Add and Edit Workflow Managers

Use workflow managers to oversee and manage a workflow in the Grant Manager Portal. You can add workflow managers, update their permissions, or remove them from a workflow. Workflow managers can view applications in the workflows they own and take actions based on the permissions you assign.

Tip: A workflow manager is considered an owner for the assigned workflow. Compared to the workflow passthrough and workflow level only permissions assigned for specific levels, this grants the most access.

About workflow managers

A workflow manager is a grant manager with broad access to a specific workflow. They can:

View all applications for the workflow in the Applications area at any time.
Take actions outside the normal flow of an application when permitted.
Be assigned to more than one workflow.
Be assigned to specific workflow levels.

Tip: Workflow managers cannot take actions in Application View unless you assign them to the workflow level where the action occurs. If a workflow manager is assigned to multiple workflows with different permissions, their experience may vary.

Access in the Grant Manager Portal

Workflow managers can open these areas:

Applications — See all applications in their assigned workflow.
My Workspace — See applications only when assigned to a workflow level with workflow‑level only or workflow passthrough permission.

Tip: To give view‑only access, add the user as a workflow manager and deselect all permissions.

Add a workflow manager

Add a workflow manager when a user needs full visibility into a workflow or needs to take actions outside normal routing steps.

Open the Grant Manager Portal at yourcausegrants.com or your client URL, and sign in with your Blackbaud ID or single sign‑on credentials.
Select Program Setup, then Workflows.
Select Create workflow or select an existing workflow to edit.
In the workflow details, select Workflow Managers.
Select Manage workflow, then Add workflow manager.
In Add Workflow Manager, select a grant manager from the list.
Select the actions the user can take.
Select Save.

Edit a workflow manager

Edit a workflow manager to change the actions they can take within a workflow.

In the workflow details, select Workflow Managers.
Select the pencil icon for the user you want to update.
Update the assigned permissions.
Select Save.

Changes take effect immediately.

Remove a workflow manager

Remove a workflow manager when a user no longer needs access to a workflow.

In the workflow details, select Workflow Managers.
Select the X icon for the user you want to remove.
In Remove Workflow Manager, select Save to confirm.

Tip: Removing a workflow manager removes their access to application data for that workflow. It does not remove the user from the platform.

Workflow manager permissions

When selected, these actions are available at any time, regardless of workflow level:

Approve
Decline
Award or Pay
Archive or Unarchive
Notify of status
Route
Update cycle
Update status
Manage collaborators
Send reminder
Add merge document
Add tags
Update program
Delete applications
Cancel applications
Budget assignment
View communications (Draft applications)