Table of Contents PART 1: ADMINISTRATION... 4 ADMIN LOGIN...5 ADD ADDITIONAL ADMIN USERS...6 EDIT AN EXISTING USER... 6

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1 Use the step-by-step tutorials below to get the most out of GO Smart. If you are viewing this document in a web browser, you will need to open or download it as a PDF for the Table of Contents and other links to work. All of these guides can also be found on the gosmart.org Knowledge Base under the appropriate topic heading. Table of Contents PART 1: ADMINISTRATION... 4 ADMIN LOGIN...5 ADD ADDITIONAL ADMIN USERS...6 EDIT AN EXISTING USER... 6 PART 2: APPLICANT SITE SETUP... 7 CRAFT YOUR HOMEPAGE MESSAGE...8 WORK SAMPLE MODULE...9 WORK SAMPLE MODULE - Storage WORK SAMPLE MODULE - Text BACKGROUND COLOR AND LOGO CREATE ADDITIONAL RESOURCE PAGES NAVIGATION EDITOR CUSTOMIZE YOUR REGISTRATION FORM CUSTOMIZE PROFILE TEXT EDITOR (aka CKEditor) BASIC FUNCTIONALITY ADD IMAGES TO A TEXT FIELD FROM YOUR COMPUTER ADD IMAGES TO A TEXT FIELD FROM THE INTERNET ADD A LINK TO A WEBSITE ADD A LINK TO A FILE ON YOUR GO SMART SERVER CREATE A PRESET CONTACT CREATE A TABLE OF CONTENTS ADD AN INFORMATION TABLE PART 3: PROGRAM APPLICATION CREATION GO SMART APPLICATION LINGO PROGRAMS NAME YOUR PROGRAM(S) EDIT EXISTING PROGRAM NAMES CHANGE THE SEQUENCE CLONE AN EXISTING PROGRAM... 25

2 DELETING A PROGRAM PROGRAM CYCLES CREATE THE FIRST CYCLE IN A NEW PROGRAM EDIT EXISTING CYCLES CREATE ALL SUBSEQUENT CYCLES IN AN EXISTING PROGRAM EXTENDING A CYCLE DELETING A CYCLE APPLICATION PAGES AND PAGESETS CREATE THE PAGE OF YOUR INTENT TO APPLY (OPTIONAL) CREATE THE PAGES OF YOUR APPLICATION (MANDATORY) CREATE INTERIM AND FINAL REPORT PAGES (OPTIONAL) CREATE A FLEXIBLE PAGESET (OPTIONAL) DELETING A PAGE APPLICATION PAGES - TYPES INTENT TO APPLY CUSTOM NARRATIVE YEAR BUDGET ADD QUESTIONS AND INFORMATION TO A PAGE CREATE AUTO-GENERATED S PART 4: GRANT MANAGEMENT REVIEW APPLICANT STATUS AND DATA APPLICATIONS BY STATUS APPLICATIONS ALL APPLICANTS IN A STATUS AN INDIVIDUAL APPLICANT PART 5: PANELS PREP YOUR PANEL CREATE PANELISTS CREATE PANELS CONFIGURE PANEL PANEL SCORING CREATE CRITERIA AND SCORING SCHEMA ASSIGN PANELISTS MODIFY, REMOVE, OR COMPLETE AN EXISTING PANEL ASSIGN APPLICANTS TO A PANEL CREATE A PANEL BOOK PART 6: REPORTS REPORTS AGGREGATE YOUR DATA CUSTOM REPORTS NEA & ACTIVITY LOCATIONS REPORTS Return to the table of contents 2

3 PANELIST REPORT PART 7: APPLICANT RESOURCES PART 8: PANELIST RESOURCES Return to the table of contents 3

4 PART 1: ADMINISTRATION During your initial training, you will determine the settings of your GO Smart site with a member of the GO Smart team. See this guide to ensure that these elements of your site have been managed. Return to the table of contents 4

5 ADMIN LOGIN 1. Navigate to the GO Smart admin site at: admin.gosmart.org 2. Login with the username and password that was provided to you by the GO Smart team. 3. Use the retrieval tools on the Login page if you forget your username or password. Return to the table of contents 5

6 ADD ADDITIONAL ADMIN USERS You can add additional administrative users to your site. These users will have access to your admin site but you will be able to determine to which admin tabs they have access. Existing users can be found in the dropdown menu; typing the first letter of their last name will allow you to navigate directly to that letter of the alphabet. NOTES: Users cannot be removed from the system, but you can set their status to Disabled if they should no longer have access to the site. Usernames cannot be changed, but all other information can be modified. 1. Navigate to the Administration tab > User Editor subtab 2. Click the Add New User button 3. Complete the fields and select Grant Administrator for User Type 4. Toggle between Active and Disabled for any of the tabs under the Section Access heading 5. Disregard the Program Cycles Access 6. Enter a valid address, this is the address the system will use for the username or password retrieval tools 7. Click the blue Add button to save EDIT AN EXISTING USER 1. Navigate to the Administration tab > User Editor subtab 2. Click the Edit button to the left of the Add New User button 3. Make the necessary changes 4. Click the Update button at the bottom of the page Return to the table of contents 6

