Knowledge Base Article

A grant is a sum of money given by an organization, foundation or a donor for a particular purpose. To get started, choose Grant Management > Grants We Receive - from the Argenta main menu on the left-hand side of the screen:

This opens the Grants We Receive screen, where all your grants will be listed. From here, click the “Add New” button. This opens the Grant Workspace screen:

On this tab you will enter the details of your grant. Here you can enter:

1. Record Level Permissions - Set As View Only -  Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
2. Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
3. Grantor ID -  Select a grantor by clicking the Lookup icon, searching for and selecting the constituent to designated as the grantor.  If the Grantor is not in the system as a grantor but as a constituent, you can add them by clicking the Add New  icon and then selecting the "lookup" button on the Add A New Grantor by Designating A Constituent As A Grantor screen to search your constituents. If your grantor is brand new, you can still enter them here by selecting the Add New  icon on the Add A New Grantor by Designating a Constituent as A Grantor screen. (It is important to remember that the first screen is only searching for your grantors and the second screen searches all constituents.) For help adding a new constituent please refer to KB Article - Add Constituents. This is a required field.
4. Grant's Current Status - Select a status from the drop-down list. Your status options are: *Unknown/Other or N/A, Applied/Pending, Awarded,  Cancelled/Never Applied, Denied, Funded, In Preparation, or Needs More Information. If you wish to add a news status you can do so by clicking the Add New  icon.
5. Associated Team Member - A team member from your organization can be selected and assigned to this grant. Team members in Argenta include staff members, users, board members and volunteers you have designated as team members. Select the Lookup  icon to search for and select the team member.
6. Grant Title - Enter a name for your grant. This is a required field.
7.  Delivery Method - Enter the delivery method for your grant here.
8. Grant Amount (Expected) - Enter the dollar amount you expect to receive for this grant.
9.  Funding Amount (Actual) - Enter the dollar amount that you actually receive from this grant.
10. Installment Amount - If this grant is an installment grant, enter the installment amount to be received here. 
11. Installment Frequency - If this grant is an installment grant, select the installment frequency from the drop-down list here.
12. Grant Type - Select a type from the drop-down list. If an appropriate type is not listed you can add a new one by selecting the Add New  icon.
13.  Grant Category - Select a category from the drop-down list. If an appropriate category is not listed you can add a new one by selecting the Add New  icon.
14. Chapter - If this grant belongs to a specific chapter within your organization or you wish to have the grant permissions locked by chapter, select the appropriate chapter from the drop-down list.
15. Division - If this grant belongs to a specific division within your organization or you wish to have the grant permissions locked by division, select the appropriate division from the drop-down list.
16. Department - If this grant belongs to a specific department within your organization or you wish to have the grant permissions locked by department, select the appropriate department from the drop-down list.
17. District - If this grant belongs to a district or you wish to have the grant permissions locked by the district, select the appropriate district from the drop-down list.
18. Precinct - If this grant belongs to a precinct or you wish to have the grant permissions locked by a precinct, select the appropriated precinct from the drop-down list.
19. Fiscal Year - Select the fiscal year for this grant from the drop-down list. If an applicable fiscal year is not listed you can add a new one by selecting the Add New  icon.
20. Report Due Date -  Enter the day the grant report is due. You can manually enter a date or use the date selector. 
21. Due Date - Enter a date due for the grant. You can manually enter a date or use the date selector.
22. Date Submitted -  Enter the date you submitted your grant here. You can manually enter a date or use the date selector
23. Notification Date - Enter the date you would like to get notified about this grant. You will get an email on this day reminding you about the grant. This is controlled in the Grant Notifications tab discussed below.
24. Start Date of Funding - Enter the start date of funding for the grant here. You can manually enter a date or use the date selector.
25. End Date of Funding - Enter the end date of funding for the grant here. You can manually enter a date or use the date selector.
    
26. Is Grant Renewable? - If this grant is renewable, select "Yes" otherwise select "No." 
27. Renewal Date - If the grant is renewable, enter the renewal date here. You can enter a date manually or use the date selector.
28. Current or Future Grant - Select either Current or Future from the drop-down list.
29. Is Grant Multi-Year? - If this is a multi-year grant select "Yes" otherwise select "No."
30. Grant Start Year - If the grant is a multi-year grant, enter the start year for the grant here. You may manually type a date or use the date selector. 
31. Grant End Year -  If the grant is a multi-year grant, enter the end year for the grant here. You may manually type a date or use the date selector.
32. Is This A Challenge Grant - If this grant is a challenge grant select "Yes" otherwise select "No."
33. Challenge Grant Requirements (if applicable) - If this is a challenge grant, you can enter the challenge requirements here.
34. Is This A Project Grant - If this is a project grant select "Yes" here, otherwise select "No."
35. Corresponding Project ID - If the grant is related to a project, you can select the corresponding Project ID by clicking the Lookup  icon. Once you have searched and selected the project, the Project ID field will display the ID of the project you selected.
36. Project Background/Description (if applicable) - If the grant is related to a project, you can enter a description of the background here.
37. Grant Description - You can enter a grant description here.
38.  Grant Requirements - If there are requirements that must be met for this grant, enter them here.
39. Executive Summary - You can put the executive summary here. 
40. Additional Terms or Information - If there are any additional terms or information for your grant, please list them here.

2. Associated Expenses tab:

 

 

This tab will show you the expenses that you have associated with this grant. When you enter an expense, you have the option to tie it to a grant.  When you do this, the expense will be listed in this tab. You can also enter an expense from this screen by clicking the "Add New" button.

 

3. Associated Time Sheet Tasks tab:

 

 

On this tab, your associated timesheet tasks will be shown for all the timesheet tasks that have been coded for working on this grant. These are controlled in the time sheets but are displayed here.

 

4. Grant Notifications tab:

 

 

On this tab is where you will set the notifications you would like to receive about this grant. Grant notifications are where you control the notification settings and emails. Here, you can select two email addresses that will get the notifications. The notifications that you can set are for the report due date and the grant due date. To set a new notification click the "Add New" button:

 

 

This will open the Grant Email Notifications screen:

 

 

This is where you will enter the details for your notification. From here you can enter these details:

1. Date & Time To Send - Enter the date and time you want the notification sent to your email, a constituents email, and/or your team members' emails. You can manually enter a date and time or use the date and time selectors. This is a required field.
2. Sent To (Constituent) - Select the icon to search for and select the constituent record that you wish the email to go to. This can be any constituent in your system. This is a required field.
3. Send To Email Address - Once your constituent has been selected, their email address will automatically pull into this field. If you wish to change the email address you can do so by clicking into the field and making changes. This is a required field.
4. Copy All Selected Team Members - You may choose to copy your team members by selecting any or all of them from the drop-down list. If you do not wish to copy any team members leave this as "No Team Members."
5. Subject - Enter the subject for the email notification here. This is a required field.
6. Email Body - You can enter the email body by selecting the "Edit Email Body" button. This opens the email body panel where you can edit the details of the email's body message.

Once the details for your notification have been entered, click the "Save All & Exit" button to save your details and be returned to the Grant Notifications tab. You will see your new notification listed.

  

5. Record Permissions tab:

 

 

This tab controls the record permissions for the grant.

5. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.

5. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.