Web Applications Overview

Web Applications are made up of fields that are grouped into pages. The pages are presented as tabs on the application. Users can enter data into fields and that data can then be saved in the database. The collection of pages and their fields can be set up in Grant Edge Classic (GE Classic). In addition to GE Classic, the HTML layout of those fields, pages and page layouts can be configured in Spectrum NXT - see separate instructions for that process.

General Features

All web applications have the following features and settings configured in Web Apps > "Application Name" > Config.

• The ability to establish a Demographic Target.
• Auto-Process submitted applications.
• Default Fund - all applications granted from one default fund.
• Type of web application (cyclical or open ended).
• Cycle Dates.
• Currently Available Online.
• Submit Status.
• Password - limit who can apply for this web application by setting a password.
• Allow Multiple applications from the same web user. This should be checked when using Fund Matching. 
• Listed Online - determines whether the application shows up in the list of available applications. 
• Fund Matching - web users can pick from multiple scholarships for which they qualify based on pre-defined criteria.
• Submit Email CC - internal staff can receive an email with every submitted application.

Open-Ended vs. Cyclical Applications:

Open-Ended

• Intended for applications that are always (or regularly) open.
• Manually turned on/off in Grant Edge (GE).
• Applications come in as SUBMITTED.
• Applications can be reviewed while the application is still online.
• Only one round of scoring is allowed.

Cyclical

• Intended for one-time applications.
• Applicants can only create new applications during the date range.
• Automatically published and taken offline using start and end date settings.
• Applications can be COMMITTED (still editable before deadline).
• Application review cycle must be managed using Rounds.
• Multiple scoring rounds are allowed.

Scholarship Fund Matching:

• Fund Criteria is configured in GE.
• Funds are published annually in GE.
• Applicants are matched in Spectrum based on application data.
• Students can be limited by a “maximum funds allowed” setting.
• Applications are duplicated for each fund selected.
• Applicants are directed to complete Addendum pages (if applicable).

References

Applicants can be prompted to supply up to three (3) references. Spectrum will email the references a request (including a link) to fill out a “Reference” application page in Spectrum. References cannot see the entire application - only fields set to be available in the summary. References do not need a Spectrum login and will have two tabs available, one to view available fields from the application and a second to answer relevant questions required of them. Applicants can see the status of their reference requests (and resend email requests).

Supplemental Pages

Supplemental pages are designed for applicants to report to the foundation after an award has been granted. Up to five Supplemental pages can be configured per web application. Each page is linked to a workflow task, and is enabled by that task’s prerequisite. Spectrum NXT’s “My Awards” page shows applicants their supplemental pages. See these articles for more information about supplemental pages and workflows.

Sample Application Cycles:

Steps for Creating an Application:

1. Outline the application cycle in a flowchart.
2. Outline the pages and questions in Microsoft Word.
3. Create (or reuse) Profile Pages in GE.
4. Create a Profile Application in GE (leave unpublished).
5. Add Profile Pages.
6. Generate HTML, description, instructions, etc.
7. Test application using Grant Admin Portal.
8. Publish.

Best Practices:

• Once a cyclical application is scored, it cannot be reused. If an application needs to be scored and reused, it must be an Open Ended application.
• For recurring applications, consider using the “Copy Profile Application” feature (which reuses the pages and fields).
• Configure file attachment fields with limits for file sizes and file types.