7 PART 2: APPLICANT SITE SETUP Along with viewing the tutorials that follow, use the following guides to ensure that you are getting the most out of GO Smart. Creating Your Site - Set up your site with a GO Smart team member Preparing Your Applicant Site - Be ready to invite applicants to access your site Return to the table of contents 7

8 CRAFT YOUR HOMEPAGE MESSAGE You should create an appropriate message that will greet visitors to your applicant site. Before they login, visitors will see your logo, but not much else. Be sure to provide enough information so they know where they are and what they should do next. 1. Login at admin.gosmart.org 2. Click the Administration tab on the far left 3. Click the Agency Editor sub tab in the column on the far left 4. Agency Name will have been set by you and the GO Smart Team, discuss any changes with them 5. Use the Agency Message field to create your Homepage Message a. Enter plain text if you do not require formatting OR b. Use HTML code to create formatting, add images, and/or links i. We recommend a site such as wordtohtml.net 6. Scroll to the bottom of the section and click Update to save your message 7. Go to your applicant site website (for example denverarts.gosmart.org) to view how the page will display to your applicants Return to the table of contents 8

9 WORK SAMPLE MODULE If you would like to invite your applicants to upload their support materials on one single page of the application, you will need to set up the parameters of the Work Sample Modules. The Work Sample parameters you set here will appear to your applicants as their Work Sample media banks. These banks will act as their online portfolio. They will upload their materials to their portfolio, then they will attach the appropriate media from their portfolio to each application via a Work Sample Select page (you will learn more about this in this tutorial). NOTES: The Work Sample Module section settings you create here are only for the portfolio. When you create your Work Sample Select page in your application(s), you will set parameters specific to that application. You may opt not to use the Work Sample portfolio or page; instead you can add Upload File fields to an application page where your applicant can upload directly to the page, however these fields only accept PDF, DOC, and XLS files. WORK SAMPLE MODULE You can opt to turn off or on any of the four media types. If you turn off a media type at this level, your applicant will not be able to upload this type to their portfolio and will not be able to attach any media of this type to any application. Each applicant is allowed 250 MB per portfolio. If you need to increase this, please speak to a member of the GO Smart team. 1. You will navigate to the Administration tab > Agency Editor subtab 2. Scroll to the Work Sample Module Section 3. Toggle the dropdown to No if you would like to prohibit your applicants from uploading that type of media to their portfolio 4. Continue to work on your Work Sample Module items or scroll to the bottom and click Update to save Return to the table of contents 9

10 WORK SAMPLE MODULE - Storage You can determine how many MB your applicants use for each media type. If you would like to allow the applicant to spend their 250 MB how they like, type 250 into the Max File Size fields for each media type. Determine how many files of each media type you will allow them to upload to their portfolio at a time. If you would like for them to be able to upload as many files as 250 MB will allow, we recommend setting this number at 20 or 30 per media type. Applicants can always modify and remove items of their portfolio at any time. NOTE: Whichever parameter (max size or max number) is met first will cutoff the applicant s ability to upload additional items of that media type. Once the Total MB/User is met, the applicant will need to remove items from the portfolio to upload additional items. 1. You will navigate to the Administration tab > Agency Editor subtab 2. Scroll to the Work Sample Module - Storage Section 3. Type your desired Max File Size in the appropriate fields 4. Type your desired Max # of Files in the appropriate fields 5. Continue to work on your Work Sample Module items or scroll to the bottom and click Update to save Return to the table of contents 10

11 WORK SAMPLE MODULE - Text When your applicant accesses their portfolio, there will be several areas where you can create custom language. We recommend that you navigate to your applicant site, create an applicant account, and login as an applicant to view how this (and other elements of the site) will appear to the applicants. Welcome Text will be the first text you will see after clicking on the Manage Work Samples tab. Bank Text will appear just below each media type button. Bank Overview Text will appear at the top of the page just after a media button is clicked. NOTE: We recommend that you avoid clicking the Load Default Text link as it will override any text you may have already typed in these fields. If you would like to use our default language, please copy and paste from this document. 1. Navigate to the Administration tab > Agency Editor subtab 2. Scroll to the Work Sample Module - Text Section 3. Enter plain text or html code into the text fields 4. Login at your applicant site as an applicant 5. Navigate to Manage Work Samples 6. View the text you entered and verify that it appears how you would like and that you are giving your applicants adequate instruction Return to the table of contents 11

12 BACKGROUND COLOR AND LOGO Create a seamless jump from your website to your GO Smart Applicant site. Mimic your website s color by selecting a background color that will appear on your applicant and admin sites. Upload your logo, which will appear in the top left corner of your applicant site and on PDFs of your applicant s pagesets. BACKGROUND COLOR 1. Navigate to Administration tab > Agency Editor subtab 2. Scroll to the Template Layout Section 3. Type the HEX color (#ffffff, for example) into the text field OR Click the square to view a color block and manually select your color 4. Upload the logo or click the blue Update button at the bottom of the page to save your color choice AGENCY LOGO 1. Click the white Update button (Upload button if you ve not yet uploaded a logo before) 2. Select your logo from your files, we recommend a PNG 3. Click the blue Update button at the bottom of the page to save your logo Return to the table of contents 12

