Creating a Proposal Batch

The Proposal Batch process is used to group proposal applications together allowing them to be processed as a unit. A new proposal batch is created to group proposal applications so that funds can be allocated, workflows can be processed or grant requests created. Proposal batches can be created at any time, and proposals can be added at any stage during the process. Proposals can be added directly from the proposal batch screen, or proposals can be assigned from within the proposal application record.

To Create a Proposal Batch:

1. Navigate to Batch > Proposals > New Proposal Batch.

2. When New Proposal Batch is clicked open, the Details tab will be the screen displayed. 

3. The four filters on the bottom of the screen will help narrow down which proposals need to be processed in the new batch.

4. To add a proposal to the batch, click on the desired proposal from the Available Proposals section then click the Add button.

5. The Funds tab is similar to the Details tab in where the user can select a certain fund, which can be used for the proposal batch. The Funds Selected grid will list any funds that may be already attached to a proposal.

6. The Workflow tab provides the ability to add a task with a completion status from the standard proposal workflow to all the proposals in the batch or a selected few. 

1. To add a Workflow to all the proposals, click the Select All Proposals option.
2. To add a task to a select few, click on the box next to the left of the proposal. 
3. The fields at the bottom of the Workflow tab are grayed out until the proposals are selected/checked.
4. When the proposal is selected, the Proposal ID and Task Name options become functional.
5. Once a task is selected from the drop-down list that was completed for all selected proposals, the Date Completed and Outcome fields become active fields.  
   1. Enter the date the selected task was completed.  
   2. Select the outcome from the drop-down list that applies to all the selected proposals. 
   3. Click Process All Selected.

7. Once Process All Selected is clicked, a pop up window will appear. Click Yes to save the batch.

8. Once Yes is clicked, another pop up window will appear indicating the Proposal Batch was saved.

9. A third pop up window will appear notifying the Proposals have been updated.

10. The Allocation tab will allocate a fund to one or several proposals. A proposal can have money allocated from one or more funds.

11. Select the Process Mode by clicking on either the Proposal or Fund radio button.

1. Depending on the Process Mode selected, select a Fund or Proposal from the drop-down list in the Select a Proposal/Fund field.
2. Click the check box to the left of the Proposal(s) or Fund(s) depending on the Process Mode being used to receive the allocation.

12. The Grants tab provides the ability to create Grants for the proposal batches approved and completed. *Note: The Grant Amount and the Approved Amount must be equal to create a grant.

1. To select all displayed proposals, click Select All Proposals. 
2. To select specific proposals, click the check box left of the Proposal ID column. *Note: The Process All Selected button and Cancel button are grayed out until a proposal is selected.
3. Fill out the Task Name and Outcome fields.
4. Click Process All Selected.

13. The Logs tab will show a history of the process run on the batch.

14. The Correspondence tab allows the user to send an email or letter for each proposal in the batch.

1. Select Email or Letter.
2. Select the desired email or letter template.
3. Select New to review and send.

15. The Media tab allows the user to add any attachments to the batch.

16. The Comments Tab allows the user to make any notes in the batch and select Save.

17. The Info tab allows the user to create alerts for the batch on the dashboard.

18. Select Save and Close when finished with the Proposal.