborator is requested on an application.
1. Click , then click Setup. 2. Enter Workflow in the Quick Find box, then select Workflow Rules. 3. Click New Rule. 4. Select Portal User as the Object and click Next. 5. Enter Community Invite - Grantee as the Rule Name. 6. Optionally enter a description. 7. Under Evaluation Criteria select created, and every time it’s edited. 8. Under Rule Criteria change the picklist to formula evaluates to true and paste the following into
the formula field:
AND(NOT(ISBLANK(FGM_Portal__Email__c)),
NOT(ISBLANK(FGM_Portal__Confirmation_Code__c)), OR(ISNEW(),
ISCHANGED(FGM_Portal__Confirmation_Code__c)),NOT(INCLUDES(FGM_Porta
l__User_Profile__c ,'Reviewer')),RecordType.Name == 'Opportunity
Team Member', FGM_Portal__GrantedPortalAccess__c)
9. Click Check Syntax to ensure there are no errors in the formula. a. If you get the error “Function ISNEW may not be used in this type of formula,” go back to
Evaluation Criteria and ensure created, and every time it’s edited is selected. 10. Click Save & Next. 11. Expand the Add Workflow Action picklist, then select New Email Alert. 12. When the New Email Alert page opens, populate the following fields:
a. Description: Community Invite - Grantee b. Unique Name: This will auto-populate based on the value entered into Description. c. Email Template: Enter or select the email verification template you just
created,Community Invite - Grantee. d. Recipient Type: Change the Search value to Email Field. This will update the values in the
Available Recipients picklist. e. Selected Recipients: Add Email Field: Email.
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f. (Optional) Additional Emails: If applicable, add up to five email addresses to notify when this email is sent.
13. Click Save, then Done. 14. When the workflow rule detail page opens, click Activate.
(Optional) Configure the Grantee Budget Module The Grantee Budget Module allows foundations to capture budgetary requirements from grantseekers, and budget updates from grantees. Grantseekers and grantees can use the Grantee Budget Module to:
● Submit proposed budgets in their application ● Define grant amounts for multi-year projects ● Print budget details ● Submit updates on awarded grants through the grantee reporting process
The Budget Module is also flexible for your team. Grant managers and administrators can:
● Define budget categories and subcategories for better reporting ● Add or remove budget categories as needed ● Add a budget tab to your grant application(s) ● Add a budget tab to any grantee report
If your organization uses external reviewers, they can:
● View budget details on the existing Application Details tab ● Print budget details as part of the existing Print functionality
This Budget Module only supports Requests (Opportunities) at this time, not Inquiries (Leads).
Grantee Budget Module Terminology
Term Description
Grantee Budget* Outlines how much funding a grantseeker requires for specific budget categories.
Grantee Budget Category* Defines budget categories, such as 1099 (U.S. Consultants), Non-U.S. Consultants, 'Legal Services, etc.
Grantee Budget Tab Adds a Budget tab to an application using a Related List Controller.
Grantee Budget Configuration*
Defines the relationship between an application and its related budget categories. This populates when the Grantee Budget tab is configured. A child object of Quiz.
Grantee Budget Line Item* Captures a grantseeker’s budget entry for a specific request, budget year, and sub-category. A junction object of Grantee Budget and
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Request. There may be more than one Grantee Budget Line Item defined for any given request or year.
Grantee Budget Update* Provides updates for a specific request, budget year, and sub-category. A child object of Grantee Report. Similar to an Amendment, any updates are separate from the original budget value; original values are never modified by this process.
* Indicates a custom object.
Create Grantee Budget Categories Before you can add the Grantee Budget tab to an application, you must define Budget categories and subcategories. First, you’ll define a tab for Grantee Budget Categories.
1. Click , then click Setup. 2. Enter Tabs in the Quick Find box, then select Tabs. 3. Click New. 4. Select Grantee Budget Category from the Object dropdown. 5. Click the magnifying glass beside the Tab Style field to select your preferred tab icon. 6. Leave Splash Page Custom Link set to --None--. 7. Optionally, enter a Description. 8. Click Next, then click Next. 9. In Add to Custom Apps, select to include the tab in fC Budgeting. 10. Click Save.
Next, create your Grantee Budget categories.