13 CREATE ADDITIONAL RESOURCE PAGES NAVIGATION EDITOR You can create additional resource pages for your applicants. These will be available on your applicant site along the navigation bar (shown in the example below with Home, Applicant Resources, and Login). These pages will be available to anyone who visits your site. These pages frequently include guidelines, best practices, or other important information for your applicants with regards to using the site and/or applying for your grants. NOTES: Once your applicant logs in, the custom resource pages will move to the end of the list from left to right. An applicant who is logged in will always see the Home, User Profile, Current Programs & Applications, and Manage Work Sample tabs before your navigation pages. 1. You will navigate to the Front End Manager tab > Navigation Editor subtab 2. Click the Add web page button 3. Enter the title of the page as you want it to appear along your navigation bar to your applicants (Application Resources in this example above) 4. Set the sequence from left to right by toggling the Sequence dropdown 5. Enter the language of your page with plain text or html formatting 6. Include an optional footer and/or image 7. Click the Add or Update button at the bottom to save your page 8. Create additional pages by clicking the Add web page button 9. Modify existing pages by clicking the Edit button 10. Delete existing pages by clicking the Remove button Return to the table of contents 13

14 CUSTOMIZE YOUR REGISTRATION FORM CUSTOMIZE PROFILE You can customize some questions of your applicant s registration form. Some customization will occur when you and a member of the GO Smart team set up your site. Be sure to ask about the enhanced profile which allows your applicants to set themselves as an individual or organization. If you report to the NEA, you can take advantage of a setting that asks for NEA-specific demographics on the registration page. Once you have these settings in place, you can determine whether some additional questions should be included on the registration form. NOTE: If you have opted out of the enhanced profile, you can only modify settings for the district and web address fields. All other fields will remain hidden, regardless of your setting on this page. If there are items that are not valuable for 100% of your applicants, consider making them not required, or hiding them and asking for that information in the appropriate application(s). 1. Navigate to the Front End Manager tab > Customize Profile subtab 2. For each field, toggle between Display and Not Required, Display and Required, or Hidden, to determine if that field will appear on the registration page for 100% of your applicants 3. Click the Preview button to preview how the registration page will appear to your applicants 4. Click the Save button to save your selections Return to the table of contents 14

15 TEXT EDITOR (aka CKEditor) In many sections of your admin site, you will see a host of icons that allow you to format text, add links and addresses, and include images and files. This editor can be used wherever you see the following icons at the top of a text field: Where will you see the Text Editor tools? Home/Agency message Navigation Editor Pages Program Cycles Program Description Message about Program Submission Text Confirmation Text Application Pages Page Info/Instruction Text (no bold) Questions (no bold) BASIC FUNCTIONALITY To make use of the tools below, highlight the text to which you would like to apply the formatting and click the corresponding icon. Bold Italicize Underline Numbered lists (not advisable in Questions) Bulleted lists (not advisable in Questions) Size (advisable in lieu of bolding) Return to the table of contents 15

16 Color Cut Copy Paste ADD IMAGES TO A TEXT FIELD FROM YOUR COMPUTER 1. Place your cursor where you d like to place the image 2. Click the Image icon 3. Click the Browse Server button, skip to step 9 if you have already uploaded your desired image 4. Click the Upload button 5. Click Select to locate files and images on your computer 6. Select up to five files from your computer, see the thumbnails in the Drop files here to upload window 7. Click the Upload button 8. See an All files uploaded successfully message at the bottom of your window 9. Click on the single image you want to include in the text field 10. Click the Select button 11. View your image in the Preview window 12. Use the Width and Height fields to the left to resize your image if desired a. Click the lock if you do not want to constrain the width and height but rather distort your image 13. Create a border or padding by entering number of pixels in either of the Border, HSpace (horizontal padding), and VSpace (vertical padding) if desired; best practice is 10 pixels for each 14. Adjust the alignment by selecting Right or Left if desired 15. Click OK to view the final placement ADD IMAGES TO A TEXT FIELD FROM THE INTERNET 1. Place your cursor where you d like to place the image 2. Click the Image icon 3. Copy the URL of your desired image into the URL field 4. Click any blank space on the Image Properties window and view the image in your preview window 5. Use the Width, Height, Border, etc fields to resize as you would any other image 6. Click OK to view final placement ADD A LINK TO A WEBSITE 1. Highlight the text or image to which you want to apply the link 2. Click the Link icon 3. Leave the Link Type set to URL 4. Type the website address in the URL text field, leave protocol set to unless you know your URL uses a different prefix 5. Click OK and view the hyperlink effect applied to your text Return to the table of contents 16

