Set Up Multi‑Response Fields In Progress Report Forms

Progress reports help grant managers collect and review updates from applicants or grantees after an application is approved. These reports capture information such as accomplishments, challenges, financial updates, or outcomes during a funding period. Organizations use progress reports to monitor performance, support compliance, and inform future funding decisions.

You can use multi-response fields to design progress report forms to collect updates over time. With multi‑response fields, each submission stores its own answers, so you can track how responses change across reporting periods.

Note: To accept multiple submissions, the multi-response setting must be configured in both the form and individual fields.

Create A Progress Report Form

  1. Follow the instructions in Create New Forms to create a new form to use for recurring submissions throughout the grant period.

  2. When creating the form, select Allow multiple submissions.

Tip: When Allow multiple submissions is enabled, applicants can submit the form more than once for each application. Only those fields configured to accept multiple responses (i.e., Field will store one answer per application is turned off in the field settings) will retain distinct values per submission.

Create Multi-Response Fields For Progress Reporting

  1. Follow the instructions in Create and Manage Form Fields to create the fields to use in this form.

  2. For each field, turn the Field will store one answer per application setting off to ensure it retains distinct values per submission when used in a multi-response form.

Note: Fields with this setting turned on store one shared value and update it with the latest submission even if used in a multi-response form.

Send Progress Report Forms On A Schedule

  1. Follow the instructions in Add and Manage Applicant Forms in Workflow Levels to add the multi-response form you created to the appropriate workflow level.

  2. In Availability, set when to send the form to the applicant. Specify the Send frequency to set how often the applicant receives a new form to complete. The schedule only applies while the application is in the current workflow level.

    Tip: If you don’t see the option to schedule the send frequency, check that the form is configured to allow multiple submissions.

Run Reports For Progress Data

  1. Follow the instructions in Create New Reports to create a new Application or Custom Form report.

    • Custom Forms report

      • Creates one row per submission

      • Reports each submission separately

    • Applications report

      • Creates one row per application

      • Does not separate submissions

  2. Select your progress report form in the report configuration.

  3. In the report builder, add the fields you configured to the report.

  4. Save and run the report to view the responses.

Key Takeaway

Progress reports help you monitor funded work over time. Create forms and fields that reflect your reporting needs, then set fields as multi‑response when you need distinct answers for each submission. Use the Custom Forms report to review each submission separately.