Add Workflow Levels and Sub-levels

When creating a workflow, you must set up the workflow levels and sub-levels before adding it to a program and routing applications.

Tip: Workflows must contain at least one workflow level. Sub-levels are optional. To learn about permissions, see Available Workflow Level Permissions.

  1. Navigate to the Grant Manager Portal by going to yourcausegrants.com or your client URL. Sign in with your Blackbaud ID (BBID) or Single Sign-On (SSO) credentials.

  2. After signing in, select Program Setup in the side navigation and then Workflows.

  3. In Workflows, select Create workflow to create a new workflow or select Edit workflow in the table to edit an existing workflow.

  4. When editing the workflow...

    1. In the Structure tab, select Add workflow level.

      Select Add workflow level in the Structure tab to create a new level.

    2. In Create a Workflow Level...

      1. Enter the level name.

        Tip: This information is internal and not shown to applicants. It's recommended to give each level a unique name to better distinguish between them when routing and reporting on applications.

      2. Enter a description.

      3. Select the permissions (actions and options) you want to enable for this level.

        Tip: For a list of permissions, see Available Workflow Level Permissions.

      4. Optional - Select Sync permissions with sub-levels to automatically synchronize permissions between this level and all of its sub-levels. This applies to both existing and future sub-levels.

        Note: When enabled, sub-level permissions cannot be edited. To make any changes, the setting will need to be turned off.

        Warning: If the workflow level has existing sub-levels when this setting is turned on, all sub-level permissions will be overwritten by the parent’s permissions.

      5. Select Save to add the workflow level.

      The Create a Workflow Level screen showing the required fields, available permissions, and options to sync the parent level's permissions with its sub-levels.

     

    1. In the Structure tab, select Add sub-level below the workflow level.

    2. In Create a Sub-Level...

      1. Enter the sub-level name.

        Tip: This information is internal and not shown to applicants. It's recommended to give each sub-level a unique name to better distinguish between them when routing and reporting on applications.

      2. Enter a description for the sub-level.

      3. Select the permissions (actions and options) you want to enable for this level.

        Tip: Sub-levels automatically inherit the permissions of the parent level. For a list of permissions, see Available Workflow Level Permissions.

        Warning: If the sub-level is synced with the parent level, these permissions cannot be edited. To make changes, the Sync permissions with sub-levels setting will need to be turned off in the parent level.

      4. Select Save to add the sub-level.

      The Create a Sub-level screen showing the required fields and available permissions.

     

 

Next steps

You can continue to add levels and sub-levels to your workflow, tailoring the permissions as needed. Recommendations for next steps include:

 

Frequently asked questions (FAQs)

  1. In the Structure tab, select the ellipsis icon next to the level or sub-level and then Move level up or Move level down.

  2. Continue doing this until all levels are arranged in the order in which submitted applications should progress.

 

Workflow level and sub-level permissions can be synced, ensuring sub-level actions and options are always the same as the parent level. When creating the parent level, select Sync permissions with sub-levels to turn on this functionality. For more information, see Sync Workflow Level and Sub-Level Permissions.