17 ADD A LINK TO A FILE ON YOUR GO SMART SERVER You can upload documents or images to your server and link to those items so that your applicants can easily download those files. 1. Highlight the text or image to which you want to link the file 2. Click the Link icon 3. Click the Browse Server button, skip to step 9 if you have already uploaded your desired file 4. Click the Upload button 5. Click Select to locate files and images on your computer 6. Select up to five files from your computer, see the thumbnails in the Drop files here to upload window 7. Click the Upload button 8. See an All files uploaded successfully message at the bottom of your window 9. Click on the single file you want to link to 10. Click the Select button 11. Click OK and see the link effect applied to your text CREATE A PRESET CONTACT You can create a link that will allow your applicants to a desired admin directly and create a default subject and starter body text 1. Highlight the text or image to which you would like to apply the feature 2. Click the Link icon 3. Change the Link Type to 4. Add the desired admin address to whom s should be sent 5. Add your Message Subject (ie. Assistance Requested) 6. Add Message Body text (if desired) to prompt applicant 7. Click OK and see the link effect applied to your text CREATE A TABLE OF CONTENTS Use the Anchor and Link tools to create a Table of Contents, recommended most for Navigation Pages or lengthy instructional text. 1. Create all of the language of your text field 2. Place your cursor in the first spot to which you would like your Table of Contents to jump 3. Click the Anchor icon 4. Enter a word or phrase that designates that spot (could be the first word of the paragraph) 5. Click OK and view a flag in your desired spot 6. Place your cursor in the next spot to which you would like your Table of Contents to jump and repeat steps 3 through 5 7. Repeat the above until all of your anchors are placed Return to the table of contents 17

18 8. Navigate to the top of your page and type out your Table of Contents index 9. Use other icons to add formatting to your Table of Contents (ie. create a bulleted or numbered index and bold or underline Table of Contents) 10. Highlight the first item in the index and click the Link icon 11. Click the Target tab 12. Select Same Window (_self) from the drop down 13. Click the Link Info tab 14. Select Link to anchor in the text from the Link Type drop down 15. Select Anchor by Name and choose your desired anchor (the list is populated with names you previously gave while creating your anchors) 16. Click OK and see link effect applied to your first index item 17. Repeat steps for additional Table of Contents items until each item in your ToC is linked to an anchor below. ADD AN INFORMATION TABLE Remember that tables in text fields are NOT for the purpose of collecting data from your applicants. They are only for informational purposes and allow you, the admin, to display text in table format. 1. Place your cursor in the text field where you want the table to appear 2. Click the Table icon 3. The Table Properties window will open and will default to a 3 2 table with 500 width (the recommended width) 4. Change any of the settings by typing in the appropriate fields 5. Add headers cells to columns or rows which will center and bold whatever is typed in those cells 6. Add a border if desired 7. Cell spacing and padding does not appear, disregard these fields 8. Align the table if desired 9. Give the table a title if desired by entering text in the Caption field 10. Click OK and view your table in your text field 11. Place your cursor in any cell of the table to add your language Return to the table of contents 18

19 PART 3: PROGRAM APPLICATION CREATION Along with viewing the tutorials that follow, use the following guides to ensure that you are getting the most out of GO Smart while you build your cycles: Naming Convention Guide - Best practices for creating your programs and cycles Launching Your Grant Cycle - Checklist for creating and launching your first cycle Launch Additional Cycles - Clone and launch additional cycles in a Program Work Samples Module - Best practices for using the Work Samples tools NEA Reporting: Planning Ahead - Best practices if you report to the NEA Flexible Pagesets - Create alternative forms for your applicants Statuses and Workflows - Understand how GO Smart statuses work Return to the table of contents 19

20 GO SMART APPLICATION LINGO As you begin to build your applications, know how GO Smart defines the elements of your grant programs and applications. Following sections will cover each of these elements in greater detail. Programs these act as the main folder for your cycles and associated forms. For instance, you might create programs with names like Community Support or Operating Support (as in the example below of the admin site). These names are not visible to your applicants. Return to the table of contents 20

21 Program Cycles (aka cycles) the full process of one grant program from Application and Paneling to Awarding and Reporting. The standard Go Smart cycle workflow is Intent to Apply -> Application -> Interim Report -> Final Report. A cycle will appear on your applicant site as one single opportunity with up to four links available at different times in the process, as shown for the Community Support 2017 program cycle below. Program Cycles will have the name of the program plus the time frame, so your programs might be Community Support 2017, Community Support 2018, and so on. Your cycles may also include additional forms, for example Invoices, reimbursements and more. You might call these Community Support 2017 Reimbursement or Community Support 2017 Invoice. These additional forms are called flexible pagesets and will appear as does Community Support 2017 Reimbursement in the example above. Return to the table of contents 21

22 Pagesets the GO Smart system treats one page or groups of pages in your cycle as a color-coded pageset (as shown below in the example from the admin site). For instance, every page you add to the peach application will be available to applicants at the same time; pages of the optional yellow interim report will be available as a set after the applicant has been funded; pages of the optional green final report will be available after the interim report is approved (or after the applicant is funded if there is no interim report). Optional Intents to Apply will appear on your page table in Purple. Pagesets can also be flexible, and you will build these alternative forms (ie. reimbursement forms, invoices, etc) as peach application pagesets of a new cycle within the same program. Application Pages (aka Pages) each pageset is made up of a page or set of pages. Consider the construction of your application, interim, and/or final report and build more than one page if questions should be separated by theme or idea. Use separate pages for tables and support materials uploads. Questions each page will be asking for something from your applicant OR offering information and guidance. Some pages are templates meaning that you will not need to create questions before the page is valuable to your applicant; however, Custom Narrative pages require that you Edit them to add and edit questions for your applicants to answer. Return to the table of contents 22

