Reviews

You can assign proposal Requests to staff members or external experts for review. The Review record tracks the Request being reviewed, the person performing the review, dates associated with the Review (such as the due date), and the reviewer’s feedback.

Note: This module is optional. Contact your sales representative to add it.

You can add one or more reviewers to a Request, and set guidelines/requirements for Reviews (see Review rules) or place them in a specific sequence (see Review stage setup).

Note: You must have Client Administrator Role privileges to assign a staff member to a proposal.

To assign a Reviewer to a Request:

  1. Search for the Request you want to add Reviews to.

  2. Select its menu , View Record.

  3. On the Request record edit form, select Manage reviewers. You will see a list of all current reviewers.

  4. A wizard will open, and prompt you to fill out four sections of information:

    • 1 - Stage: Choose the part of a sequence that the Review will begin in. These are defined in

    • 2 - Assign Reviewers: You can add reviewers by searching by last name or selecting a committee. You can click Edit to open the Edit selected reviewers table. This table can be used to remove reviewers (select , Remove) or set the following dates (select the date's cell in the table):

      • Due Date: When the Review is expected to be submitted by.

      • Acceptance Due Date: When an Invited Review is expected to be accepted by.

        Note: This only applies to Reviews whose Stages are set to be Invited.

      • Visible From: When the Reviewer will be able to see the Review on the Reviewer Portal.

      • Visible To: When the Reviewer will no longer be able to see the Review on the Reviewer Portal. This is useful for removing the Review from the Reviewer Portal without having to delete the Review.

      Warning: Clicking in the Selected reviewers table directly (i.e. not clicking the Edit button) will remove the reviewer.

    • 3 - Notifications: Complete the Notifications preferences (as configured in Control Panel > Settings > Reviews > Manage global review notification settings).

    • 4 - Confirm: Review the information you've entered, then select Create reviews.

If you're set up to perform Reviews in Grantmaking, you should see dashboard parts related to Reviews on your Dashboard. Double-click any Review record to see the review history, reassign reviewers, generate an email or letter, or to complete your feedback and review data.

You (or another internal reviewer) may need to approve or decline the Request you have reviewed, depending on your position in the review sequence and your selection in the “Yes/No” feedback field.

Note: External reviewers cannot approve or decline Requests in any circumstances.

Your vote in the Yes/No field on the Review edit form indicates your decision on whether or not the Request should be approved.

If you do not have permission to decline Requests, you are not able to submit a Review with a “No” vote.

If you do not have permission to approve Requests, you are not able to submit a final Review with a “Yes” vote. You are able to submit your Review once another reviewer has been added to the sequence, either by the proposal owner or by you (if you have the appropriate permissions).

When you are the final reviewer in a sequence and you submit a Review with a “Yes” vote (or you are a Grants Manager and select Approve Proposal in the proposal's Actions menu), you need to approve the Request you reviewed.

Complete the fields available on the Request Approval dashboard part, and then click Approve to complete the approval.

If you select Decline Proposal in the proposal's Actions menu, complete the fields available on the Request Declination page, and then select Decline to complete the declination.

External reviewers are non-staff people, often experts in the type of endeavor you're considering funding, who advise grantmakers by reviewing specific proposals. In Grantmaking, these outside or external reviewers are saved as Contact records. Proposal owners may add external reviewers and request their review of a specific proposal.

Adding an external reviewer means adding a new Contact.

Note: If a Contact record for the person already exists, you can edit the record to grant reviewer access.

From your Dashboard, select Add new record, Contact, then fill out the Contact form.

When granting a Contact review access, you must:

  • Select the Reviewer Portal Access check box and select the Reviewer type.

  • Enter a valid email address.

    Note: This email address must be unique among Contacts' email addresses in your Grantmaking system.

Save the new or updated Contact record.

The next time you add a Review for that Contact, Grantmaking sends an email with login information to the Contact, who can then log in to Grantmaking and complete reviews.