Welcome to GIFTS Online 5.2

Transcription

1 Welcome to GIFTS Online 5.2 This document contains a summary of the new features and fixes to known issues included in GIFTS Online version 5.2. Content Welcome to GIFTS Online Upgrade Information... 3 Upgrading to GIFTS Online Important Note...3 Technical Preparation...3 Screen Resolution... 3 For Internet Explorer Users:... 3 Chrome and Firefox Users... 5 After Upgrade Login... 5 Updating the Document Template Manager... 5 GIFTS Online Support... 5 New 5.2 Features... 6 Scholarships...6 Scholarships Workflow... 7 Admin and New Ribbon Menu Changes... 8 Contacts (Students) Creating a New Scholarship from a New Request Record Payments Scholarship Reporting Scholarship View Columns Exporting Scholarship Data to FIMS GuideStar Charity Check GuideStar Charity Check Activation Setting Up Your GuideStar Credentials Subscription Verification Changes to Lookup Results Search Results Details Changes to Organizations Changes to Activities Auditing Database Changes Time Stamps Enable / Disable Auditing Accessing Auditing The Auditing Workspace Current Table Auditing Tab Column Sorting

2 Navigation Strip Searching Audit Tables Auditing Views Drilling Down an Update Event The Audit Dialog Auditing History Auditing Actions Auditing Options Ad Hoc Reporting Updates New Columns and Settings Report Scheduling Changes to the Ribbon Menus Scheduled Reports Workspace Scheduling Reports Results Editing or Deleting Reports Online Applications and Requirements Resubmission Initiating Resubmissions From Online Applications From Requests From Requirements Changes to Active Form/Deactivation Notifying Applicants Cancel Resubmission Retrieval & Workspace Changes Linking Resubmissions Considering Resubmissions Considerations for Application Transfer Simplify for Online Applicants Document Merge to PDF Merge to PDF Action Saving View Column Widths Request Reference Number Auto-Generation Request Options Preference Section Reference Number Generation on the Request Form Browser Zoom Support Known Issues Fixed in

3 Upgrade Information This update is available to all GIFTS Online clients at no additional cost. Upgrading to GIFTS Online 5.2 All UK servers were upgraded to GIFTS Online 5.2 on November 8, Wave 1 of the USA upgrade to GIFTS Online 5.2 will occur on December 6, Wave 2 of the USA upgrade to GIFTS Online 5.2 will occur on December 13, Please note all GIFTS Online servers including Online Applications in the USA will be down from 12:00pm to 8:00pm Eastern Time. Important Note Google Chrome Please note that Google Chrome is expected to discontinue support for Microsoft Silverlight as of January This means Google Chrome will no longer be compatible with GIFTS Online. An alternate compatible browser will need to be used. Technical Preparation Screen Resolution Please note GIFTS Online is best viewed using a resolution of 1680x1050 or larger. Lower resolutions may require use of full screen mode (F11) to access some buttons or fields. For Internet Explorer Users: Setup/Verify Pop-up and Security Settings If using Internet Explorer, please make sure the following steps are/have been taken: 1. Add your GIFTS Online site to list of Allowed Sites in Pop-up Blocker. (Tools > Pop-up Blocker > Pop-up Blocker Settings) 2. Add your GIFTS Online site to your browser's list of Trusted Sites. (Tools > Internet Options > Security > Trusted Sites > Sites button) 3. With Trusted Sites icon selected, click the Custom Level button and scroll down to the Downloads section. - For IE 9/10/11, make sure the File Download option is Enabled. - NOTE: The above download settings are enabled by default but may have been disabled as part of your organization s security policy. NOTE: If you do not see the Security tab or are unable to access the above settings, please contact your organization's Technical Support/Helpdesk for assistance. Due to your organization s computer security policy, you may not have been given permission to make these changes. 3

4 Clear the Cache on Internet Explorer 11: It is highly recommended to clear the browser cache prior to logging in to the updated GIFTS Online for the first time. 1. On the very right-hand side of the browser, click on the Gear icon, also called the Tools icon, followed by Safety, and finally Delete Browsing History NOTE: If the Menu bar is enabled, you can instead click Tools > Delete Browsing History 2. In the Delete Browsing History window, uncheck all options except the one labeled Temporary Internet files and website files. 3. Click the Delete button. The Delete Browsing History window will disappear as the request is processed. Clear the Cache on Internet Explorer 9 or 10: 1. On the menu bar, go to Tools->Internet Options>Delete Browsing History. This should include temporary internet files and cookies. 2. Use the F12 key to open the developer mode. Then, in the Cache menu, select Clear Browser Cache. Once done, use the F12 key to close. 3. Close Internet Explorer completely and make sure no instances of Internet Explorer are running. This can be checked by looking for the process iexplore.exe in the Windows Task Manager and ending it if necessary once Internet Explorer has been closed. 4

5 Chrome and Firefox Users GIFTS Online 5.2 If you use Mozilla Firefox or Google Chrome, make sure that you are updated to the latest version. Current versions as of November 21, 2014: Google Chrome Mozilla Firefox Your Firefox/Chrome browsers should update automatically, but you can check which version you have by doing the following: Firefox: Go to Help>About Firefox. Chrome: Go to Customize>About Google Chrome NOTE: Firefox version 25 or earlier is not compatible with GIFTS Online. Google Chrome Please note that GIFTS Online is only compatible with the 32-bit version of Google Chrome. Mozilla Firefox Please note that when accessing GIFTS Online for the first time or after clearing your cache, you may encounter a grey screen prompting you to Activate Silverlight. Simply click on the link and be sure to choose the Remember Settings option so you are not prompted in the future. After Upgrade Login Please note the login process may take slightly longer when first logging in to the upgraded GIFTS Online. Clearing the cache first will help minimize time. Subsequent logins will not have this delay. Updating the Document Template Manager If you have used the Document Template Manager (DTM) in the past, please launch it at least once before your scheduled upgrade date to see if it also needs to be updated. In most cases updating the DTM only requires closing the login screen and re-launching it. GIFTS Online Support Need Help or Have Questions? If you have questions or need assistance in any way, please contact MicroEdge Technical Support at: Phone: helpdesk@microedge.com Online: Login to PowerME at Click the Case tab at the top of the homepage and click Create New Case (Support Hours: M-F, 8:00 am 8:00 pm ET) 5

6 New 5.2 Features GIFTS Online 5.2 The following sections discuss the new features of GIFTS Online 5.2. Scholarships GuideStar Charity Check Auditing User Actions Ad Hoc Reporting Gaps including Report Scheduling Online Applications Resubmission Request Reference Number Auto-Generation Document Merge to PDF Saving View Column Widths Browser Zoom Support Scholarships GIFTS Online now supports Scholarships! This will allow clients to use the GIFTS Online system for both grants and scholarships management This includes: The ability to easily identify scholarships separately from other grants in the GIFTS Online system. The ability to track additional student details on the Contact Records in GIFTS Online. The ability to track additional student / scholarship details on the Request Records in GIFTS Online. The ability to match students to scholarships in GIFTS Online. Customizer and Blueprint field functionality available on the Scholarship Request forms in GIFTS Online. Options to include scholarship data in reports and dashboards in GIFTS Online. An easy way to export scholarship data. Other Considerations Merge Fields the new fields added for scholarships that are available as View Columns will also be available as merge fields. Audit Tables The tables and fields added for scholarships have been included for Auditing. Blueprint the new Contact fields added here are available in Blueprint. Also, the new type of Scholarship will be available in Blueprint when setting up Request forms to allow users with Blueprint and Scholarships to set up Request forms specific for Scholarship Applications. FIMS - clients who have both GIFTS Online and FIMS can enable Scholarship integration allowing data to be exported from GIFTS Online to FIMS. 6

7 How to Enable Scholarships GIFTS Online 5.2 Scholarships is included with the GIFTS Online core but must be enabled and configured by MicroEdge Services. To enable Scholarships for GIFTS Online, please send a request to services@microedge.com. Scholarships Workflow With Online Applications 1) Client creates an Online Applications form with type Scholarship. Form includes Student (Contact) fields. 2) Client creates Fund records. This is only for Clients with FIMS Integration enabled as part of their Scholarship configuration. 3) Client creates a set of available scholarship opportunity records. 4) Client creates eligibility requirements for each scholarship opportunity and associates them with Funds (if using FIMS Integration). 5) Student accesses and submits a Scholarship application. 6) Upon application consideration, a Student contact record is created. 7) Client creates Request records from the contact record by checking eligibilities. Each Request record is assigned to a single scholarship that the student is eligible for. This represents the scholarship application. Without Online Applications 1) If FIMS integration is enabled, client creates Fund records. 2) Client creates a set of available scholarship opportunity records. 3) Client creates eligibility requirements for each scholarship opportunity and associates them with Funds (if using FIMS Integration). 4) GIFTS Online user creates a Contact record and indicates that he/she is a Student in the Contact form. 5) GIFTS Online user submits a Scholarship Application for the Student Contact Record which initiates a Scholarship Application Creation wizard where scholarships for which the contact qualifies may be selected. 6) Upon completing the Scholarship Application Creation, the system automatically creates Request records for each scholarship that was selected. 7) The Scholarship Request user goes through the approval process and if approved, creates payment records for the scholarships. 7

8 Admin and New Ribbon Menu Changes Admin Two new buttons will be added to the Admin ribbon menu. Scholarship Opportunities accesses the Scholarships Opportunities workspace. Manage Funds accesses the Manage Funds workspace. New Two new buttons will be added to the New ribbon menu. Scholarship Opportunity opens a new Scholarship Opportunity form. Fund opens a new Fund form. Scholarship Opportunities This is accessed through the Scholarship Opportunities button in the Admin ribbon menu. This section will show all scholarship opportunities. 8

9 The following columns are shown in the grid: ID Title Scholarship Amount Criteria (the Criteria assigned in the Query Builder from within the Scholarship record.) Active? All columns except Criteria are sortable. The default sort is by ID. When one or more records are selected, an Open button is available in the Actions ribbon menu which opens the Scholarship records. Manage Funds The Manage Funds page is accessed through the Manage Funds button in the Admin ribbon menu. NOTE: This option will only be available to clients with FIMS. The following columns are shown in the grid: ID Fund Name Fund ID Sort Name All columns are sortable. The default sort is by ID. When one or more records are selected, an Open button is available in the Actions ribbon menu which opens the Fund records. 9

10 Contacts (Students) GIFTS Online 5.2 Contact records will have a new Student checkbox field to specify if the contact is a student. It will be located by default in the Biographical section of the Contact form but can be moved if you have the Blueprint module. When selected new student related fields will be displayed in the Contact Edit form: Field Type Notes Student Checkbox Determines if contact is a student FIMS Student ID Text Hidden if FIMS preference is off. Corresponds to a FIMS student field. Last Submitted Date Date Last application submission date. This field is automatically updated with a date upon consideration of a student record into GIFTS Online. GPA Decimal Current student GPA. GPA Year Text Year/Semester of received GPA. Active Student Checkbox Whether student is active. Full/Part Time Full/Part-time Whether the student is a part-time or full-time student. Student ID Text Student s school identification. Amount Requested Currency Amount requested by the student. 10

11 Related Records for Student Contacts When viewing a saved student record, an addition student related record will be displayed on the left panel. Scholarship Opportunities record count. Clicking this lists all eligible scholarships. Contacts Search Filters and View Columns If configured for Scholarships, the following fields will be added as Full Search Filters and View Columns under Contacts: Contact is Student Active Student FIMS Student ID (only when enabled for FIMS) Full/Part Time GPA GPA Year Student ID Last Submitted Date Amount Requested 11

12 Creating New Scholarship Requests from Contact Records If the Contacts workspace is open and you have selected one or more records, an option will be available in the Actions menu called Check Scholarship Eligibility. NOTE: All selected records must be students or the action will not initiate and a warning message will be displayed. Once the action is launched, the system will run an eligibility check against the list of active scholarship opportunities. If the student(s) match the scholarship criteria, it will be listed. A window will display all eligible scholarship opportunities as a checkbox list, along with some default field properties that will populate these request records. 12

13 A summary of the fields is listed in the table below: GIFTS Online 5.2 Field Create App Eligible Scholarship Opportunities Eligible App Exists? Select All Clear All Branch Disposition Request Date Request Type Request Status Meeting Date Use Scholarship Meeting Date OK Cancel Notes Checkbox column. Any Scholarship Opportunities where the student meets the criteria and does not already have an existing application will have the checkbox selected by default. Any Scholarship Opportunities where the student meets the criteria and does already have an existing application will have the checkbox deselected and read only. For every scholarship checked, the wizard will create a single request record with that scholarship opportunity related. One selection is required in order to enable the OK button. Listing of eligible Scholarship Opportunities on the student record. The list of scholarships is scrollable. Yes/No text. Yes if the student qualifies based on the criteria, No if they do not. Yes/No text. Yes if there is an associated request record for this contact record and a Scholarship Opportunity record. No if there is no not. Clicking this selects all eligible scholarship opportunities. Clicking this deselects all scholarship opportunities. Dropdown list containing a list of Branches. Required when present. Only visible if the client is configured to use Branches. Default value is <No Selection>. This value will associate the Resulting request record(s) to the selected Branch. Drop down, can select Pending/Approved. Default value is set to Pending. Date that the request was created. Default value is set to today s date. Displays Scholarship request type as a read only field. Drop down, request statuses for the Scholarship Application type and selected disposition (this is added under classifications) Date field to enter a meeting date, if known. Checkbox If checked, meeting date is grayed out/disabled. Requests will use the meeting date specified in the Scholarship Opportunity record. Enabled when user has completed required fields. Clicking this creates the request record(s) for the scholarship application(s). The dialog is closed and the user is returned to the Contact record. The new request(s) will show in the Related Records panel or users can search for the request. NOTE: The new request records do not open automatically. Clicking this cancels the action and closes the dialog. 13