23 PROGRAMS Programs are the folders/containers for the cycle applications, reports and additional pagesets you offer to your applicants. You most likely already have a list of your grant programs. We recommend creating a separate program for each type of application that you offer per year. Typical program names are Operating Support, Project Support, Community Support, Fellowship, etc. Follow these best practices for naming your programs and cycles. NAME YOUR PROGRAM(S) 1. Navigate to the Front End Manager tab > Programs subtab 2. Click on the Add New Program button 3. Type the name of your program in the Program Name field. This is an internal name that will only appear to you and other admin of your agency 4. Select the order in which you would like this program and its cycles to appear to your applicants by selecting a number to the right of sequence 5. Click Add and you will see the new program appear on your Program table Return to the table of contents 23

24 EDIT EXISTING PROGRAM NAMES 1. Navigate to the Front End Manager tab > Programs subtab 2. Click on the name of the program you would like to modify 3. Scroll beneath the program table 4. Modify the name in the Program Name text field 5. Click Update CHANGE THE SEQUENCE 1. Navigate to the Front End Manager tab > Programs subtab 2. Click on the name of the program you would like to reorder 3. Scroll beneath the program table 4. Click on the number to the right of Sequence and select the order in line from top to bottom you would like this program and its cycles to appear to your applicants 5. Click Update Return to the table of contents 24

25 CLONE AN EXISTING PROGRAM To avoid building from scratch new programs with similar cycle applications, you can clone and modify an existing program and cycle. NOTES: In order to clone a complete program and cycle, you must first complete the Program Cycle Editor and build Application Pages of the program you will clone. You can only clone to create a new program one time and you will not be able to clone new changes of one program into an existing program. 1. Navigate to the Front End Manager tab > Program Cycle subtab 2. Select the Program and Cycle you would like to clone from the drop down menus 3. Scroll toward the bottom of the window and click Create New Program 4. The window will refresh and you will see the word EDIT appended to your original cycle name. Change the name of the cycle to reflect the new cycle and program (for example, from Community Support 2017 EDIT to Project Support 2017) 5. Scroll toward the bottom of the window and click Update to save your new cycle name 6. Navigate to the Front End Manager tab > Programs subtab 7. Locate the new clone by finding _Copy appended to the end 8. Edit the program name to reflect the new program (for example, from Community Support_Copy to Project Support) 9. Navigate to the Front End Manager tab > Program Cycle subtab and select your new program and cycle 10. Make any modifications necessary to reflect the new cycle and click Update to save your changes 11. Navigate to the Front End Manager tab > Application Pages subtab and select your new program and cycle 12. Make any modifications necessary to reflect the new cycle DELETING A PROGRAM Contact the GO Smart team and request that an unnecessary program be removed. Return to the table of contents 25

26 PROGRAM CYCLES Program cycles (aka cycles) are one single process of your grant program from application and paneling to funding and reporting. Your cycle might be annual, quarterly, rolling, and so on. Cycle names will include the program name plus the timeframe (Project Support 2017, Community Support 16Q1, etc.) and occasionally an additional description (Project Support 2017 Reimbursement) if the item is not an Intent to Apply, Application, Interim Report and/or Final Report. NOTE: Consider your cycles as being organized appropriately in the Program folders. If your cycle name should not include in its title the name of the Program folder in which it is created, consider if that cycle should be created in another Program folder. CREATE THE FIRST CYCLE IN A NEW PROGRAM 1. Navigate to the Front End Manager tab > Program Cycles subtab 2. Select your program from the drop down menu 3. Click on the link to Create New Program Cycle 4. Fill out the Cycle Editor to create the logistics for this cycle. See the manual for more information about each section of the editor 5. Click Add to create and save the logistics of your new cycle Return to the table of contents 26

27 EDIT EXISTING CYCLES 1. Navigate to the Front End Manager tab > Program Cycles subtab 2. Select your program and cycle from the drop down menus 3. Modify any section of the Cycle Editor 4. Scroll toward the bottom of the window and click Update CREATE ALL SUBSEQUENT CYCLES IN AN EXISTING PROGRAM You will only create from scratch the first cycle of a program. Every following cycle (or flexible pageset) in that program will be cloned, and modified if necessary, from the initial cycle. Return to the table of contents 27

28 1. Navigate to the Front End Manager tab > Program Cycles subtab 2. Select your program and most recent or similar cycle from the drop down menus 3. Scroll toward the bottom of the window and click Create New Cycle 4. The window will refresh and you will see the word EDIT appended to your cycle name 5. Change the name of the cycle to reflect the new cycle or flexible pageset name 6. Make any modifications necessary to reflect the new cycle and click Update to save your changes 7. Navigate to the Front End Manager tab > Application Pages subtab and select your new program and cycle 8. Make any modifications necessary to reflect the new cycle or flexible pageset 9. Navigate to Grant Manager > Status Mailer and update any cloned status mailers if dates and information are outdated EXTENDING A CYCLE If your application cycle is a multi-year opportunity and/or does not follow the Intent to Apply -> Application -> Interim Report -> Final Report workflow, speak with a GO Smart Team member about using our Extend Cycle tool. Flexible pagesets might be a better fit for your needs if your workflow does not follow the standard for GO Smart. DELETING A CYCLE Contact the GO Smart team and request that an unnecessary cycle be removed. Return to the table of contents 28