1. Click the App Launcher ( ). 2. Search for then select Grantee Budget Categories tab. 3. Click New. 4. Populate the following fields:
a. Grantee Budget Category Name: Enter the name of your first category. For example, Salaries.
b. Active: Select the checkbox. c. Parent Category: If this is a child category, enter the name of the parent. Otherwise, leave
it blank. 5. Click Save. 6. Repeat for your remaining categories.
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Create the Grantee Budget Tab A Grantee Budget tab allows you to define a central location for the grantseeker to outline how much funding they require for the specified budget categories.
1. From the App Launcher ( ), find and select Community Manager. 2. Click Design an Application/View existing Application. 3. Select the application where you want to add the tab from the Open Existing dropdown. 4. Click Open. 5. Click Add Tab, then select Grantee Budget Tab. 6. Enter a Tab Name. This will display to the user. An example would be Project Budget. 7. Enter a numeric value in the Sort Order to control where the tab displays. For example, if you want
the tab to appear third, enter 3. 8. The Object Name defaults to Request and cannot be changed. 9. Optionally, enter any information in the InstructionText that will be helpful to the end user.
10. Choose the categories to display to the applicant: a. Category: Select a parent category from the list. b. Sub Category: Select a child category. c. Sort Order: Enter 1. d. Click Add.
11. Repeat the previous steps to add the remaining categories. Remember to increment the Sort Order value.
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12. Click the Save button.
Create the Grantee Budget Update Tab A Grantee Budget Update tab adds a location on the Grantee Portal for grantees to outline how much funding they’ve spent for each specified budget category. The corresponding Grantee Budget Update records are created automatically on awarded grants when the Setup Reports wizard is run.
1. Navigate to the grantee report you want to add the Grantee Budget Update tab to. 2. Click Add Tab then select Grantee Budget Update Tab. 3. On the Grantee Budget Update Tab dialog, populate the following fields:
a. Tab Name: The caption displayed to the user, for example, Project Budget. b. Tab Sort Order: Order in which this tab will be shown, for example, 3. c. Parent Object: Defaults to Grantee Report and cannot be changed. d. InstructionText: Enter any instructional text that will be helpful to the user.
4. Click Save.
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Define the Grantee Report Sort Order The Expenditures to Date field calculates the sum of all the Grantee Budget Update records that are chronologically prior to and inclusive of the Grantee Report being viewed. For example:
Budget Update Expenditure to Date Expenditure to Date Calculation
Grantee Report #1 $100 $100 $100 (current update) + $0 (no previous expenditures)
Grantee Report #2 $200 $300 $200 (current update) + $100 (previous expenditures)
Grantee Report #3 $300 $600 $300 (current update) + $100 + $200 (previous expenditures)
The system administrator must define a field by which reports are chronologically ordered. Otherwise, portal users will encounter an error when they attempt to save a budget update record. To define the date field for ordering Grantee Reports:
1. Click , then click Setup. 2. Enter Custom Settings in the Quick Find box, then select Custom Settings. 3. Click Manage beside Global Portal Settings. 4. Click Edit. 5. Populate the Grantee Report Order By field with the API name of the date field to use in
determining chronological order. Some examples may be FGM_Base__Due_Date__c, FGM_Base__Submission_Date__c, or a custom field created for your unique business process.
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6. Click Save. Important: If the Grantee Report Order By field is left blank or the field inserted is not a Date field type, users will encounter an error when attempting to provide a Budget Update on a Grantee Report.
(Optional) Configure the Recommender Portal The Recommender Portal allows you to solicit external feedback about grantseekers within your org. Recommenders access the Recommender Portal as a guest user with no login required.
A few important things to keep in mind when setting up the Recommender Portal:
● Because recommenders are guest users, they will need to access the record they are contributing to through a URL.
● The Recommender Portal is supported on a single page layout, which does not support multiple tabs.
● For a recommender to enter feedback about the grantseeker, attachments should be uploaded on the same tab the recommender provides their recommendation.
● The recommendation's status will be automatically set to either: ○ In Progress — the recommendation is saved by the recommender, but not yet submitted.
The record remains editable. ○ Submitted — the recommendation is submitted by the recommender and is no longer
editable.
Add Recommendation Custom Fields
The Recommendation URL custom field is required to use recommendations. This allows the recommender to directly access the recommendation record to provide their feedback.
