Add Merge Documents to Applications

Grant Managers and Reviewers can create merge documents and add them to applications. These documents are collateral that use data from the GrantsConnect system related to the grant-making process. Examples include award letters, grant agreements, and executive summaries.

Merge documents are automatically saved to an application's attachments in both the Grant Manager Portal and Applicant Portal after being distributed.

Warning: Merge documents cannot be reported on when creating Ad Hoc reports. Where applicable, it is recommended to include content in application forms instead if reporting is needed.

Note: The creation of a merge document requires that a document template be available. Data access and permissions are required to create merge documents. Users with access to the Application View can add these documents to an application. For more information about creating templates, see the Configuration > Document Templates resources.

Note: Only users with access to the Application View can add merge documents to an application from this area.

  1. Navigate to the Applications area.

  2. Select the application in the Applications tab to open the Application View.

  3. Select the ellipses icon in the toolbar and then Add merge document.

  4. In the Add Merge Document screen, take the following actions in the Select template step.

    1. Select the document template to use.

    Tip: A preview of the document will appear once selected. If any changes need to be made to the template, see the Document Templates resources for guidance.

  5. Select the Next button to proceed to the Distribute step.

  6. In the Distribute step, take the following actions.

    1. Distribute - Specify how to distribute the merge document.

      • Send an email containing the merge document as a PDF attachment

      • Open your browser's print functionality

      • Download

    2. Visibility - Specify who will be able to view the document.

      Tip: The checkbox next to the Applicant can view document option can be selected to provide visibility to the Applicant.

      • All Grant Managers on the application can view the document

      • Only Grant Managers in the current workflow level can view the document

      • Only I can view the document

    3. Email - If the option to Send an email... was selected for distribution, specify the email to send when the document is distributed.

      Note: The GC - 70 {{DOCUMENT_NAME}} attached system email is sent by default. Any customized copies of this email template can be selected to be sent instead.

    4. Add an attachment, if desired.

  7. Select the Send, Print, or Download button to finalize the addition of the merge document.

    Note: The button presented will depend on the option specified in the Distribute section.

Grant Managers and Reviewers can add a new merge document directly to an application within its attachments.

Note: Only users with access to the Application View can add merge documents to an application from this area.

Warning: Unlike the other workflows for adding a merge document, this does not provide the option to choose a distribution method (e.g., email, print, download).

  1. Navigate to the Applications area.

  2. Select the application in the Applications tab to open the Application View.

  3. From the Application View, select the Attachments tab.

  4. Select the Add attachment button and then Merge document.

  5. In the Add Merge Document screen, select the document template to use to create a merge document.

  6. Specify who will be able to view the document in the Document visibility field.

    Tip: The checkbox next to the Applicant can view document option can be selected to provide visibility to the Applicant.

    • All Grant Managers on the application can view the document

    • Only Grant Managers in the current workflow level can view the document

    • Only I can view the document

  7. Select Save to save the document to the application.

Note: To add merge documents from this area, users must be a Workflow Manager with the Add merge document action enabled in their permissions. They must also have access to all data.

  1. Navigate to the Applications area.

  2. In the Applications table, select the ellipsis icon next to the application and then Add merge document.

  3. In the Add Merge Document screen, select the document template to use.

  4. Select the Next button to proceed to the Distribute step.

  5. In the Distribute step, take the following actions.

    1. Distribute - Specify how to distribute the merge document.

      • Send an email containing the merge document as a PDF attachment

      • Open your browser's print functionality

      • Download

    2. Visibility - Specify who will be able to view the document.

      Tip: The checkbox next to the Applicant can view document option can be selected to provide visibility to the Applicant.

      • All Grant Managers on the application can view the document

      • Only Grant Managers in the current workflow level can view the document

      • Only I can view the document

    3. Email - If the option to Send an email... was selected for distribution, specify the email to send when the document is distributed.

      Note: The GC - 70 {{DOCUMENT_NAME}} attached system email is sent by default. Any customized copies of this email template can be selected to be sent instead.

    4. Add an attachment, if desired.

  6. Select the Send, Print, or Download button to finalize the addition of the merge document.

    Note: The button presented will depend on the option specified in the Distribute section.

  1. Navigate to the Applications area.

  2. In the Applications table, select the checkboxes next to the appropriate applications.

  3. Select the Add merge document option from the toolbar.

  4. In the Add Merge Document screen, select the document template to use to create a merge document.

  5. Select the Next button to proceed to the Distribute step.

  6. In the Distribute step, take the following actions.

    1. Distribute - Specify how to distribute the merge document.

      • Send an email containing the merge document as a PDF attachment

      • Open your browser's print functionality

      • Download

    2. Visibility - Specify who will be able to view the document.

      Tip: The checkbox next to the Applicant can view document option can be selected to provide visibility to the Applicant.

      • All Grant Managers on the application can view the document

      • Only Grant Managers in the current workflow level can view the document

      • Only I can view the document

    3. Email - If the option to Send an email... was selected for distribution, specify the email to send when the document is distributed.

      Note: The GC - 70 {{DOCUMENT_NAME}} attached system email is sent by default. Any customized copies of this email template can be selected to be sent instead.

    4. Add an attachment, if desired.

  7. Select the Send, Print, or Download button to finalize the addition of the merge document.

    Note: The button presented will depend on the option specified in the Distribute section.

Tip: A merge document can also be added to a customized email. This is only available for select system emails. Learn more.