29 APPLICATION PAGES AND PAGESETS Once you have created the logistics for a cycle, you will need to add pages (that will be grouped into pagesets). These pages will be the opportunities that you offer to your applicants to apply for your grants. Your opportunity must include an Application pageset and it may include optional Intent to Apply, Interim Report, and/or Final Report pagesets. You may also create an additional associated cycle to create a flexible pageset such as a reimbursement form, invoice, etc. Alternatively, you can offer additional pageset opportunities by extending your cycle for multi-year cycles. CREATE THE PAGE OF YOUR INTENT TO APPLY (OPTIONAL) 1. Navigate to the Front End Manager tab > Application Pages subtab 2. Select your program and cycle from the drop down menu 3. Scroll toward the bottom of the window and select Intent to Apply from the Add New Page drop down. 4. Type a title for this page; this title will appear to your applicants in the Table of Contents for this pageset 5. Click Add to add this page to your cycle and it will appear page table above in Purple 6. Click the Edit button to the right of this page as listed in the page table 7. Add Info/Instructional language, set the appropriate rules for the page, and add question fields a. Including the Intent to Apply in the PDF will make it available to panelists and admin along with the application PDF b. Administrators can manually approve the intent to apply before applicants have access to the application c. Populating the Intent to Apply into the application will have the page appear as its own pageset AND as the first page in the application 8. NOTE: You can only add one Intent to Apply page per cycle Return to the table of contents 29

30 CREATE THE PAGES OF YOUR APPLICATION (MANDATORY) 1. Navigate to the Front End Manager tab > Application Pages subtab 2. Select your program and cycle from the drop down menus at the top of the window 3. Scroll to the Add New Page tool 4. Select your page type from the Add New Page drop down. It will be added as an application page by default if you do not check the Interim or Final Report page checkboxes. 5. Type a title for this page; this title will appear to your applicants in the Table of Contents for this pageset 6. Click Add to add this page to your cycle Application and it will appear page table above in Peach 7. Click the Edit button to the right of this page as listed in the page table 8. If the page is custom, add Info/Instructional language and question fields that will help you gather data from your applicants. Learn more about pages in the manual. 9. If the page is a template, you won t need to add questions, but be sure to add Info/Instructional language 10. Navigate to your applicant site [domain].gosmart.org, register and login so you can view the application while you are creating it. Ensure that from your cycle editor, your cycle status is Active and that the dates are appropriate for today s date. PAGE NOTES: If you are using a Work Sample Select page to request support materials, please review this guide. If you report to the NEA, use this guide while you create your applications and final reports. Return to the table of contents 30

31 CREATE INTERIM AND FINAL REPORT PAGES (OPTIONAL) 1. Navigate to the Front End Manager tab > Application Pages subtab 2. Select your program and cycle from the drop down menus at the top of the window 3. Scroll to the Add New Page tool 4. Check the appropriate checkbox for Interim or Final Report to the right of Add New Page 5. Select your page(s) as you did for the application. a. If you are using templates or tables that were used in the application pageset, you will have the opportunity to clone the applicant s data into the report by checking the Pre-populate box and/or using the Link To dropdown 6. You will see the Interim pageset appear in yellow; the Final Report pageset will appear in green 7. Edit the pages as you did on the application a. If you want to add a column to an Interim/Final report table that was created in the application, you will need to edit the table in the application pageset 8. Interim and Final Report pagesets are available to applicants after their status has been changed to Funded Return to the table of contents 31

32 CREATE A FLEXIBLE PAGESET (OPTIONAL) You may find that you need to create an additional pageset that is not a part of the GO Smart cycle workflow of Intent to Apply > Application > Interim Report > Final Report. For instance, you may need to create a reimbursement or invoice form, or maybe you offer more than one interim check in. In these instances, you would create an additional cycle to give your applicants these data opportunities. Follow the steps of the "Create all subsequent cycles in an existing program." Give your new cycle (that will become your flexible pageset) a title that aligns it with the existing cycle; for example, if your cycle is Community Support 2017, call the flexible pageset something like "Community Support 2017 Reimbursement Request #1" so that your applicants have an easier time locating this opportunity. After you create your new flexible pageset, it will appear to your applicants as an additional opportunity in their Current Programs & Applications tab (shown below). DELETING A PAGE Click Remove to the right of a page that you would like to permanently delete. If Remove is not an option, you will need to remove the fields of that page; then you will be able to delete the page. Return to the table of contents 32

33 APPLICATION PAGES - TYPES Once you have learned about creating the pagesets of your cycle, you will need to fill them with pages. Learn about the 10 types of pages available to you in GO Smart. There are 6 custom or semi-custom pages and 4 templates. Of these, 5 will allow you to easily ask for budget/numerical data. INTENT TO APPLY This is both a single page and a pageset available in your cycle. If you select the Intent to Apply page from the Type dropdown of the Application Pages subtab, you will be adding an Intent to Apply page that will act as its own pageset. You cannot add any additional pages to an Intent to Apply but this page acts like a Custom Narrative page where you can add any desired question fields. You will also be able to set some rules (shown below) that will tell the system how to treat the Intent to Apply. Return to the table of contents 33