14 By default, all checkboxes are selected. Upon confirmation, a single request record will be created for each checked box where each request record has a primary relation to a scholarship opportunity. All created requests will be displayed via search results in its own tab with heading Created Scholarship Applications. If Disposition is set to Approved, upon clicking OK the batch approval wizard will launch. The following Request fields are populated upon scholarship request creation: Field Scholarship Opportunity (card on right) Institution Student Staff Request Date Request Type Request Status Term Start Date End Date Requested Amount Recommended Amount Project Title Renewable Renew Date Notes Populated with Scholarship Opportunity related to that request Label on Organization card changes to Institution. Use Contact Organization Primary relation. If none, the system uses the organization record defined in preferences. If none, the system assigns a dummy organization record. Selected contact. Current User. Populated with information from creation wizard. Type = Scholarship Application, field is now read-only in the request form. Populated with information from creation wizard. Populated with information from Scholarship Opportunity, else defaults to 12. Use Request Date from creation wizard. Calculated from Start Date/Term. Populated from Scholarship Opportunity amount. Populated from Scholarship Opportunity amount. Scholarship Application/(Student Name) Renewable (Renew Date). Populated from Scholarship Opportunity. Populated from Scholarship Opportunity. If a request is created from a student record that does not have a primary organization ID, the request will be linked to a Students organization by the system. Once a request is saved as a Scholarship type, the only value in the Type dropdown will be Scholarship. Once a request is saved as a non-scholarship type, Scholarship will no longer be a selection in the Type dropdown. 14

15 Creating a New Scholarship from a New Request Record When creating a new Request, Scholarship will be a new selection in the Request Type dropdown list. When this is selected, the user will be prompted to select a Scholarship Opportunity for this record. Field Dialog Title List Title Active Scholarship Opportunities OK Cancel Notes Scholarship Application Creation Active Scholarship Opportunities Radio button - Listing of Scholarship Opportunities on the student record. By default, the first scholarship opportunity is selected. Only Active scholarships are available for selection and only one may be selected at a time. The list of scholarships is scrollable. One selection is required in order to enable the OK button. Clicking this closes the dialog and associates the scholarship opportunity to the request. The following changes occur in the Request form: The Scholarship is represented by a related card on the right panel of the Request form as a card label reads Scholarship Opportunity. The Related Organization card s label changes to Institution. The Related Contact card s label changes to Student. The Board Meeting date defaults to the Meeting Date from the Scholarship Opportunity record. The request form should change to that defined for a Scholarship. Clicking this cancels the action and closes the dialog. 15

16 Adding a Contact (Student) GIFTS Online 5.2 When a Contact is added to a Scholarship application (request), only Contacts marked as Student will be able to be associated with the record. If you create a new Contact through the Primary Contact card and neglect to check the Student flag in the new Contact record, a message will be displayed stating, The primary contact of a Scholarship Request must be a student when the request is saved. Adding an Organization (Institution) When a request has a type of Scholarship, the Organization card becomes an Institution card. NOTE: When a user selects an Institution to associate with the Request, the Primary Contact on the Request will be left blank. Also note that an Organization is not required in order to save the Scholarship request record. If there is no Organization associated with the Scholarship Request when it is saved, the system will either automatically associate the default school as set in the preferences or the system default school will be used. Note Before Saving Prior to saving a request record, you can switch between a Scholarship Type and a Non-Scholarship type of request. Because values may have populated from the Scholarship creation, the following logic will apply: 1.) When a request of any non-scholarship type becomes a scholarship: a. Any field that has a default value will be updated with scholarship information b. Any field that has had data entered by the user will remain unmodified. 2.) When a request of scholarship-type becomes a non-scholarship type: a. All fields remain unmodified. Payments Number of payments shown during the approval wizard will default to the Number of Payments in the scholarship opportunity record. Since Payments are always made to the organization record, and there is a possibility that a Student record may exist without an organization. Clients with the Check Writer module must create separate check templates that use Payee Contact instead of Organization Name. For Budget module clients, scholarship application requests will need to be excluded from the Budget by default (via Budget Year Setup). You will be unable to use Line Items with the Students organization since it represents all organization-less students. 16

17 Scholarship Reporting GIFTS Online 5.2 Enhanced Export functionality is available through the Options menu of the Scholarships and Contacts workspaces. Scholarship Enhanced Export - Scholarship Eligibility grouped by Scholarship This lists all scholarship opportunities within the user s GIFTS Online system. For each scholarship record, contacts are shown with that related scholarship opportunity. When you are in the Scholarship Opportunities workspace and have selected one or more records, clicking on Options > Export will take you to the enhanced Export form. In addition to the normal export options, an Include Scholarship Information checkbox is available. It is unchecked by default. When this is selected, two additional checkbox fields are shown and at least one of these two is required in order for the scholarship data to be included in the export: Include Student Eligibility? Unchecked by default. When checked, the export will include a column with the heading Eligible Students. The column is populated with the list of Contact records that are eligible for that Scholarship based on its criteria. The column could have many values per Scholarship the contact names are populated as [Contact ID] First Name Last Name. When there are multiple records per cell, the values are separated by a new row. 17

18 Include Scholarship Application Exists? Unchecked by default. When checked, the export will include a column with the heading Application Exists. The column is populated with the list of Contact records that have an associated Scholarship Request associated with that Scholarship Opportunity. The column could have many values per Scholarship the contact names are populated as [Contact ID] First Name Last Name. When there are multiple records per cell, the values are separated by a new row. Contact (Student) Enhanced Export - Scholarships grouped by Contact This lists contact records with qualifying scholarship opportunity information, and/or information as to whether an application exists under that contact for an opportunity. When you are in the Contacts workspace and have selected one or more records, clicking on Options > Export will display the enhanced Export form. 18

19 In addition to the normal export options, an Include Scholarship Information checkbox is available. It is unchecked by default. When this is selected, two additional checkbox fields are shown and a list of all Scholarship Opportunities is shown. At least one of the two additional checkboxes and at least one Scholarship Opportunity selection are required in order for the scholarship data to be included the Export (note that users could still proceed with the export, but no Scholarship information described below would be included): Include Student Eligibility? Unchecked by default. When checked, for each Scholarship Opportunity selected, the export will include a column with the heading [Scholarship Name:] Eligible for Scholarship? The column is populated with a Yes or No based on whether that contact record is eligible for the Scholarship Opportunity based on the criteria and contact record details. Include Scholarship Application Exists? Unchecked by default. When checked, for each Scholarship Opportunity selected, the export will include a column with the heading [Scholarship Name:] Application Exists? The column is populated with a Yes or No based 19

20 on whether that contact record is eligible for the Scholarship Opportunity based on the criteria and contact record details. Scholarship View Columns Scholarship Opportunities will have a separate set of View fields which will be available when setting up Request Views. The Scholarship Opportunity View columns available are: Field Type Notes Formatting Active? Boolean From the Scholarship Opportunity record. None Change Date Date Date the record was last changed Date Change User ID Text GIFTS Online User ID of the user who made None the last change Create Activity? Boolean From the Scholarship Opportunity record. None Create Date Date Date the record was created Date Create User ID Text GIFTS Online User ID of the user who created None the record Criteria Text From the Scholarship Opportunity record. None Shows the Scholarship Opportunity Criteria Deadline Date From the Scholarship Opportunity record. Date Description Text From the Scholarship Opportunity record. None Enforce Deadline? Boolean From the Scholarship Opportunity record. None FIMS Committee Text From the Scholarship Opportunity record. This None is only visible for client s whose Scholarship preference has FIMS Integration. Fund ID Text From the Fund record associated with the Scholarship Opportunity record. This is only visible for client s whose Scholarship preference has FIMS Integration. None 20

21 Fund Name Text From the Fund record associated with None Scholarship Opportunity record. This is only visible for client s whose Scholarship preference has FIMS Integration. Fund Record ID Integer Unique identifier for the Fund record None associated with the Scholarship Opportunity record. This is only visible for client s whose Scholarship preference has FIMS Integration. Fund Sort Name Text From the Fund record associated with the None Scholarship Opportunity record. NOTE: This is only visible for client s whose Scholarship preference has FIMS Integration. ID Number Unique identifier for the record. None Maximum Currency From the Scholarship Opportunity record. Currency Amount Maximum Number From the Scholarship Opportunity record. Number Renewals Meeting Date Date From the Scholarship Opportunity record. Date Number of Number From the Scholarship Opportunity record. Number Payments Renew Date Date From the Scholarship Opportunity record. Date Renewable? Boolean From the Scholarship Opportunity record. None Scholarship Currency From the Scholarship Opportunity record. Currency Amount Scholarship Number From the Scholarship Opportunity record. Number Number Term Number From the Scholarship Opportunity record. Number Title Text From the Scholarship Opportunity record. None Use of Funds Text From the Scholarship Opportunity record. None Exporting Scholarship Data to FIMS In addition to the enabled FIMS specific fields, the application allows for data to be transferred between GIFTS Online and FIMS. The FIMS import uses.xls for import and allows the user to designate the import columns. The following fields can be imported and are available in a Request view or Contact view. Requests FIMS Field Student Institution Payee GIFTS Online Equivalent Contact.FIMS Student ID Organization.Vendor No No equivalent field. User must separate between Institution as Payee and Institution as Grantee fields 21

22 Grant Amount Grant Date Action Fund ID Fund Scholarship# Requested Amount Received Status Status Date Students FIMS Field Academic Year GPA GPA Year Active Full Part Time Subject Area Student ID SSN School Attended ID High School ID Grant Amount Grant Date Disposition From the fund record associated with the Scholarship Opportunity record From the Scholarship Opportunity record Request Amount Request Date Request Status Disposition Date GIFTS Online Equivalent Contact User Defined Coding Contact GPA Contact GPA Year Contact Active Contact Full/Part Time Contact Discipline Contact Student ID Contact Social Security No Organization Vendor No No equivalent 22

23 GuideStar Charity Check GuideStar is the industry standard and we have long wanted to incorporate their tax status data into GIFTS Online to allow clients with Charity Check subscriptions (purchased from GuideStar) to get the data from their system. The interfaces used will be the same as the current Tax Status feature. The only difference will be that the information searched and displayed will come from GuideStar. GuideStar Charity Check Activation In order to activate your Charity Check integration you need to have a valid, paid subscription to GuideStar s Charity Check. Please follow the steps below: 1. MicroEdge Services at services@microedge.com and provide your: Company Name EIN# address associated to your Charity Check subscription 2. The MicroEdge Services Team will then validate your credentials with GuideStar and activate your integration. 3. You will then receive a confirmation from services@microedge.com that your account has been activated. 4. Once you receive your confirmation from services@microedge.com, enter your GuideStar Credentials into the GIFTS Alta as described below. Setting Up Your GuideStar Credentials Each user has to provide their GuideStar login information to verify that they have access to Charity Check. In GIFTS Online, this is done via the GuideStar Charity Check Credentials configuration. You can access it by opening the User Menu and clicking on Preferences. NOTE: If you do not have permissions to use tax lookup/verify, this new link to configure Charity Check Credentials will not appear. 23

24 Address Text; required. Enter the address that is associated with your GuideStar account. GuideStar Password Text; required. Enter your GuideStar password. Note that the interface will only show dots for each character. Confirm Password Text; required. Enter your GuideStar password again to confirm. This text must match the GuideStar Password field above to proceed. OK Click OK and your credentials will be saved. Cancel Clicking Cancel closes the form and no changes are saved. Subscription Verification In GIFTS Online, select Launch > Tax Status Lookup to start the tax lookup process or go to Actions > Verify Tax Status after selecting one or more organizations. If the Charity Check credentials and subscription are valid, and the user has elected to use GuideStar Charity Check, GuideStar Charity Check will replace the IRS in the Tax Status Source section of the Lookup dialog. If both credentials/subscription are valid, then the form will appear like this: 24

25 If the credentials entered into the User preferences are invalid or the subscription doesn t support this feature, the user will be alerted through a message prompt and they can continue the lookup using the existing functionality. Changes to Lookup Results When Charity Check is used for a search, the Public Charity column will be replaced by a Pub 78 Verified column. Search Results Details Some additions have also been made to the information displayed when you click Details. The following information has been added under Legal Name. Address 1 Address 2 City State/Province Postal Code 25