1. Click , then click Setup. 2. Click Object Manager. 3. Click Recommendations. 4. Click Fields & Relationships, then click New. 5. Select URL as the field type, then click Next. 6. Enter Recommendation URL as the field label. 7. Tab to autofill Field Name. 8. Optionally, enter a Description. 9. Optionally, enter Help Text. 10. Enter a formula to allow the recommender to access the recommendation URL. For example,
[Grantee Portal Domain Name]/FGM_Portal_Recommendation?id= & Id.
Add additional custom fields to allow your recommenders to provide a well-rounded recommendation for the grantseeker. For example, “How long have you known the applicant?”
Create the Applicant Page Layout
1. From the App Launcher ( ), find and select Community Manager.
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2. Click Design an Application/View existing Application. 3. Create a new LOI/application page layout or open an existing one. 4. Add a Related List with Tab for the Recommendation object. See Create a Related List with Tab
for detailed instructions. 5. Add a question for each field you want to display to the applicant. See Create a Question for
detailed instructions.
Create the Recommender Page Layout
1. From the App Launcher ( ), find and select Community Manager. 2. Click Design PageLayout/View existing page layout. 3. Select Recommendation from the Select Object picklist. 4. Select Grantee as the Portal Type. 5. Select Recommendation as the Record Type. 6. Click Create New. This will open the Page Layout Designer.
Similar to the Grantee Portal, begin adding tabs, starting with the Portal tab. Add a question for each field you want to display to the recommender. Repeat for additional record types.
Set Up Recommendation Notification Email
1. Click , then click Setup. 2. Enter Classic Email Templates in the Quick Find box, then select Classic Email Templates. 3. Click the Folder dropdown and select FGM Portal Email Templates.
4. Click New Template. 5. Select HTML (using Classic Letterhead), then click Next. 6. When the New Template page opens, populate the following fields:
a. Folder: Change this if you want to store the template in a different folder. b. Available for Use: Select this box. c. Email Template Name: Enter Recommendation Invite. d. Template Unique Name: Automatically populates based on the value entered into Email
Template Name.
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e. Classic Letterhead: If you are using a letterhead, select it from the picklist. f. Email Layout: Select Free Form Letter. g. (Optional) Description: Enter a description for the template. h. Subject: We recommend a subject link that clearly identifies your organization. For
example, OrganizationName Recommendation Invite. 7. Click the Next button to open the template edit page. 8. Copy and paste the following into the content field. Modify the content to meet your organization’s
specific needs, if necessary. You can also create your own! Note: Before you enter this message into the Content field, copy and paste it into a plain text editor. This removes all formatting. We also recommend double-checking any URL used for extra spaces.
Dear {!FGM_Portal__Recommendation__c.Recommender_s_Full_Name__c}:
{!Organization.Name} has received a grant request from
{!FGM_Portal__Recommendation__c.Applicant_Name__c} on which you have been
listed as a reference.
Our organization uses an online grants management system called
foundationConnect to gather information related to proposals for funding.
Please use the following link to access the recommendation record (no
user name or password required):
{!FGM_Portal__Recommendation__c.Recommendation_URL__c}.
Your recommendation will be acknowledged via email as soon as it is
submitted.
If you need assistance in accessing the recommendation or have questions
about the application, feel free to contact me at [email protected]
or (555) 555-5555.
Sincerely,
Jane Doe, Grants Manager
{!Organization.Name}
9. Click Next. 10. Click Copy text from HTML version if you want a text-only version of this email. 11. Click Save.
Set Up Recommendation Notification Workflow Now that the template is set up, a workflow can be set up to send the email.
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1. Click , then click Setup. 2. Enter Workflow in the Quick Find box, then select Workflow Rules. 3. Click New Rule. 4. Select Recommentation as the object, and click Next. 5. Enter Recommendation Invite as the Rule Name and enter a description. 6. Under Evaluation Criteria select created, and every time it’s edited. 7. Under Rule Criteria change the picklist to formula evaluates to true and paste the following into
the formula field:
Note: Before you enter this message into the Content field, copy and paste it into a plain text editor. This removes all formatting. We also recommend double-checking any URL used for extra spaces.