34 CUSTOM NARRATIVE This custom page is the most commonly used type of page. This is a blank slate to which you can add any of our 11 field types to ask questions of your applicant and allow them to provide data, upload individual documents (separate from the Work Samples Select Page), and receive additional information. Limitless Custom Narrative pages can be added to an Application, Interim, or Final Report pageset. Below is a small sample of optional question fields you might add to a Custom Narrative page. 3 YEAR BUDGET This is a template page that allows you to gather comprehensive budget data from your applicants. As with all templates in GO Smart, you cannot change any element of the page, but you can add custom Information/Instructional language at the top. Project Budget (Template) Custom Table Form Custom Calculation Calculate Across Table Work Sample Select NEA Question Activity Locations Return to the table of contents 34

35 ADD QUESTIONS AND INFORMATION TO A PAGE Once you have created your page(s), you will want to add Info/Instruction language, questions, and other elements to gather data from your applicants. Custom pages will require that you add questions or design your tables before they will be visible to your applicants. Template pages cannot be modified and will automatically appear to your applicants without further attention, but you may want to add Info/Instruction language. 1. Navigate to the Front End Manager tab > Application Pages subtab 2. Select your program and cycle from the drop down menu 3. Click Edit to the right of the page to which you want to add questions, elements, or instruction language Return to the table of contents 35

36 4. Type your optional Info/Instruction language for the page in the top text field. This language should help guide your applicant through this page 5. Scroll to the Add New Question tool 6. Type the question title that will only be visible to admin, select the type of question you want to add, and set the sequence if you would like to reorder the questions a. Custom Narrative pages (like the one shown above) will allow you to add several types of questions; learn more about these types in the manual. 7. Click Add and you will see the question appear above in the Question table 8. Click the Edit button to the right of the question and add the language that should be visible to the applicant, set other parameters and Save a. When you are completing the Question Editor for your questions, the Question Title field should be one or two words that will help you identify this question in your list of questions on the page table. The Question field is where you will include the question exactly as you want your applicant to view it. NOTE: if the question is required and not answered, the applicant will see the Question Title on their submit page as an item they did not answer. b. Learn more about editing questions in the manual. Return to the table of contents 36

37 CREATE AUTO-GENERATED S Once you have completed building your cycle, you may want to create auto-generated s that will be sent to your applicants based on their status. The most common of these is a confirmation that will go to applicants after they submit their application; however, you can create an that will go out when any status is met. Learn a bit more about the statuses of GO Smart here. After you determine for which statuses you want to create auto-generated s, follow the steps below. NOTES: You can only have one active status mailer per status at a time. If you use the Create New Cycle or Create New Program buttons to make a new cycle, any existing status mailers will also get cloned; you will need to update cloned mailers if dates or information are outdated. 1. Navigate to the Grant Manager tab > Status Mailer subtab 2. Select your program and cycle from the drop down menu 3. Click the Add new Status Mailer button at the bottom of the window 4. The Editor will open 5. Add all necessary information a. Changing the status to Disabled will turn off that status mailer without having to delete it b. Include a Bcc address if you would like to be notified as applicants status changes c. Attaching a PDF ensures that the applicant has a final copy of their application; however they can always generate this PDF for themselves from their site 6. Click Add at the bottom of the editor to save 7. Modify an existing status mailer by clicking the Edit button 8. Delete an existing status mailer by clicking the Remove button Return to the table of contents 37

38 PART 4: GRANT MANAGEMENT Along with viewing the tutorials that follow, use the following guide to ensure that you are getting the most out of GO Smart while you manage your grants: Statuses and Workflows - Understand how GO Smart statuses work Return to the table of contents 38

39 REVIEW APPLICANT STATUS AND DATA After applicants have begun to access your grant opportunities, you can view their activity from the grant manager dashboard. This dashboard has two main sections: the status table and the list of applicants. The status table allows you to get a quick birds eye view of how many applicants are in any status at a given time as well as the ability to sort by status. The list of applicants allows you to interact with the applicants data while managing where they are in the process. APPLICATIONS BY STATUS 1. Navigate to the Grant Manager tab > Grant Manager subtab 2. Select your program and cycle from the drop down menu 3. Scroll to the Applications by Status table 4. View every status available in this cycle (all 20 statuses will always be visible unless you work with the GO Smart team to remove Intent to Apply and/or Interim Report statuses if you will never use those pagesets) 5. Click the blue number to the right of the status to view only the applicants in those statuses below 6. Learn more about the statuses of GO Smart here Return to the table of contents 39

40 APPLICATIONS 1. Navigate to the Grant Manager tab > Grant Manager subtab 2. Select your program and cycle from the drop down menu 3. Scroll to the [Cycle Name] Applications list below the status table 4. View every applicant who has accessed this grant cycle 5. Determine how you view the list by using the Records per page and Sort drop down tools 6. Review your list of applicants and use this section to a. Delete an applicant s data (use caution, this cannot be undone) b. Add important NEA information (for NEA reporters only) c. Manually change statuses, learn more about statuses here d. Add and review internal comments that are only visible to admin e. View and/or edit Category Sort Select items (Budget Range in the example above) f. Assign Received applicants to a Panel (after the panel has been created) g. Login as that user by clicking Details h. Review the applicant s data by clicking the PDF for the Intent to Apply, Application, Interim Report and/or Final Report Return to the table of contents 40