26 When you update an Organization with new data, the first line of Notes will state the source: If the source is GuideStar s Charity Check, first line reads: Source: GuideStar Charity Check. Otherwise: Source: IRS BMF/Canada Revenue Agency will be displayed. If the source is Guidestar s Charity Check, the details under Notes will also include Pub 78 Verified? and Pub 78 Date. This information will be reflected in the Organization record as shown below. 26

27 Changes to Organizations GIFTS Online 5.2 To support Pub 78 verification data, organization edit forms will include Pub 78 Verified? and Pub 78 Date fields in the Legal Status section. NOTE: The fields will be added automatically to system forms but will need to be added manually to any custom Organization forms. Changes to Activities Each time an organization is updated via Verify Tax Status an activity is created to note the action. Depending on the data source, one of the following statements will now be included in the Long Notes field. Source: GuideStar Charity Check. Source: IRS BMF/Canada Revenue Agency. 27

28 Auditing Database Changes The Auditing functionality will be used primarily by users with responsibilities relevant to monitoring database changes. Initially, this will be limited to Grant Managers. Such users should have some understanding of databases and relationships between database tables as well as the GIFTS Online database. Auditing capabilities were enabled for a predetermined set of tables and columns that will be used for all clients where auditing has been enabled. Please refer to the GIFTS Online Audit Tables document for more details. The Auditing functionality provided with this feature set can only be viewed one table at a time (no joined information.) All auditable fields for any given table are monitored for any event. Administrative GIFTS Online users (Grants Managers) will be able to do the following: Use the (new) Auditing Workspace to: View database changes. Create Views related to Auditing. Create Searches related to Auditing. Use standard workspace options such as: o Export result sets to Excel spreadsheet. o Print the contents of the workspace. o Add the contents of the workspace. o Create and print an ad-hoc report using a Report Designer for the Auditing tables. View Auditing information from the Detail form of the main objects of GIFTS Online. The following types of updates are audited (and are reportable): Record Creation (Insert) one Auditing row per event. Record Deletion (Delete) one Auditing row per event. Record Update on a field by field level two Auditing rows per event (old and new.) Please refer to the auditing tables and columns provided in the GIFTS Online Audit Tables document. It can be used for verification of the various displays, drop-downs, etc. Time Stamps Please note, the time stamps on audit events are shown as the local time of the current User viewing the Audit record. This includes the Audit Date in the workspace, Audit Date/Time seen in an event record as well as dates like the Change date or Create date. Enable / Disable Auditing Enabling or disabling Auditing will be done by MicroEdge Service. To request a change, please send a request to services@microedge.com. 28

29 Accessing Auditing GIFTS Online 5.2 Access to the Auditing functionality will initially be granted to all Grants Managers. When a user with the proper permissions logs into GIFTS Online with Auditing enabled, the Admin menu will include a new Auditing icon. Clicking this will take you to the Auditing workspace. The Auditing Workspace The Auditing workspace is used for viewing Audited information of audited tables, records and columns. When the Auditing workspace is displayed initially, it will always show updates in the ORGANIZATIONS table. The Figure above illustrates the Auditing workspace with an Organization default view after some record changes took place on the GIFTS Online Organizations table. 29

30 The Auditing workspace looks and behaves similarly to the standard search results workspace but without the batch actions and record selection options. Thus, when the Auditing workspace is displayed: There is no selection column with checkboxes as the leftmost column in the results grid. The Select all, Clear all and x Items selected controls are hidden. The objects displayed in the Auditing Workspace are data from the various Audit tables (Audit_Addresses, Audit_Organizations, etc.) representing events that occurred on the corresponding GIFTS Online tables. The names of the columns of a given Audit table are related to the corresponding GIFTS Online table. The values of search criteria (like those in the standard GIFTS Online search facility) are sensitive to the type of column. Thus, a Date field will be associated with a date picker and comparison / value options relevant to a date; Options field (e.g., Audit Type) will be relevant to the 4 audit types, etc. In addition to columns representing audited columns in the corresponding GIFTS Online table, each of the Audit tables have 4 Audit fields, namely: Audit Date Audit ID Audit Type (D)eletion (I)nsertion (O)ld row (U)pdated (new) Audit User The date of the Audit event. The identifier of the row in the database The type of audit: A Delete row is created when a row (record) was deleted in an audited table. An Insert row is created when a row (record) was created in an audited table. An Old row is created when a row (record) was updated in an audited table populated with values prior to an event. An Updated row is created when a row (record) was updated in an audited table with values after an event. The user who was logged on to GIFTS Online while the change was made. Current Table The top of the Auditing workspace displays the current active table and search context. The Figure above illustrates the Auditing workspace after the ADDRESSES item was selected in the Table drop-down. No search criteria was used, thus, the title indicates All Auditing. 30

31 When some search criteria is used, the title will reflect those as shown below. The figure above illustrates the title of an Auditing workspace rendering a result set for Organizations updates that occurred on 7/15/2014. Auditing Tab When the Auditing workspace is displayed, a tab is added to the main page reflecting the currently active table and its relevant search context. The figure above shows the Auditing tab that is displayed with the CONTACTS table without Auditing search criteria. Column Sorting When a grid with search results is rendered in the Auditing workspace each of the columns in the rendered view is a sortable column. Clicking the sort control of a given column in the header row of a given view results in a refreshed view of the selected records sorted by that column in the (ascending / descending sort) direction implied by sort control of that column. Navigation Strip When update results are displayed in the Auditing workspace, the Navigation Strip (bottom portion of the grid) becomes active and enables the user to determine page size and navigate through pages of the displayed result set. 31

32 Searching Audit Tables GIFTS Online 5.2 The Auditing workspace has its own search functionality that is a simpler version of the standard GIFTS Online Full Search since all Auditing searches involve a single table. The top left of the Auditing workspace is the hub for maintaining and using searches. The Active Table The Figure above illustrates the Auditing Search Hub with the ADDRESSES table as the active table. The Table drop-down contains a list of Audited GIFTS Online tables. An active table is selected at all times. The selected table determines the Audit Table that is the target of the searches and views as well as the source of the displayed data. Search Clicking the Search icon launches the search dialog titled Full Search that is used to maintain searches for the active table. The figure above illustrates the Full Search dialog that is used to maintain and launch search on the active Audit Table with three filter criteria displayed. 32

33 Query Builder GIFTS Online 5.2 Clicking the Query Builder radio button launches the Audit Query Builder to set search criteria and perform searches on the active audit table. Each criterion added to the filter will have an operation / comparison mode and a value to use with the operation / comparison mode. The operation / comparison modes for the Auditing searches are identical to those of the standard GIFTS Online search feature for the various column types. In the example above, for the Audit Id field and operation of equal was selected with no value. Clicking the + icon to the right of a given filter adds a value to be used (in an OR clause) for the corresponding filter. Clicking the x icon to the right of a given filter removes that value from the search criteria of the query. Add Filters The Add Filters link at the bottom left of the Full Search dialog enables one add one or more filters which corresponds to a column (field) in the active audit table. Selected filters are added to the Full Search dialog in order to form a valid Query (search.) Reset The Reset link at the bottom left of the Full Search dialog clears all existing search criteria. Advanced The Advanced link at the bottom left of the Full Search dialog launches the Advanced Search dialog that enables the creation of advanced search criteria. The Auditing Advanced Search dialog works exactly like the standard GIFTS Online Advanced Search dialog. However, the Auditing Advanced Search only applies to Auditing columns of a single table. Search Button Note: With some search criteria placed in the Full Search dialog, clicking the Search button applies the search and displays the result in the Auditing workspace per the main view for the active table. Recent Searches Clicking the Recent Searches in the Full Search dialog displays recent searches and enables re-running of any recent search by clicking the corresponding search icon (magnifying glass.) The searches displayed for a particular user is the set of searches created by that user along with all other public searches. 33

34 The Figure above illustrates the Full Search Recent Searches dialog with a couple of recently executed searches for the Audit Addresses table. Any search displayed will be re-run when the user clicks the corresponding search icon to its right. Saved Searches Clicking the Saved Searches in the Full Search dialog displays searches that were saved to the Auditing search library and enables re-running of those searches by clicking the corresponding search icon. Clicking the Edit icon next to a given saved search will display the query builder with the data of that search enabling the user to update / refine it and re-run it. 34

35 The Figure above illustrates the Audit Saved Searches dialog with a saved search for the Audit Addresses table. Saving a Search The diskette icon in the top left portion of the Auditing workspace is used to save a given search whose result set is displayed in the Auditing workspace. Searches are organized within an Audit table. When the diskette icon is clicked, the Save Search dialog is displayed populated with information relevant to the active table. 35

36 The figure above illustrates the Save Search dialog following clicking on the diskette icon. Record Type The Record Type is a read only text box displaying Auditing {Audit Table Name} Name The Name field allows the user to name their search using 50 characters or less. The exclamation mark next to the Name field indicates it is required. If the Name field is blank, the OK button will be disabled. Description The Description field enables the user to describe the search using a multiline text holding up to 255 characters. A vertical scroll bar will appear when the height of the Description text box is insufficient to display the entire text. Allow others to use this Search This checkbox is used to designate the search as Public (when the checkbox is checked) or Private (when the checkbox is clear.) When a given search is private, other users will not be able to use it (it will be hidden from them.) When a given search is public, other users will be able to use it (it will be visible to them.) Display results with this View This drop down displays a list of saved views for the table for which the search is saved. It is used to associate a particular search with a particular view. The views whose names are displayed in the drop-down are those created by the logged user along with Public views created by other users. When a given view is associated with a search, whenever the search is run, it will be rendered initially using the selected view. Once rendered with that view, the user can apply any other view to the result set of a given search. 36

37 Add to Favorites GIFTS Online 5.2 This checkbox is used to mark the search as a Favorite search. When a given search is Favorite it is saved to the Favorites library for this Auditing table and is displayed with an adjacent yellow star in various displays (Recent Searches, Saved Searches, etc.) OK When the user clicks the OK button, GIFTS Online save the search in the Auditing Searches Library under the corresponding Audit table. Subsequent to clicking the OK button the saved search is available for use as per its privacy policy. Cancel The Cancel button is used to dismiss the Save Search dialog without saving the search. When the user clicks the Cancel button, the search will not be saved to the Auditing Search library. X The X link at the right top of the Save Search dialog is used to dismiss the Save Search dialog without saving the search data. When the user clicks the X link, the search will not be saved to the Auditing Search library. Auditing Views Auditing views are used in the same fashion and have the same business rules and workflow as the standard GIFTS Online views.. Views are maintained in Views library for the Auditing tables and are organized under a given auditing table. Each Auditing table has a default view that is used in lieu of any other view. When no view is specified for a given result set, the Auditing workspace data set will be displayed using the most recently used view for a given Audit table. The View strip is displayed below the Auditing workspace Navigation bar. The Auditing View Strip The figure above shows the Auditing workspace View strip. View Dropdown The View dropdown lists the saved views visible to the logged user. The set of views visible to the user is composed of views created by that user along with all other Public views. When the user selects a given view with a non-blank result set, the Auditing workspace is refreshed to render the result set as per the criteria specified for the selected view. 37

38 Edit View GIFTS Online 5.2 The Edit View icon is displayed to the right of the View drop-down. When the user clicks the Edit View icon, the Edit View dialog is displayed enabling the user to edit, save or delete a given view. The Auditing Edit View dialog works in a fashion similar to the corresponding standard dialog in GIFTS Online. The exception is that the Select available columns from dropdown has only two items for each Audit table, namely, Default and that table name. Thus, a view for the Audit Organizations table will have Defaults and Organization as the only two sources of columns. The Auditing Edit View Dialog The figure above illustrates the Auditing Edit View dialog (titled Change Display) for the Audit Organizations table. Select available columns from The Select available columns from drop-down will have two items in this drop-down, namely, Defaults and the Audit table name (e.g. Organizations.) This is due to the fact that the Auditing searches always come from a single table with no other joined tables. Available Columns The Available Column title heads the section that enables one to add columns to the view. When one or more columns are selected in the Available Columns drop-down, clicking the Include button will add those columns to the list of columns in the view at the end of the existing list. Double clicking a column name in the Available Columns drop-down will add that column to the list of columns in the view at the end of the existing list. 38

