Scholarship Batch (FC Scholarships)

Scholarship Batch

The Scholarship Batch process is used to group scholarship applications together allowing them to be processed as a unit. A new scholarship batch is created to process Workflow tasks and generate Correspondence in mass. Scholarship batches can be created at any time and scholarship applications can be added at any stage during the process.  

Note: Before a record can be pulled into a batch, the scholarship web application must be processed into a scholarship record. See this article for more information on processing a Scholarship Web Application.

Create a Scholarship Batch:

1. Hover over Batch > click Scholarship Batch > +New Scholarship Batch.
2. In the Description field, name the Scholarship Batch with a descriptive name or use the default: Scholarship Batch X/XX/20XX. 
3. In the Fiscal Period field, enter the current fiscal period that applies to the scholarship batch. 
4. Save.
5. Available scholarship applications are listed in a grid on the bottom tile called "Available Applications". The user can filter the list by using the Filter icon on the Available Applications tile. 
6. Click on the box in the far-left column to select the applications for the batch.
7. Click +Add Selected to move the selected grants to the top tile for processing in this batch.

Workflow Tab

The Workflow tab provides the ability to update workflow tasks with a completion outcome to multiple scholarship applications at once.

1. Select some or all of the scholarship applications to update a workflow task.
   1.  Use the Select All button to process a particular workflow step for every available scholarship application in the grid. To clear the check boxes, click Select None.
2. Click Process Workflow Task.
3. In the new modal, use the drown down menus to select:
   1. A scholarship application template
   2. The task being updated
   3. The date completed
   4. The outcome of this task. 
4. Click Process. A confirmation message will show in the bottom righthand corner. Additionally, the Logs tab will show all processing activity with a time stamp and the username of the processor. 

Comments Tab

The Comments Tab allows the user to make any notes pertaining to this scholarship batch.

• Use the +Add Comment button to create a new comment, 
• Click the ellipsis icon on each row to edit or delete a comment. 

Note: Users can only edit and delete their own comments. Comments entered by other users are displayed as read-only.

Properties Tab

The Properties tab allows the user to create alerts for the batch.

Use the +Add Alert button to create a New Alert for this batch. Click the ellipsis icon on each row to delete an Alert.

Batch Correspondence

This feature allows the user to create correspondence using information related to the scholarship batch, such as transmittal letters, acknowledgment letters, etc. 

Creating correspondence in a Scholarship Batch will generate either a document for printing or an email. Correspondence templates designed to be used with Scholarships will populate as an option to send in this batch.

1. Select +New Batch Correspondence
2. Use the processing popup screen to select “Document” or “Email” and use the drop-down list to select a correspondence template. 
3. For emails, use the dropdown menu to select the "To" email addresses, either Recipients or Fund Advisors.
4. Add optional CC's and customize the email subject line if desired. 
5. If generating Letters, now is the only time to edit these letters and see all of them at the same time.
   

Correspondence records will be linked to their parent record. Edits made during the preview are not saved to the parent record. For more information, please see Correspondence Templates.