AND(
ISNULL( FGM_Portal__Recommender_Email__c ) = False
,ISPICKVAL(FGM_Portal__Status__c , "New")
,FGM_Portal__Is_Community_Record__c = TRUE
)
If you’re using the Send Now functionality, paste the following into the formula field:
AND(
ISPICKVAL( Send_Now__c , 'Yes')
,ISBLANK( FGM_Portal__Recommender_Email__c ) = FALSE
,ISPICKVAL( FGM_Portal__Status__c , 'New')
,FGM_Portal__Is_Community_Record__c = TRUE
)
8. Click Check Syntax to ensure there are no errors. a. If you get the error “Function ISNEW may not be used in this type of formula,” go back to
Evaluation Criteria and ensure created, and every time it’s edited is selected. 9. Click Save & Next. 10. Expand the Add Workflow Action picklist, then select New Email Alert. 11. On the New Email Alert page, populate these fields:
a. Description: Recommendation Invite. b. Unique Name: Auto-populates based on the value entered into Description. c. Email Template: Enter or select the email verification template you just created,
Recommendation Invite. d. Recipient Type: Change the Search value to Email Field. This updates the values in the
Available Recipients picklist. e. Selected Recipients: Add Email Field: Email. f. (Optional) Additional Emails: If applicable, add up to five email addresses to notify when
this email is sent. 12. Click Save, then Done.
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13. When the workflow rule detail page opens, click Activate.
Set Up Recommendation Receipt Email
1. Click , then click Setup. 2. Enter Classic Email Templates in the Quick Find box, then click Classic Email Templates. 3. Click the Folder dropdown and select FGM Portal Email Templates.
4. Click New Template. 5. Select HTML (using Classic Letterhead), then click Next. 6. On the New Template page, populate these fields:
a. Folder: Change this if you want to store the template in a different folder. b. Select Available for Use. c. Email Template Name: Enter Recommendation Confirmation Receipt. d. Template Unique Name: Automatically populates based on the value entered into Email
Template Name. e. Letterhead: If you’re using a letterhead, select it from the picklist. f. Email Layout: Select Free Form Letter. g. (Optional) Description: Enter a description for the template. h. Subject: We recommend a subject that clearly identifies your organization. For example,
OrganizationName Recommendation Confirmation Receipt. 7. Click Next to open the template edit page. 8. Copy and paste the following into the Content field. Modify the content to meet your organization’s
specific needs, if necessary. You can also create your own! Note: Before you enter this message into the Content field, copy and paste it into a plain text editor to remove all formatting. We also recommend double-checking any URL used for extra spaces.
Dear {!FGM_Portal__Recommendation__c.Recommender_s_Full_Name__c}:
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This email is to confirm receipt of your recommendation on {!Today} for
{!FGM_Portal__Recommendation__c.Applicant_Name__c}.
Sincerely,
Jane Doe, Grants Manager
{!Organization.Name}
9. Click Next. 10. Click Copy text from HTML version if you want a text-only version of this email. 11. Click Save.
Set Up Recommendation Receipt Workflow Now that the template is set up, a workflow can be set up to send the email.
1. From Setup, enter Workflow then select Workflow Rules. 2. Click New Rule. 3. Select Portal User as the Object and click Next. 4. Enter Recommendation Confirmation Receipt as the Rule Name and optionally enter a
description. 5. Under Evaluation Criteria select created, and every time it’s edited. 6. Under Rule Criteria change the picklist to formula evaluates to true and paste the following into
the formula field:
Note: Copy and paste this message into a plain text editor prior to the content field. This removes all formatting.
AND(
ISNULL( FGM_Portal__Recommender_Email__c ) = False
,ISPICKVAL(FGM_Portal__Status__c , "Submitted")
)
7. Click Check Syntax to ensure there are no errors. a. If you get the error “Function ISNEW may not be used in this type of formula,” go back to
Evaluation Criteria and ensure created, and every time it’s edited is selected. 8. Click Save & Next. 9. Expand the Add Workflow Action picklist, then select New Email Alert. 10. On the New Email Alert page, populate these fields:
a. Description: Recommendation Invite. b. Unique Name: Auto-populates based on the value entered into Description. c. Email Template: Enter or select the email verification template you just created,
Recommendation Confirmation Receipt. d. Recipient Type: Change the Search value to Email Field. This will update the values in the
Available Recipients picklist. e. Selected Recipients: Add Email Field: Email.
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f. (Optional) Additional Emails: If applicable, add up to five email addresses to notify when this email is sent.
11. Click Save, then Done. 12. When the workflow rule detail page opens, click Activate.
Additional Resources The Legacy foundationConnect Grantee Community Configuration Guide is available to continue to support our legacy users, however, some sections may display unsupported or unrecommended functionality. For additional support, see How do I log issues and get support for foundationConnect?
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