39 Find and Up/Down Arrows GIFTS Online 5.2 The Find text box is used to search for column(s) in the Column Name drop-down. It is useful when the Auditing table of that view has many columns. The Find logic is that of Contains. Thus, GIFTS Online will look for any column containing the text entered in the Find text box. To find a given column, enter text in the Find text box and click the down arrow or the up arrow to the right of the Find text box. If any columns match the text entered, the next such column will be highlighted as you click the up (or down) arrow. Column Name List The Column Name drop-down displays a list of columns audited in the GIFTS Online table plus the 4 Audit columns (Audit Id, Audit Type, Audit Date, Audit User). The user can select multiple columns by clicking one column after another with the Ctrl (or Shift) key pressed down.) The Active column(s) is/are the selected column(s). Include Button The Include button is used to add columns from the Column Name list to the View. When the Include button is pressed with one or more Active columns, the selected columns are added to the view after which no selection remains in effect in the Column Name list. NOTE: The following controls (Font, Size, Bold, Italic, Justification, Color, Heading) are used to determine the appearance of a particular column in the result set. As such, these are activated when a single column in the right (View) panel is selected (active) and disabled when no column or multiple columns are selected in the right (View) panel. Font The Font control is a drop-down with the fonts that are supported in the Auditing workspace. The selected font will be applied to the selected column and will affect all data displayed in the Auditing workspace when the view being edited is used. Size The Size control is a drop-down listing all the sizes that are supported in the Auditing workspace for the selected font. The selected size will be applied to the selected column and will affect all data displayed in the Auditing workspace when the view being edited is used. Bold The Bold control is a checkbox indicating whether the selected column font will be bolded or not. Italic The Italic control is a checkbox indicating whether the selected column will be Italicized or not. 39

40 Justification GIFTS Online 5.2 The Justification control is a drop down with values of Left, Right, and Center with Left being the default for text columns. Color The Color control is a dropdown containing all the colors that are supported in the Auditing workspace for the selected font. The default color is set to Black. Heading Heading used to determine the column heading of the selected column. Defaults have been set up for each of the audited columns in each of the audit tables. The text entered by the user will replace the default column header in the Auditing workspace when the view being edited is used. View Columns Grid The View Columns grid occupies the majority of the space in the right panel of the dialog. The grid includes all the fields that will be rendered when the view is used in a left to right fashion where the higher field in the grid will appear to the left of a lower field in the grid. The grid has the following columns: Column Name This is the name of the field in the Audit table. Column Heading The Heading text is the text entered by the user as the Heading or (if unchanged) the default heading of the column. When the user types some text into the Heading text box above the grid, the heading of the corresponding column in the grid is updated. The heading value entered by the user will make up the column heading of that column when a result set is displayed with the edited view in the Auditing workspace. Move The Move column is populated with up and down arrows that enable the user to move a particular column up or down in the grid. An upward move will translate to leftward column move when a search result is rendered with that view in the Auditing workspace. A downward move will translate to rightward column move when a search result is rendered with that view in the Auditing workspace Only one column at a time can be moved up or down. Defaults The Defaults button is used to revert the view to the default settings for the active table. 40

41 Once clicked, all changes made by the user will be discarded and the view will revert to the default view for that Audit table. Remove The Remove button is used to remove all selected columns (rows) in the view columns grid. The Remove button is enabled when one or more columns are selected. Once a row is clicked, all selected view columns will be removed from the grid and will be absent from the view when it gets applied to a particular result set. Combine The Combine button is used to stack the contents of two or more columns in a single view column. The Combine column is enabled when two or more columns are selected and, otherwise, disabled. Once clicked, all selected view columns will collapse into the same grid row in the order they were rendered originally in the grid. Combining columns decreases the horizontal footprint of the view (less columns) but increases the vertical footprint of the view (taller rows including information from multiple columns.) Separate The Separate button is used to un-stack the contents of combined columns (essentially, reverse a previous Combine action.) The Separate column is enabled when a combined column is selected. Once clicked, all columns in the previously combined column will be separated back to their original position in the view with the lower column of a previously combined column rendered to the right of the combined column above it in the resulting view. Sorting Default Audit table views are sorted by (descending) Audit Id. With this default, one will typically have the most recent data displayed at the top of the result set. As per the standard GIFTS Online design, the user can override the sort order using the Sorting dialog and use multiple columns from the Audit table to sort the result set any way they wish. 41

42 The figure above shows the Sorting dialog for a view of the Audit Organizations table. The left side of the dialog is composed of the same controls used for column selection in the Edit View dialog and, as these controls work the same way, the corresponding description is omitted. The right side of the dialog is occupied by the sort columns selected by the user. The sorting order of a lower row in the column is applied within the sorting of a higher row in the grid. Thus, Audit Id as first sort and Name as second sort for the Organizations table will result in sorting of the display first by Audit ID (descending) then by organization Name (ascending). Column Name The name of the Audit table column to sort by. Sort Direction A/Z => Z/A This toggle control is used to select whether the sort order of a given column is ascending (up arrow) or descending (down arrow). The default for an added Move sort column ascending (A > Z). The Move control is used to change the position (order) of a sorting column within the sort order of the view when there is more than one sort column. 42

43 Only a single column can be moved up or down at a time which results in so the control being disabled if more than one sort column is selected. Defaults The Defaults button is used to revert back to the default sort order (descending Audit Id.) When clicked, user selections (if any) are discarded and the right panel displays the default sort, namely, descending Audit Id. Remove The Remove button in the Sorting dialog is used to remove a sorting column from the sorting of a given view. The button is enabled when one or more columns in the right panel s grid is / are selected (otherwise it is disabled.) OK The OK button in the Sorting dialog is used to save the sorting properties for that view. Once clicked, the Edit View dialog is redisplayed and the sorting criteria of that view are associated with the view going forward. Cancel The Cancel button in the Sorting dialog is used to discard any sorting properties updated thus far. Once clicked, the Edit View dialog is redisplayed and the previously prevailing sorting criteria of that view are used. Apply The Apply button is used to apply an edited view to result set following which the user can save the view to the Audit views library. When the Apply button is clicked, the current result set is re-rendered as per the view just edited. Applying a view does not save the view in the Auditing Views library, it is only used to render the current result set. However, applying a given view, results in a display of the diskette icon next to the Edit View icon so the applied view can be saved. Cancel The Cancel button is used to discard all changes of the view. When the user clicks the Cancel button within the Edit View dialog, all values are discarded and the Audit workspace is redisplayed without change. Saving a view Once a view is changed (or created) and the Apply button is clicked, the workspace is rendered using that view AND a diskette icon appears next to the Edit view button at the View strip. 43

44 Saving a (new) View The figure above illustrates the View Save dialog for the Audit_Payments table prior to any data entry. Title The title of the dialog is New View (if the view is new) or the view name (when an existing view is edited.) Record Type The Record Type of the view is Audit followed by the Audit table name. e.g., Audit Payments. Name The Name text box is used to name the view. It does not have to be unique and may contain up to 50 characters. Views do not have to have unique names but the user would be wiser to assign unique and descriptive names to their views. Description The Description text area is used to describe the view. It may contain up to 255 characters. Allow others to use this view The Allow others to use this view checkbox is used to set the privacy policy of the view. A view is Public if the Allow others to use this view is checked and can be used by others. A view is Private if the Allow others to use this view is clear and can NOT be used by others (it is hidden from other users.) OK button The OK button is used to save the view to the Auditing Views library. It is enabled only when the user specified some Name. 44

45 When the OK button is clicked, the view is saved to the Auditing Views library for the active table, the Auditing workspace is redisplayed with the current view and the diskette icon disappears from the View strip. The saved view is then available as one of the views for the active Audit table and can be used by other users if it is a Public view. Cancel Button The Cancel button is used to discard any data. When the Cancel button is clicked, the Auditing workspace is redisplayed with the current view and the diskette icon remains to the right of the Edit View icon. The View is not saved to the Auditing Views Library. Drilling Down an Update Event The Audit Dialog With some auditing results displayed in the Auditing workspace, the user may drill down to view an Auditing event by double clicking any row in the Auditing workspace grid. Double-clicking a given row in the workspace grid will display the Auditing Event dialog showing the details of that event. The Audit Event dialog is a modal dialog. As mentioned before, three types of events are tracked: Insert, Update (new and old) and Delete. The table below summarizes the difference between the displays of the three events. Insert Update Delete Ids (records) Columns Displayed New Values Old Values, New Values Old Values 45

46 The figure above illustrates an Insert event for the Audit_Organization table. This auditing event instance was created when the Organization was first created and contains the data that composed the record at that time. As the Insert event is the first event for that record instance, the Old Value column is blank. Title The title of the dialog relates to the audit event type and the ids of the records involved. In the figure above, the event is an Insert (only one Id) and the Id is 13, thus Audit Event Insert 13. Audit Ids These are the Ids involved in the event. Update events will have two Ids shown as m/n where m stands for the old Id and n stands for the new Id. Audited Table Name This is the name of the GIFTS Online table being audited. 46

47 Audit Type The type of Audit (Insert, Update or Delete), for example: Insert. Audit User The login of the user who was logged while the event was audited (e.g. ADMIN) Audit Date/Time The Date and Time the event took place using the format of the full Date/Time stamp of the system format for date fields. The example above shows a Date/Time stamp in the US formatted by the style symbolized as mm/dd/yyyy hh:mm:ss AM/PM Audit Grid The main portion of the dialog is occupied with a grid containing one row for each audited column of the audited table as well as the Audit Id and Audit Type from the Audit table. There are three columns in the grid, each of which can be used to sort the grid Column Name This column displays the name of the column being audited. The grid is sorted by this column initially (ascending.) Old Value This displays the old value of each column (for Update and Delete events) and is blank for Insert event. New Value This displays the new value of each column (for Update and Insert events) and is blank for Delete event. OK The OK button is used to dismiss the Audit Event dialog. When the OK button is clicked the dialog is dismissed and the Auditing result set is displayed activated. Reference Fields Reference Fields are fields referencing other Auditing records. When the value of such field is 0, this means that there is no real record referenced by this field. Reference fields with 0 as the value do not refer to real GIFTS Online objects but to a special record in the audited table. When the value of such field is greater than 0, this is a reference to auditing information of real GIFTS Online records and the value appears as a clickable link. For example: Primary Contact Id with value of 24 corresponds to a record with Id of 24 in the GIFTS Online Contacts table. 47

48 Clicking such links will display the Audit history for that record id for that audited table. This behaviour is recursive in nature, as such, closing the history dialog or audit dialog that was launched most recently will bring in focus the previously launched dialog (or, if none) the Auditing workspace. Auditing History Audit history can be viewed either from the detail record of the GIFTS Online object or by drilling down on a Reference Field from within the Audit Event dialog. Audit History From Audit Event Dialog When an Audit Event dialog is displayed, various reference fields are displayed as links. For example, an Audit Organization result set was double clicked at a given row and displays an Audit Event dialog for the event. In that dialog the Primary Contact Id shows as a link with the number 35. Clicking that (35) link will display the history of audit events related to GIFTS Online Contact 35. The Audit history dialog displays one column of values for each of the events for that GIFTS Online object in a horizontal fashion. Title The Title reflects the GIFTS Online table record with its specific ID as follows: Record History {tablename} ID: {ID} For record with ID 24 of the Contacts table this would be: Record History Contacts ID: 24 48

49 Open Record Click Open Record to see the detail edit form for the corresponding instance (record id) in a new web page using a read-only standard GIFTS Online edit form. For record with ID 24 of the Contacts table this will display to a Detail Edit form for GIFTS Online Contact with ID of 24. In case the audit history is that of a deleted record, GIFTS Online will notify the user that the record is no longer in the database. Export to Excel The Export to Excel button is used to create a spreadsheet containing the audit history of a given record in the respective audit table. Clicking the Export to Excel button will create a Microsoft Excel spreadsheet and display a standard dialog. The example below represents opening of an Excel file created from the history of an Organizations audit history: The Excel file created by GIFTS Online is named GIFTSOnlineData{timeStamp}.xlsx where {timestamp} stands for the numeric representation of the time the file was created formatted as DDMMYYYYHHmmss symbolizing date & time units. The structure of the Excel file is identical to the history of the underlying record with audit fields as rows and audit events as columns with the rightmost audit event being the oldest event. 49

50 Audit Events Grid The Auditing History itself is represented in a scrolling grid that occupies most of the area of the dialog using the columns described below: Column Name The leftmost column (Column Name) shows the names of the columns audited in the audited table. The more columns audited in a given table, the more rows will be displayed in the history. The top 4 fields shown in the grid are the Audit fields (Audit Type, Audit Date, Audit User and Audit Id.) The rest of the fields are displayed alphabetically in rows below the Audit Fields. 50

51 The Column Name column of the grid is fixed in place in order to facilitate associating a given value of a particular event regardless of the size of the audit history and the position of the scrolled display. Current Data The Current Data column represents the current data in the respective audit fields. Other Columns The rest of the columns in the audit are displayed to the right of the Current Data column in a chronological order with the rightmost column representing the oldest event. Audit History From Main GIFTS Online Detail Forms The Audit History can be viewed also from any of the detail forms of the main GIFTS Online record types. The main GIFTS Online record types are: Activity, Affiliation, Contact, Document, Organization, Payment, Request, Requirement, Review. To access a record s Auditing History, open the record, click the Actions bar, scroll right to display the Audit History button and click it. The Audit History action is hidden when the current user does not have the permission applied. Auditing Actions The Auditing workspace provides the ability to maintain two Auditing libraries, namely, Audit Views and Audit Searches. The figure above shows the available Audit Actions in the Auditing workplace. 51