41 ALL APPLICANTS IN A STATUS If you need to immediately all applicants in one or several statuses, use the Mass Mailer tool. 1. Navigate to the Grant Manager tab > Mass Mailer subtab 2. Select your program and cycle from the drop down menu 3. Check the status(es) of applicants to whom you want to send a message 4. Click Select 5. The Editor will open 6. Add all necessary information a. Include a Bcc address if you would like to be notified as applicants status changes b. Attaching a PDF ensures that the applicant has a final copy of their application; however, they can always generate this PDF for themselves from their site 7. Click Preview at the bottom of the editor to preview 8. If you are satisfied, click Send to send, or Edit to go back and modify Return to the table of contents 41

42 AN INDIVIDUAL APPLICANT If you need to an individual applicant, you have several options. You can: 1. Navigate to the Search tab a. Search for the applicant using any field b. Click the in the search results and your server will open 2. Navigate to the Grant Manager > Grant Manager subtab a. Select the program and cycle that the desired applicant has accessed b. Locate the applicant in the Applications table c. Click Details to login as that user d. Retrieve their from their User Profile 3. Navigate to the Grant Manager > Grant Manager a. Select the program and cycle that the desired applicant has accessed b. Locate the applicant in the Applications table c. Click App PDF d. Within the header of the PDF you can click the applicant s and your server will open Return to the table of contents 42

43 PART 5: PANELS Return to the table of contents 43

44 PREP YOUR PANEL Use the steps above to complete your panel setup. The tutorials that follow will expand on these steps. Return to the table of contents 44

45 CREATE PANELISTS While creating your panels, you will assign your panelists as the third step. Though you can begin the creation of your panels and then create panelists, we recommend that you first create your panelists for this panel season and then navigate to your Panel tab so that you can create and complete the panel(s) in one session. NOTE: If a panelist is already in the system from previous years, you won t need to do anything and they will be available when you create your panels. 1. Navigate to the Administration tab > User Editor subtab 2. Click the Add New User button or link (both function the same) 3. Input the name for your panelist 4. Create a Username and Password 5. Set the status to Active, or keep it disabled until you are ready for the panelist to access their panel(s) 6. Select Panelist as the User Type 7. Disregard the Section Access section (this is for Grant Administrators only) 8. Include an active address and phone number 9. Click Add to save the panelist 10. Repeat the process to add additional panelists Return to the table of contents 45

46 CREATE PANELS GO Smart allows you to create multiple panels per cycle. You can also create multiple criteria per panel that can be scored separately. Customize your scoring schema and determine how many points can be awarded per criteria. Assign and unassign panelists from the panel creation section. You can create cycle panels any time after the cycle has been created and have it ready when your panel session should start. CONFIGURE PANEL 1. Navigate to the Panel tab 2. Select the Program and Cycle for which you would like to build your panel 3. Click the Create New Panel button 4. Begin on the Configure Panel tab a. Give this panel a name, we recommend typing only the discipline or category in the Panel Name field, it will be automatically appended to the cycle name b. Turn off or on the display of the Panel book option to panelists c. Create an optional general comments box for panelists that will not include an associated score or criteria d. Set the default sort by Application # or Name e. Include general instructions for the panel f. Click Save Return to the table of contents 46

47 PANEL SCORING CREATE CRITERIA AND SCORING SCHEMA 1. From the Panel Scoring tab create your criteria 2. Give your first criteria a name 3. Enter your criteria description 4. Enter a maximum score for this criteria, this will appear to your panelist as a range from 0 to the entered maximum score 5. Click Add to include this criteria, you will see the criteria appear below 6. Click Clear Form instead of Add if you would like to delete what you ve added and start over 7. After adding all criteria, drag to the appropriate order 8. Click the blue Edit pencil icon to modify any existing criteria 9. Click the red Delete trash icon to remove an existing criteria 10. Click Save Criteria Order ASSIGN PANELISTS 1. From the Assign Panelists tab assign existing panelists 2. Begin to type a panelist name into the Available Panelist field 3. Select the desired panelist when they appear Return to the table of contents 47

48 a. If you have not yet added your panelists to the User Editor, you can leave the panel builder, navigate to the User Editor and create your panelists, then return to the Panels tab and click the Assign Panelist tab for the desired panel 4. Remove any selected panelist by clicking the red X 5. Click Save 6. A complete panel will display a green check mark for all three tabs and is now available to your panelists MODIFY, REMOVE, OR COMPLETE AN EXISTING PANEL 1. Navigate to the Panel tab 2. Select the Program and Cycle for which you would like to build your panel 3. Click on any tab of any panel to modify that section 4. A yellow exclamation point icon will indicate a section that must be completed before the panel is complete 5. Click the red trash icon along the gray bar of any panel to permanently delete that panel 6. NOTE: A black lock icon in the gray panel name bar indicates that panelists have accessed and scored for this panel and that panel cannot be removed. Criteria can be added to a locked panel, but existing criteria cannot be modified or removed. Return to the table of contents 48