52 Managing Auditing Views GIFTS Online 5.2 Clicking the Audit Views link in the Auditing Actions menu bar launches the Auditing Manage Saved Views dialog. The figure above illustrates the Auditing Manage Saved Views dialog with one saved view for the Auditing Organizations table (named Org Mini ). The dialog works much like the standard GIFTS Online Manage Saved Views dialog but the views it maintains are specific to the Auditing Views library. Title The title of the dialog is Manage Saved Views. Record Types The RECORD TYPES label is located above a scrollable list of Auditing tables distinguished by the prefix of Auditing in front of the standard GIFTS Online table name on the database. Clicking a particular table selects it and renders this table as the active table. Upon selecting a given table, GIFTS Online displays all saved Auditing views related to the selected table in the right panel. The views displayed in the grid are either those created by the user or Public views created by other users. 52

53 The Views Grid GIFTS Online 5.2 The right panel of the dialog is a grid listing the saved views for the active table, a saved view per grid row. When the grid is populated with some saved views, clicking a saved view (grid row) renders this item as the active view. All subsequent actions applicable to a view are applied to the active view by clicking an action in the (untitled) Actions column. The views grid has these columns: Name This is the name last entered for the view. The Name field can be up to 50 characters in length. Description This is the description last entered for the view. The Description field can be up to 255 characters in length. Last Updated This is the most recent date the view was updated. Edit Icon The Edit icon is one of the action icons in the (unlabelled) Actions column. Clicking the Edit icon of a given Auditing view launches the Edit View dialog for this view. Upon clicking the OK button of the launched dialog, that dialog is dismissed and GIFTS Online refreshes the grid with the contents of the saved view. Save As Icon The Save As icon is one of the action icons in the (unlabelled) Actions column. Clicking the Save As icon of a given Audit copies that view to a new row in the grid under the name Copy of prefixing the name of the original view. Thus, clicking the Save As icon of a view named Org Mini will result in creation of another row showing a view named Copy of Org Mini with the same properties of the Org Mini view. Delete Icon The Delete icon is one of the action icons in the (unlabelled) Actions column. Clicking the Delete icon of a given Audit view launches a confirmation message box soliciting response from the user. 53

54 If the user clicks No or closes the message by clicking the x link, the View is not deleted. If the user clicks the Yes button, GIFTS Online removes the view from the list of views for the active table and causes GIFTS Online to refresh the display of the Manage Saved Views dialog without the deleted view. A deleted view will be absent from all View drop-downs where it was previously displayed. New View The New View button is used to create a new view from scratch for the active table. Clicking the New View button launches the Edit View dialog with an empty right (columns) panel. Upon clicking the OK button of the Edit View dialog, GIFTS Online saves the new view and refreshes the views grid to redisplay the Auditing views library with the view just created as one of the views for the active table. Close The Close button is used to dismiss the Manage Saved Views dialog. Clicking the Close button results in dismissal of the Manage Saved Views dialog and redisplaying of the Auditing workspace. Managing Auditing Searches Clicking the Audit Searches link in the Audit Actions menu bar launches the Auditing Manage Saved Searches dialog. 54

55 The figure above illustrates the Auditing Manage Saved Searches dialog with one saved search for the Auditing Organizations table. The dialog works much like the standard GIFTS Online Manage Saved Searches dialog but the searches it maintains are specific to the Auditing tables. Record Types The RECORD TYPES label is located above a scrollable list of Auditing tables distinguished by the prefix of Auditing in front of the standard GIFTS Online table name on the database. Clicking a particular table selects it and renders this table as the active table. Upon selecting of a given table, GIFTS Online displays all saved Auditing searches of the selected table in the right panel. The searches displayed in the grid are either searches created by the user or Public searches created by other users. Searches Grid The right panel of the dialog is a grid listing the saved searches for the active table, a saved search per grid row. When the grid is populated with some saved searches, clicking a saved search (grid row) renders this item as the active search. All subsequent actions applicable to a search are applied to the active search by clicking an action in the (untitled) Actions column. The searches grid has these columns: Name This is the name last entered for the search. The Name field can be up to 50 characters in length and will be displayed in all drop-down and forms where the search is referenced. Description This is the description last entered for the search. The Description field can be up to 255 characters in length. Last Updated This is the most recent date the search was updated. Edit Icon The Edit icon is one of the action icons in the Actions column. Clicking the Edit icon of a given Auditing search launches the Edit Search dialog for this search. 55

56 Upon clicking the OK button of the launched dialog, that dialog is dismissed and GIFTS Online refreshes the grid with the contents of the saved search. Subsequent to saving a search it will be displayed as per its privacy policy in drop-downs and displays. Delete Icon The Delete icon is one of the action icons in the Actions column. Clicking the Delete icon of a given Auditing search removes the search from the list of searches for the active table and causes GIFTS Online to refresh the display of the Manage Saved Searches dialog without the deleted search. Subsequent to deleting a search it will be absent from all drop-downs and displays it was visible before. Close The Close button is used to dismiss the Manage Saved Searches dialog. Clicking the Close button results in dismissal of the Manage Saved Searches dialog and redisplaying of the Auditing workspace. Auditing Options The Auditing workspace provides you with four items in the Options menu. Export The Export icon in the Options menu bar of the Auditing workspace is used to export the data currently displayed in the Auditing workspace results grid to an Excel spreadsheet. When the user clicks the Export icon in the Options menu bar of the Auditing workspace the Auditing Export dialog is displayed with data pertaining to the active Auditing table. The figure above illustrates the Export dialog that was launched for the Auditing Organizations table. The Export dialog assumes exporting of the information to an Excel spreadsheet. 56

57 Title The Title field will be used as the title of the exported data and defaults to the search criteria of the result set. When no search criteria exists, the text All Auditing {audit table name} is used. For example All Auditing Organizations when the active table is ORGANIZATIONS and no result set criteria exist. When the export is created, the text of the Title field will be used as the top line of the worksheet of the exported data. This field can hold up to 255 characters. Include column headings The Include column headings checkbox is used to determine whether or not to use the column headers in the view as a columns heading row in the exported worksheet. When the checkbox is set, the worksheet will include the column headers in the view as the column headers row in the exported worksheet and format these accordingly. When the checkbox is clear, the worksheet will exclude the column headers row in the exported worksheet and the first data row in the worksheet will be the first row of data in the view. Export values without formatting The Export Values without formatting checkbox is used to determine whether or not the data will be formatted as per the prevailing formatting of the view. When the checkbox is set, the exported information will be formatted in Excel (font size, colour, justification, etc.) as the prevailing format of the view of the result set. When the checkbox is clear, the exported information will be formatted as per the default Excel formatting for the given column type (date, currency, etc). Export The Export radio buttons are used to determine the scope of exporting. All rows The All Rows radio button is used to indicate that all rows in the result set will be included in the export. When the All Rows radio button is set and the user clicks OK, all rows in the result set will appear in the export file. All rows on this page The All rows on this page radio button is used to indicate that only rows in the current page of the result set will be included in the export. When the All rows on this page radio button is set and the user clicks OK, only rows on the current page of the result set will appear in the export file. 57

58 OK The OK button is used to create the Excel spreadsheet as per the properties set by the user. When the user clicks the Export button, the standard web page file handling dialog is displayed enabling the user to save the file or open it with Excel. The figure above illustrates the standard file dialog that displays upon clicking the OK button. The user may save the file or view it with Excel. Cancel The Cancel button is used to dismiss the Export dialog. When the user clicks the Cancel button the Export dialog is dismissed and the Auditing workspace is redisplayed. Print The Auditing workspace supports a printout representing the workspace grid straight out of the workspace. This is provided for by the Options > Print item. When you click the Options > Print option off of the Auditing workspace menu bar, the Print dialog is launched populated with data relevant to the active Auditing table. 58

59 The figure above illustrates the Print dialog that was launched for the Auditing Organizations table that displayed data without any filter. Title The Title field will be used as the title of the printed page and defaults to Auditing {audit table name} for example Auditing Organizations when the active table is ORGANIZATIONS. When the printed page is rendered, the text of the Title field will be used as the page header. This field can hold up to 255 characters. Subtitle The Subtitle field will be used as the subtitle of the printed page and defaults to the search criteria of the result set. When no search criteria exist, the text All Auditing {table name} is used. For example All Auditing Organizations when the active table is ORGANIZATIONS and no search criteria exist. When the printed page is rendered, the text of the Subtitle field will be used as the page sub header. This field can hold up to 255 characters. Print The Print section enables the user to select whether all rows in the result set will be printed or just rows on the current page will be printed. All rows This radio button is used to indicate that all rows in the result set should be printed. When this button is selected and the user clicks OK the print page will render all rows in the result set. 59

60 All rows on this page GIFTS Online 5.2 This radio button is used to indicate that only rows in the current page should be printed. When this button is selected and the user clicks OK the print page will render only rows in the current page. OK The OK button is used to launch the print page. When the OK button is clicked, a web page will appear including all columns rendered in the workspace with the selected page title and subtitle including the rows scope indicated above. Cancel The Cancel button is used to dismiss the Print dialog. When the user clicks the Cancel button, the Print dialog is dismissed and the Auditing workspace is redisplayed. The Printout When the OK button is clicked, GIFTS Online will render a printout page based on the information in the Print dialog. 60

61 Add to Dashboard GIFTS Online 5.2 Add to Dashboard enables the user to add the current Auditing result set to the dashboard. This option works similarly to the corresponding standard GIFTS Online workspace option. When the user clicks the Options > Add to Dashboard, the Add to Dashboard dialog appears. The figure above illustrates the Add to Dashboard dialog that was launched for the Auditing Organizations table with some information already filled in by the user. Add To The Add To drop-down contains parts already existing in the dashboard allowing the user to indicate which part of the dashboard to add the result set to. This is a required field as indicated by the red exclamation mark that disappears once a selection was made. When the user clicks the Save button, the result set will be added to the dashboard part selected by the user. Title The Title text box enables the user to enter text that will be used as the title of the part set in the dashboard. This is a required field as indicated by the red exclamation mark that disappears once a title is entered. When the user clicks the Save button, the result will be added to the dashboard. This field can hold up to 100 characters. Header The Header text box enables the user to enter text that will be used as the header of the part in the dashboard. When the user clicks the Save button, the result up to 255 characters. will be added to the dashboard. This field can hold Footer The Footer text box enables the user to enter text that will be used as the footer of the part in the dashboard. 61

62 When the user clicks the Save button, the result will be added to the dashboard. This field can hold up to 255 characters. Save The Save button is used to add the result set to the dashboard. When the user clicks the Save button the dashboard s part selected by the user will include the result set, populated with the information entered above. Upon successful saving of the result set to the dashboard s part indicated above, GIFTS Online will display the confirmation dialog shown below. Click OK to dismiss the confirmation dialog. Following a successful save, the result set will be visible as a part of the GIFTS Online Dashboard indicated above. Cancel The Cancel button is used to dismiss the Add to Dashboard dialog without action When the user clicks the Cancel button the Add to Dashboard dialog is dismissed and the result set is not added to the dashboard. Report The Auditing workspace supports ad-hoc reports in a similar fashion to the standard GIFTS Online workspace. This functionality is represented by the Options > Reports item. Auditing ad-hoc reports cannot be saved to the library. They can only be used in an ad-hoc fashion. When you click Options > Report, the Report Designer dialog is displayed, populated with information relevant to the active Auditing table. 62

63 The figure above illustrates the Report Designer dialog launched with data representing the (currently active) Auditing Organization table and including the columns showing in the prevailing view for the active Auditing table (Organizations in this case.) The Report Designer dialog is displayed with the default settings and the columns present in the view of the active table at the time. Saving Auditing Ad-Hoc Report Clicking either the Save & Close or the Save button, will display an OK dialogue indicating that the report cannot be saved because it is not the right type. Generating Auditing Ad-Hoc Report An Auditing Ad Hoc report can be generated from within the Report Designer by clicking the Generate link in the Options > Report > Actions menu bar. When the user clicks the Options > Report > Actions menu bar link, the Generate Report dialog is displayed. 63

64 The user can modify properties of the ad-hoc report by modifying the information in the Generate Report dialog. The figure above illustrates the Generate Report dialog off of the Auditing workspace. The user may enter a different title, Subtitle 1 and Subtitle 2 as well as modify the selection criteria using the Modify link. Both, the Subtitle 1 and Subtitle 2 fields can hold up to 255 characters each. When the user clicks OK, GIFTS Online will launch a separate web page displaying the ad hoc report as per the Report Designer specification and the Generate Report ad-hoc information. 64

65 The figure above displays a result set of Organizations Auditing data. 65

66 Ad Hoc Reporting Updates The Ad Hoc reporting features in GIFTS Online have been updated in several ways to improve overall usability and be more compatible for clients migrating to GIFTS Online from GIFTS or GIFTS Alta. New Columns and Settings The following columns were not supported in GIFTS Online 5.0 but were available in other versions of GIFTS/GIFTS Alta. To get to the Report Columns form: 1. Perform a search. 2. Select desired records to include in your report. 3. Click on Report in the Options menu. 4. In the Report Designer, go to the Options tab menu and click on Columns. Include Percentage of Total A option has been added to the Report Columns configuration form for number and currency type fields to allow a user to create a child column which will show the representation of the total percentage of the data values within the parent column. Features: The setting is visible when a user has selected fields that are numeric or currency. The setting label is Include percentage of total and is deselected by default. 66

67 When the setting is selected, after clicking OK, a new child column is created to the right of the parent column, which is visible in the Report Designer. The heading of the new column defaults as Percent of Total. The new column can be moved around the report independently of the parent column Formatting options for this column are Include grouping character (defaulted as deselected), # of Decimals (defaulted as 2), and Include in Totals (defaulted as selected). o If Include in Totals is selected, the grand total row will show a value for this column of 100%. If it is deselected, nothing will show in grand totals for this column, but the values in the column will add up to 100%. The Data Prefix and Data Suffix for the new column are editable suffix defaults to % The child/percent column can t be combined with any other column but the parent columns can. o Upon combining columns, if two or more of the columns being combined have child Percent of total columns, all of the related Percent of Total child columns will appear separately after the combined columns. When the report is generated, the data in the column will show the percentage of the grand total that the parent value represents. When a report s sorting includes subtotals, and the Percent of Total column has the Include in Total selected, there will be a percent of total value showing for the subtotals in the report. When the Include percent of total option is deselected from a parent column, its child percent of total column will automatically be removed. (Note: If there are settings applied to the child column these settings are not remembered so if the user re-selects the Include percent of total for the parent column, the child column will have the default settings applied). The Percent of total child column can also be removed from the report by highlighting the column and clicking on the Remove button. Doing so will also deselect the Include percent of total setting in the parent column. 67

68 Record Count Column for Summary Reports When a user changes a report to a Summary Report in Options>Settings, when they go to the Report Columns form, a column will be available in the main record category s list of columns called Record Count. This will allow users to see a count of the individual records that are making up the summary information in the report. 68

69 The following are the features of the Record Count column: The column can be moved around The heading defaults as Record Count but can be modified A data prefix and suffix can be added to it It can have the following numeric formatting applied. o Include grouping character (default selected) o Include in totals (default selected) As with the other columns in Summary reports, the column can t be combined with other columns. When the Record Counts are included in a summary report as a column, the count of the records that make up each row of the report will show in the column and a total record count will show in the totals (if Include in totals was selected). 69

70 Rank Column for Top N and Detail Reports For Detailed and Top N type reports, a column will be available in the default list of columns called Rank. When the column is included in a report, it will render a column into the report as its own column with the default heading as Rank. The data in the columns will basically be like a row count starting at 1 and ending at whatever value is defined as N. For example, in a Top N report, if the user has elected to show the top 25 records, the column will show The following are the features of the column: It can be moved around. The heading defaults to Rank and can be modified. A data prefix and suffix can be added to it. The Include Grouping Character formatting is available for the column. The column can t be combined with other columns. 70

71 Display partial amounts Setting This option allows the report to show partial grant or request allocations when the report is sorted by a coding sheet item that is configured to use percentages. Setting description: Visible in the Request: Request Amount or Request: Grant Amount column formatting options only when the report is set to group by a coding sheet item that is configured to use percentages. Label is Display partial amounts 71

72 Checkbox, defaulted as deselected When selected, this option breaks Requests into different group sections according to the codes assigned. The Request appears in each code where the field amount is nonzero. If a code is selected with 0% allocation, it does not display on the report. The amount displayed is calculated as (Amount)*(Code %) When deselected, the Request displays only once in the report under its primary code with the full request/grant amount. Example of a report where request 689 is created under two program areas. The setting does not apply to both the Request and Grant amount at the same time. For requests that are pending or declined, the request amount displays partial amounts, but not the grant amount. For approved requests, the grant amount displays partial amounts, but not the request amount. The reason is that the partial amounts are stored in the database in the Codes table, but there is only one amount per code. Note that this option is only available for reports that allow grouping. It will not be available on Top N reports. 72

73 Proper Handling of SAP990 (v6) Reports The Schedule of Appropriations Payment reports listed below were created as special (non-crystal) standard reports and were handled by the system differently in previous versions of GIFTS Online. As part of the 5.2 release, these reports will now have the same options available to them that other Standard reports have after being generated. These options are seen in the generated report header. Payment Reports Schedule of Appropriations and Payments Old Schedule of Appropriations and Payments Old, by Program Area Schedule of Appropriations Showing Population Served Old Schedule of Appropriations Showing Population Served (version 6) 73

74 Report Scheduling GIFTS Online users will be able to select one or more reports in their report manager and create a schedule for them to run automatically. The schedule can be set as a one-time generation or can be set up to run on a recurring basis. The generated reports can be saved on a GIFTS Online server and can be ed to recipients. The schedule and the output will be part of the Report Schedule criteria. Changes to the Ribbon Menus The following are the changes to the ribbon menus within GIFTS Online for the Report Scheduling functionality. Launch Menu Scheduled Reports In the main GIFTS Online Launch menu, to the right of the Report Manager button, a new Scheduled Reports button will be visible to users with the proper role permissions. Clicking this button will take the user to the Scheduled Reports workspace. Action Menu Schedule Report In the Action menu of the Report Manager workspace, when one or more reports are selected, and the user has the proper role permission, a Schedule Report button will become visible allowing them to create a schedule for the selected report(s). 74

75 Scheduled Reports Workspace GIFTS Online 5.2 The Scheduled Reports workspace can be accessed by clicking on the Scheduled Reports button from the Launch menu. Show only my schedules checkbox. When checked the schedules shown in the workspace will be filtered to only those created by the current user. When deselected all of the schedules created for that client will show. This option is only visible to Grant Managers as they are the only users whose role will allow them to see other users Schedules. The columns in the workspace are as follows. All columns except for the Select column are sortable. Select allows user to select one or more records which exposes the Actions menu. ID Record ID of the report schedule Name Report Schedule Name Recurs Recurrence of the Schedule Next Run Date and Time of the next run Last Run Date and Time of the last run Owner Name of the Owner who created the schedule Workspace Actions and Options Users can double click on an individual schedule to open it. Actions Ribbon Menu - When one or more schedules are selected in the workspace, the Actions ribbon menu is visible with the following option. Open clicking on this opens the selected schedule 75

76 Options Ribbon Menu when users click on the Options ribbon menu the following options are available: Export When selected the basic GIFTS Online Export dialog appears allowing users to export the schedules in the workspace to Excel. Print When selected the basic GIFTS Online Print dialog appears allowing users to print a version of the records included in the workspace. Add to Dashboard When selected user will be prompted to select which dashboard to add it to. Report Launches an Ad Hoc report and allows a user to generate a report with the workspace as its basis. Note: Users cannot save reports of this type but they can generate them. Scheduling Reports Accessing the Report Schedule Interface The Report Schedule interface can be accessed either by: Selecting one or more Schedules in the Scheduled Report workspace Double clicking on a Schedule in the Scheduled Report workspace Selecting one or more reports in the Report Manager workspace and clicking Schedule Report. Report Schedule Interface 76

77 Page Title Report Schedule (New) for new schedules GIFTS Online 5.2 Report Schedule ([ID]) Name for existing schedules General Section Name Open text field, defaults as empty. Required. Description Open text field, defaults as empty. Not required Recurrence Section This section contains details on when and how often the reports included in the schedule will generate. Frequency radio buttons Daily (default) When selected, the Daily options to the right will show and the report(s) included in this schedule will generate on a daily basis as defined in the daily frequency settings. Every day(s) Defaults selected and the value to 1 but can be changed to a value up to Every Weekday Monday to Friday only Weekly When selected, the Weekly options to the right will show and the report(s) included in this schedule will generate on as defined in the weekly frequency settings. Every weeks(s) on Value defaults to 1 can be changed to a value up to Days of the week 77

78 All checkboxes. None selected by default. User may select one or more. Monthly When selected the Monthly options to the right will show and the report(s) included in this schedule will generate as defined in the monthly frequency settings. NOTE: If you set a report to recur on the 31 st of the month, for the next reporting month the system will automatically find the last day and set the next run date accordingly. Example: If the current month is July and the report is set to run on the 31 st day every two months, the next scheduled run date would be September 30 th. If the run month happens to fall in February, it would be run on the 28 th or 29 th in leap years. Time Options NOTE: Report schedule times are entered into the system by the user as local time, and the system converts this to Universal Standard Time when storing the schedule in the database so that the schedule times are consistent throughout the system. Start Date field, defaults to current date Time Time field, defaults to 12:00am End o No end date (generation will occur with no end) o End after: (numeric field, user can enter a value up to Reports will generate the entered number of times) o End by: (Date field, defaults to today s date but user can modify. No reports will generate after the date specified) Destination Section This section contains details on the format that the reports included in the schedule will be created in and where they will be stored or sent. Output Format Dropdown list containing the following formats. The generated reports in this schedule will generate in the selected format. PDF (default) Excel Word 78

79 Reply To Address GIFTS Online 5.2 Open text field. Defaults to current users address. This is the value that will populate to the Reply To section of the that is generated (if there are Notification Recipients on the schedule). Note that the reply to address is different than the From address which, like all s sent from GIFTS Online, will be From Display Name This is the value that would populate as the From name in an generation. This is an open text field however a validation will occur if a user tries to save a schedule with a non-valid address format. Notification Recipients This field holds the recipient addresses for address generation. Users click on Add below the field to add addresses. The Add Recipient dialog is as follows: Address Open text field. Required in order to save Add and Add Another buttons are disabled until a value is entered here in a valid format. If a user enters a value that is not in a valid format, the alert message reads Please ensure your address is valid Option. Dropdown list. Options: o To (Default. Recipients will be in the To field of generations) o CC (Recipients will be in the CC field of generations) o Bcc (Recipients will be in the Bcc field of generations) Add Button. Disabled until a user has entered a valid address in the Address field. When clicked, the dialog closes and the recipient is added and visible in the Notification Recipients field. Add Another Button. Disabled until a user has entered a valid address in the Address field. When clicked, the recipient is added and the dialog remains open with the fields reset. Subject Open text field. Values entered will appear in the subject line of a generated . Body Open text field. Values entered will appear in the body of a generated . 79

80 Attachments GIFTS Online 5.2 When schedules and s generate, the reports on the schedule should generate and be sent as attachments in the s. The attached reports will be named using the following convention - derived from the title, stripping out spaces and non-alphanumeric characters, and concatenate a 17 digit timestamp that includes the milliseconds. Reports Section This section contains details on the reports included in the schedule. Report Name Populated with the Name of the Report Title Populated with the Title of the Report Last Run Shows the date and time that the schedule was last run Status Shows the status of the report s generation Actions Scheduled In Progress Success Failure Pending Retry Buttons to allow users to: Detail Panel Delete (X) when clicked a user will be prompted with a confirmation message reading Are you sure you want to delete this report from the schedule? Yes closes the dialog and removes the report from the schedule. No closes the dialog and cancels the action. Edit (pencil icon) when clicked the user will be able to modify the Title, Subtitle 1, Subtitle 2 and Filter of the report. Changes to the report included in the schedule only impact the reports automatically generated in the schedule. The original report is not modified. Note that the title on the Edit dialog reads Schedule Report Titles/Filters rather than Edit Report to clarify that changes to this only affect the report in the schedule and not the main report. Add (+ icon under the table). Clicking on this brings up a window to allow users to add additional reports to the schedule. The Detail panel shows the Report Schedule form sections. Users can click on a section to navigate to it. 80

81 Related Panel GIFTS Online 5.2 The Related panel in the form shows Results when there are generated results, users can click here to get to the table showing them. Actions Generate Users can click on this to generate the report now rather than waiting for the schedule. When clicked, if there are unsaved changes the user should be prompted to save them. The only options on the Save dialog are Yes and Cancel. Yes closes the dialog. Cancel cancels the Run Now action and closes the dialog. User is returned to the Report Schedule form with no changes to it. A confirmation message will appear reading A request to run the scheduled reports has been submitted. Please allow several minutes and then click on the Refresh button in the Actions menu to check for results. Results can be accessed by clicking on Results in the related record panel. The dialog has an OK button which closes the message. Refresh Clicking on this will refresh the UI. Upon refresh the system checks for changes to the record. If there are changes, the user will be prompted to save them prior to the refresh. The prompt reads: You have unsaved changes. Do you want to save before refreshing the form? with three options YES, NO, and CANCEL. Delete YES = Saves changes, refreshes form. NO = Abandons changes, refreshes form. CANCEL = ignore the refresh request. Deletes the schedule. When clicked a confirmation message will show reading Delete Report Schedule ([Schedule Record ID])? with Yes/No options. Yes closes the dialog and deletes the report. No closes the dialog and cancels the delete action. Save & Close Saves the Report Schedule and closes the Schedule form. Save Saves the Report Schedule Cancel Closes the Report Schedule form and cancels any changes. If there are any unsaved changes in the schedule, the user is prompted to save. If they opt to save their changes, the same Save conditions (Name and at least 1 report) mentioned above will be checked and error handling will occur if they are not present. 81

82 Results GIFTS Online 5.2 The results of the scheduled and run now report generation can be seen from within a schedule in the Results section of the related record panel. NOTE: If the report generation occurs while a user is in the form, for example by using the Generate action, the page will need to be refreshed through Actions > Refresh in order to see the updated Results reflected in the related record panel. Header section Filter This section allows the user to filter the report results list. Selecting one filters the table for only matches. Report Date Dropdown list containing all Report Dates in the results list. Selecting one filters the table for only matches. Table Columns in this table may be dragged/dropped as there are no views associated with them. All columns are sortable. Double clicking on a row, or right clicking > Open Record will either open the associated report or if no report is associated, for example if the report generation failed, the user should get a message saying No report available to view. 82

83 Select Allows users to select one or more schedule Report Name Report State Status Shows the status of the schedule s generation Log Id Scheduled In Progress Success Failure Pending Retry GIFTS Online 5.2 This will show an exclamation mark if an error occurred. Actions View Report Shown in the Actions ribbon menu when one report generation is selected that has a status of Success. Otherwise it is hidden. Retry Shown in the Actions ribbon menu when one or more schedule generations are selected. This allows user to retry the generation. If there are unsaved changes in the schedule, the user is prompted to save (they must save in order to retry). Delete Shown in the Actions ribbon menu when one or more schedules are selected. Allows user to delete a generation. If they do, they will be prompted to confirm the deletion. Message reads: Are you sure you want to delete this result from the schedule? Yes/No prompts. Yes deletes the schedule. No cancels the action. Refresh Refreshes the report schedule table Reset Layout Resets the report schedule table to the default sort order, column placement and column widths. User gets a prompt to confirm the reset. Save & Close Saves any changes to the report schedule and closes the form. Save Saves any changes to the report schedule. Cancel Checks for unsaved changes, prompts user to save before closing the form. If there are no changes then the form will close. Editing or Deleting Reports Consideration is needed for modifications to reports that are associated with a Report Schedule. Editing a report from the Report Manager When a report is included in a schedule, updates to the original report in the Report Manager spread to any reports in schedules where the report has been included. One possible exception to this is if the user has modified the generation details of a report (Title, sub-titles, or filter) in the reports from within a schedule. Updates to this data from within the original report in the Report Manager will not override these changes to reports in a Schedule. 83

84 Editing a report from within the Report Schedule When the generation details of a report in a schedule is modified (Title, sub-titles, or Filter) in the Report Schedule UI, the changes to the report do not update to the original report seen in the Report Manager. They only apply to the generation of the report as part of that schedule. Deleting a report from the Report Manager If a report that is associated with a report schedule is deleted from the Report Manager and if that report is included in a schedule, then that report generation will fail (if there are other reports in the schedule, an error occurring due to a report deletion should have no impact on the other report generation). 84

85 Online Applications and Requirements Resubmission NOTE: This feature is only available to clients with the Online Applications module. GIFTS Online users can now send back an application or a requirement that was submitted online to allow the grantee to make changes and resubmit back into GIFTS Online. The Resubmission process can be initiated by the Grant Manager while considering an application or from the Request or Requirement form within GIFTS Online. Publishing a resubmission will notify the grantee of the action. NOTE: Grant Managers will have resubmission permissions by default. The applicant cannot initiate the resubmission. It must be requested by the grantmaker first. Initiating Resubmissions There are two ways of initiating a resubmission request: During the Consider process, an Online Applications user can check the Publish for Resubmission box. A GIFTS Online user can also click the Publish for Resubmission option in the Actions tab menu when viewing an open Request or Requirement record. From Online Applications When Grant Managers are considering applications or requirements submitted online, there will be a new Publish for Resubmission option available to them provided that there is an address associated with the applicant. This will allow the user to send a message back to the applicant as part of the consider process. The application or requirement will still upload into GIFTS Online. NOTE: If the highlighted record does not have an associated attached, this checkbox will be grayed out/disabled. 85

86 When the user Considers the application with the Publish for Resubmission check box a form will open to allow them to customize a message to the applicant. This message will be included in an that will automatically send to the applicant as well as be displayed when they open the resubmission application or requirement when logged into the Online Applications site. The default text message in the Text box can be changed in Form Designer. This application has been sent back for resubmission. Please make any suggested changes to this application and resubmit the application for review. Processing the Resubmission After clicking OK, the following occurs: For applications that have an account, a new application will be created on the server and associated with it. o The new application will be an editable copy of the selected one. It will not matter if the original app s Form is inactive. If the Form has been modified, these changes will not be reflected in the new application. o If the Form had a quiz or any authentication options (IRS lookup, Form Password), they will be removed/ignored. o All data that was on the original application will default to the new application: Editable fields remain editable. Read-only & hidden fields remain read-only & hidden. o The attachments from the original application will be ignored. The original application will be moved to the View Historical Applications folder. 86

87 GIFTS Online 5.2 o Its Disposition will display Requested Resubmission o A new value for the Resubmission Requested Date will be stored and displayed in the grid o A request will be created in GIFTS Online A process monitor (batch) or a message box (single) will confirm the successful completion of this process: o From Requests A resubmission has been requested for Application [Server Side ID]. If the process was done in batch, and one or more apps did not have an account, this will be reported in the process monitor as well. A resubmission cannot be requested for Application [Server ID] because there is no account associated with it. A Resubmission action will be available in the Request > Action menu in GIFTS Online. The process will be the same as described during the Retrieval/Consider process except: If one of the following conditions is true, the resubmission action will not take place: o Request is declined. o Request has an open Stage 2. o Request is approved. o Request is not associated with an Online Applications account. If the user chooses to publish for resubmission during the consider process, the Generate Stage 2 button will become grayed out/disabled. If there is an open application for resubmission, the Generate Stage 2 action will be grayed out. GIFTS Online will determine which application is the most recently considered for that request, and use it to copy. An Activity record will be created and attached to the Request. This will be a type of history activity for Resubmission Requested. It will have the following properties: Field Organization ID Contact ID Request ID Staff ID Done User ID Done Flag Class Type Value Organization for the Request. Primary Contact for the Request Current Request The user logged in to GIFTS Online who performed the Action. Same as Staff Yes History Resubmission Requested 87

88 Field Due Date Done Date Notes Change User Change Date Branch Value Current Date Current Date Resubmission requested for Application [Server ID]. A new Application [new Server ID] has been created. User logged into GIFTS Online who performed the action. Current Date Branch ID of the Request, if Branch Security configuration. From Requirements The same Resubmission action will be available in the Requirement > Action menu in GIFTS Online. If one of the following conditions is true, the resubmission action will not take place: o The Requirement has been flagged as done. o Requirement has an existing published requirement. o Requirement has an existing resubmission request. GIFTS Online will need to determine which application is the most recently considered for that requirement, and use it to copy. An Activity record will be created and attached to the Requirement. This will be a type of history activity for Resubmission Requested. It will have the following properties: Field Organization ID Contact ID Requirement ID Staff ID Done User ID Done Flag Class Type Due Date Done Date Notes Change User Value Organization for the Requirement. Primary Contact for the Requirement Current Requirement The user logged in to GIFTS Online who performed the Action. Same as Staff Yes History Resubmission Requested Current Date Current Date Resubmission requested for Requirement [Requirement ID]. A new Application [new Server ID] has been created. User logged into GIFTS Online who performed the action. 88

89 Field Change Date Branch Value Current Date Branch ID of the Request, if Branch Security configuration. Changes to Active Form/Deactivation Currently, when making changes to an Active form, or deactivating a form, the user is asked whether to allow any in-progress applications to be submitted. This function does not apply to resubmission applications. If the user wishes to remove the resubmission application, they must use the Cancel Resubmission action available in View Historical Applications or Request/Requirement record. The same logic is applied for Automatic Deactivation. Notifying Applicants In addition to the instructional text placed on page 1 of the copied resubmission application, the user will be presented with an option to generate correspondence when using the resubmission action. Cancel Resubmission After requesting a resubmission, there will be an option in the View Historical Applications Action menu to Cancel Resubmission. This action will be available for both Requests and Requirements where a resubmission application has been published. The Cancel Resubmission option is also available in the Actions menu in GIFTS Online when viewing the Request or Requirement record. This action will be grayed out/disabled if the highlighted record (single record only) does not have a resubmission requested. NOTE: When canceling a resubmission from GIFTS Online, an extra check is done to make sure that the resubmitted application does not already exist as a Pending Application, in addition to not being submitted. If it does, an error will occur stating, Resubmission application could not be canceled. Application has already been submitted. When the action is selected, a form will launch where the user can customize a message for the applicant. The default text is stored on the server and can be changed in the messages section of the global form design. Instructional Text You have chosen to cancel the resubmission request. Applicants who attempt to access their Form will receive the following message instead: Text box (vertical scroll only). Initially, the default text will be as defined below; however, the text the user last entered will be remembered. This form is no longer available for online submission. We apologize for the inconvenience. OK/Cancel command 89

90 Retrieval & Workspace Changes GIFTS Online 5.2 Both the Pending & History folders of Online Applications will display a Resubmission column. The Resubmission Requested Date will be available as a column in the History folder only. Linking Resubmissions Linked Organizations and Contacts will not carry over from the previous application, and the user will be asked to relink. Only the Request ID will carry over. Considering Resubmissions Since there is a Request ID associated with the Resubmission, the Request data will be updated with the data from the resubmission. Requirements, upon retrieval, will be updated with the data from the resubmission. Considerations for Application Transfer When pushing for resubmission, the application will be pushed to the applicant associated with the latest submission. Simplify for Online Applicants NOTE: The Simplify service is available only to USA clients. What is Simplify? Project Simplify grew out of recommendations from the Grants Managers Network s Project Streamline, which found that grantseekers wrestle with application and reporting practices that often are disproportionately burdensome. The main finding was that applicants fill out numerous applications for funding requests and have to re-key the same commonly asked fields in each application, often taking the applicant organization endless amounts of time. Most applications include the same core elements, such as organizational data, contact information, a board of directors list, financial statements, and so on. Project Simplify is a Data-sharing and Standards-setting process that helps funders more easily access this frequently used information from grantees. Standards-setting creates a consistent format for core organizational information. Data-sharing happens through the GuideStar Exchange database, which already connects nonprofits with current and potential supporters. Nonprofits enter their core information once, and then it is automatically added to every grant application they complete for any participating funder. The service is provided at no cost to the nonprofits (grant applicant / grant recipient), however all funders must pay GuideStar an annual fee of $750 in order to access GuideStar Exchange data. Introducing the ability to pull Guidestar Exchange data into applications through Simplify provides funders with the ability to have their applicants auto-populate their application forms. How does Simplify work? Applicants often apply for funding from multiple organizations. When they are filling out online applications they often have to re-enter standard information such as Name, Address, City, State, Tax ID, Contact information over and over again for each unique application they are filling out. 90

91 All nonprofits now can fill out a standard organizational profile on GuideStar s Exchange database (Project Simplify). For online applications that participate in the GuideStar Exchange database sync (Project Simplify), the applicant will be able to pull in their GuideStar Exchange database (Project Simplify) profile information and automatically fill in the matching fields on the application. How do I enable Simplify for my online application forms? To enable Simplify for your GIFTS Online site, please contact MicroEdge Services at Services@Microedge.com. Once enabled for your site, to enable Simplify on an application form the Require applicants to enter U.S. Tax ID option has to be checked in the application form setup Properties. If it is not checked, a Tax ID request will not be displayed to the applicant. The entry of the applicant s Tax ID will, in turn, enable Simplify to pull data from the Guidestar Data Exchange. How does this change how online applications work? With Simplify turned on, applicants will be given the option to identify their organization with an EIN number when filling out an application form and have up to date information from the Guidestar Exchange Database auto-populate corresponding fields in the form. This will not only save time for applicants, but will also ensure that the data is accurate and up to date. How will it look to an applicant? With Simplify turned on, applicants will be prompted to enter their Organization s Tax ID before the application form is opened. This prompt is identical to the window that comes up for an application form when Requiring Tax ID, except with a few extra items to accommodate Simplify. NOTE: This prompt will not occur for Stage 2 application forms. Keep in mind that not all applicants that arrive at this application will be Simplify members, and therefore will not have any Exchange Data saved with GuideStar. For this reason, there are multiple options when arriving at this window to accommodate different types of users/applicants. Simplify Logo and Link With Simplify on, below the Tax ID field will be the Simplify logo and a link to a site where applicants can learn more about Simplify. NOTE: The Powered by text before the Simplify logo will initially also be supported in French and Spanish. 91

92 Procedure and Validation Rules: GIFTS Online 5.2 The applicant cannot skip the step to enter a Tax ID before beginning the application form. If the Require Tax ID to be on file in the IRS database option is also checked, this check will occur before the Simplify request gets sent (to make sure that the Tax ID is on the IRS database). o If the Tax ID entered is not on the IRS database, an error message will appear. o o o If the Tax ID entered is on the IRS database, the system will proceed to check if the Tax ID is on the GuideStar Exchange database. If the Tax ID is valid, the applicant will be taken to the Eligibility Quiz, if it exists. If there is no Eligibility Quiz, the applicant will be taken directly to the application form where data from the GuideStar Exchange and IRS BMF will have been filled in. If the Require Tax ID to be on file in the IRS database option is not checked, and the Tax ID entered is on the IRS BMF or GuideStar Exchange database, the system will continue to the eligibility quiz (if required), or go straight to the application form and pull in the pertinent exchange data as well as IRS BMF data IF available. o o o If the Tax ID is not found, an error message will appear. Clicking OK without modifying the Tax ID will take the applicant to the quiz or application form. The fields on the application will need to be entered manually. Clicking OK after changing the Tax ID will cause the system to recheck the Tax ID. Simplify data will take precedence over data found in the IRS BMF. A simplify logo will be displayed at the top left of an application form that has been successfully populated with exchange data. If a field being filled with exchange data is on the application more than once, fill all like fields with the same data. Simplify fields must be present on the application form to be populated, but may be hidden. Any fields filled in by Simplify can be overwritten by the applicant if needed. 92

93 How do GuideStar Exchange fields match up with GIFTS Alta and GIFTS Online fields? The following tables list the fields available through GuideStar Exchange, along with their matching field in the GIFTS Alta or GIFTS Online database. NOTE: Fields listed in Purple do not exist in the standard GIFTS Alta and GIFTS Online database. Clients will have to create custom fields using the GIFTS Customizer or Blueprint module with the specifications included in order to match the fields in the Simplify database. Organization Fields GuideStar Field EIN Organization Name Also Known As (AKA) Doing Business As (DBA) name Field in GIFTS Alta/Online Database Tax ID Name a.k.a. Record Type: Organization Field Name: Doing_Business_As Standard Label: Doing Business As Type: Text Maximum: 50 93

94 GuideStar Field Formerly Known As (FKA) name Government Registered Name Government Issued Ruling Year (The year the recognizing government registered this organization as a nonprofit.) Reason for Nonprivate Foundation Status Incorporation year Mission Statement Geographic Areas Served Narrative Impact Statement CEO Comments (Text provided by the NPO explaining, from the NPO's CEO's perspective, the mission, activities, and impact of the NPO.) Funding Sources Telephone Fields GuideStar Field Primary Phone Number Primary Fax Number Field in GIFTS Alta/Online Database Record Type: Organization Field Name: Formerly_Known_As Standard Label: Formerly Known As Type: Text Maximum: Long Text Legal Name Record Type: Organization Field Name: Government_issued_ruling_year Standard Label: Government Issued Ruling Year Type: Long Number, No Decimal Record Type: Organization Field Name: Reason_for_Nonprivate_Foundation_Status Standard Label: Reason for Nonprivate Foundation Status Type: Long Text Record Type: Organization Field Name: Incorporation_Year Standard Label: Incorporation Year Type: Long Number, No Decimal Record Type: Organization Field Name: Mission_Statement Standard Label: Mission Statement Type: Long Text Record Type: Organization Field Name: geographic_areas_served_narrative Standard Label: geographic areas served narrative Type: Long Text Record Type: Organization Field Name: Impact_Statement Standard Label: Impact Statement Type: Long Text Record Type: Organization Field Name: CEO_Comments Standard Label: CEO Comments Type: Long Text Record Type: Organization Field Name: Funding_Sources Standard Label: Funding Sources Type: Long Text Phone Fax Field in Gifts Database 94

95 Address Fields GuideStar Field Primary Address (line 1) Primary Address (line 2) City State/Province/Territory Country Postal Code Postal Code extension URL Fields Website URL GuideStar Field Fields GuideStar Field Primary Address NTEE Fields NTEE Code GuideStar Field Financial Fields GuideStar Field Fiscal Year Start Date (First day of the NPO's fiscal year.) Fiscal Year End Date (Last day of the NPO's fiscal year.) Contrib Gifts Grants (The amount of money donated via contributions, gifts, and grants to this organization.) Field in Gifts Database Address Address City State Country Postal Code Record Type: Organization Field Name: postal_code_plus Standard Label: postal code plus Type: Long Number, No Decimal Field in Gifts Database WWW Address Field in Gifts Database Field in Gifts Database Record Type: Organization Field Name: NTEE_code Standard Label: NTEE code Type: Text Field in Gifts Database Record Type: Organization Field Name: fiscal_year_start Standard Label: Fiscal Year Start Type: Date Record Type: Organization Field Name: fiscal_year_end Standard Label: Fiscal Year End Type: Date Record Type: Organization Field Name: contrib_gifts_grants_amount Standard Label: Contrib Gifts Grants Type: Currency 95

96 GuideStar Field Program Service Revenue (Program service revenue including government fees and contracts.) Membership Dues Special Events Net Income (Net Income acquired from special events not included as part of programs.) Other Revenue Description Other Revenue Total Revenue Program Expenses Administration Expenses Fundraising Expenses Field in Gifts Database Record Type: Organization Field Name: program_service_revenue_amount Standard Label: Program Service Revenue Type: Currency Record Type: Organization Field Name: membership_dues_amount Standard Label: Membership Dues Type: Currency Record Type: Organization Field Name: special_events_net_income_amount Standard Label: Special Events Net Income Type: Currency Record Type: Organization Field Name: other_revenue_description Standard Label: Other Revenue Description Type: Long Text Record Type: Organization Field Name: other_revenue_amount Standard Label: Other Revenue Type: Currency Record Type: Organization Field Name: total_revenue_amount Standard Label: Total Revenue Type: Currency Record Type: Organization Field Name: program_expenses_amount Standard Label: Program Expenses Type: Currency Record Type: Organization Field Name: administration_expenses_amount Standard Label: Administration Expenses Type: Currency Record Type: Organization Field Name: fundraising_expenses_amount Standard Label: Fundraising Expenses Type: Currency 96

97 Payments to Affiliates GuideStar Field Other Expenses Description Total Expenses Total Assets Total Liabilities Net Assets Fund Balance EOY (Net Assets or Fund Balance at the end of year.) Field in Gifts Database Record Type: Organization Field Name: payments_to_affiliates_amount Standard Label: Payments to Affiliates Type: Currency Record Type: Organization Field Name: other_expenses_description Standard Label: Other Expenses Description Type: Long Text Record Type: Organization Field Name: total_expenses_amount Standard Label: Total Expenses Type: Currency Record Type: Organization Field Name: total_assets_amount Standard Label: Total Assets Type: Currency Record Type: Organization Field Name: total_liabilities_amount Standard Label: Total Liabilities Type: Currency Record Type: Organization Field Name: net_assets_fund_balance_eoy_amount Standard Label: Net Assets Fund Balance EOY Type: Currency Contact Fields NOTE: Only Organization primary contact fields in GIFTS will match to the Primary contact fields in the Simplify database. GuideStar Field Prefix (Title that precedes a first name or an initial. For example, Mr., Mrs., and Dr. are name prefixes.) First Name Middle Name Last Name Prefix First Name Middle Last Name Field in Gifts Database 97

98 GuideStar Field Suffix (A part of a name that follows the last name. For example, Jr. and Sr. are name suffixes.) Title Status Start Month End Month Address Compensation Bio Primary Phone Suffix Title Record Type: Contact Field Name: status Standard Label: Status Type: Text From To Field in Gifts Database Record Type: Contact Field Name: Compensation Standard Label: Compensation Type: Currency Record Type: Contact Field Name: Bio Standard Label: Bio Type: Long Text Phone 98

99 Document Merge to PDF GIFTS Online now has the ability to take one or more documents and merge them into one PDF. All users will have the ability to select multiple documents from a Related records or a workspace search results page and perform a batch action (Action menu item) that will combine the contents of the selected documents into one.pdf file. A Document record is created and linked to the actual.pdf file. Merge to PDF Action When one or more documents are selected in related records or in a search in the workspace, a Merge to PDF option will be available in the Actions menu. NOTE: There is a limit of 50 documents. If more than 50 documents are selected and the Merge to PDF action is selected, an error message will appear. Selecting the Merge to PDF action in the Action menu will pull up the following form: 99

100 The Merge Documents to PDF Form GIFTS Online 5.2 On the left hand side of the form, users can fill in information pertaining to the PDF that is being created. However, users have the option to create the Activity record. If the Create Activity Record? checkbox is not checked, then all the PDF details fields will be disabled except for Date, File Name and Title. In addition, a document record will not be created. If the selected set of documents does not have a common associated record the Create Activity Record? checkbox will not appear, and text will be displayed instead of the record fields informing the user that an activity record could not be created: If the Create Activity Record box is checked, then all fields will be enabled and a new document record will be created using the document details entered in the form: 100

101 Date Defaults to current date. GIFTS Online 5.2 File Name This is the name that the PDF being created will have when it is created. Required Field the Merge to PDF is disabled until a valid value is entered into the field. The value entered can only contain alphanumeric characters and underscores and may not contain spaces. Title Document Title. Create Activity Record? Defaults to True for a set of documents that have an associated record in common. This is only visible if the set of documents selected by the user has an associated record in common. Otherwise, the following text will inform the user that they cannot create an Activity Record: The set of documents selected do not have an associated record in common and therefore an activity record cannot be created for this PDF. Subject Depending on if these documents are related to the same Request/ Org/ Contact/ Requirement/ Payment/ Review, then those [ID]s should be displayed. If the documents share one record in common, that record is specified as default subject. If the documents share multiple records in common (i.e. Org, Request, Contact), the subject is left blank. Author Defaults to user Keywords No default Notes No default Long Notes After the PDF is created, a list of the documents that were combined to create the PDF will be appended to any notes created. Shareable Default to True Document Associated Record If the documents were selected from a related records tab, the resulting pdf document will be associated with that same primary record. If there is no related record common to the selected documents, then an Activity record will not be created, however the PDF will still be available to be created and stored. Document Order On the right hand side of the form, a grid will show the order of the documents. Here the user can reorder the documents or remove documents from the list altogether. Up Moves document up one spot on the list. For the first document, up is disabled. Down Moves document down one spot on the list. For the last document, down is disabled. Remove Button under the grid, enabled only when one or more document records are selected in the grid. Clicking removes document from list when a document is selected. At least one document must remain unselected in the document list in order for the Remove button to be enabled. Merge to PDF Button When the user is done inputting details and ordering the documents, all required fields are filled and all unsupported documents are removed from the list, the Merge to PDF button will be enabled. 101

102 File Types Supported The following file types can be merged into a PDF:.doc.docx.ppt.pptx.xls.xlsx.pdf.html* NOTE: Some HTML coding may not render correctly when converted to PDF format. 102

103 Saving View Column Widths GIFTS Online users now have the ability to save changes to column widths in the current View provided they are in a workspace where Views can be defined. When one or more of the column widths in a workspace is modified, a small lock will appear in the footer. When the user clicks on the lock, a message will appear asking the user to confirm that they want to save the column widths. Clicking Yes will save column widths when the user uses the current View. If the table is in a dashboard part, you can also modify and save the column widths. As in the workspace, if you change a column width, a lock appears (see below). 103

104 Request Reference Number Auto-Generation Clients can now set a preference to automatically generate a reference number including a prefix for their Requests. Grant Managers will be able to set the system preference to generate references numbers, select when the reference number will be created, set the new reference number, and set a prefix. Request Options Preference Section To access this feature, go the Admin menu tab and click on Preferences. A new section has been added labelled Requests. Option Generate Request Reference Number Assign Reference Number Description Deselected by default When checked, the system will automatically generate a request number using the method selected in the Assign Reference Number dropdown. NOTE: All other fields below are disabled until this box is checked. This dropdown allows the user to pick from three options: Number and Prefix when approving Requests (default) when selected, the 104

105 Option New Value Prefix Description system will generate the reference number including the prefix when the record is approved. Number and Prefix when creating Requests - when selected, the system will generate the reference number including the prefix when the record is created (upon save). Number when creating/prefix when approving - when selected, the system will generate the reference number when the record is created (upon save) and will add on the prefix when the record is approved. This is an open numeric field and defaults as blank. Maximum is 20 characters. If a user keys a valid numeric value here, this will be the number used on the next auto-generation of the reference number. Once a value is auto-generated on a request, the value in this field will increment by one; meaning this field always shows the next value that will be used in an auto-generated reference number. This allows users to change the number at any time to start a new numbering scheme. The label on this field changes to Current Value if the user has deselected the Generate Request Reference Number preference. NOTES: A user can enter a number with decimals, however the next auto-generated number will be a whole number. Leading 0 s will be preserved with or without a prefix. Reference numbers do not need to be unique. However, using a previously used number will display a warning confirmation to the user. Any number present in the field is retained if the auto-generate feature is disabled. This is an open text field When a value is present, the prefix will be added to the reference number according to the method selected in the Assign reference number dropdown. A value here is not required. If users leave this field blank, the reference number will generate without a prefix. 105

106 Reference Number Generation on the Request Form When a Reference Number is generated on a Request form the population will occur as set in the preferences. Below are examples of the Request Number Representation in the Request and Approval Forms. NOTE: If the user turns off the feature to automatically generate reference numbers, the reference number fields in the Request forms will be enabled. Reference Number Field prior to reference number generation Reference Number Field on the Approval Form Browser Zoom Support GIFTS Online will now resize more effectively when users adjust their browser screen size. 106