Expected Completion Time: 20-30 Minutes

Learning Outcomes

At the end of this module, you should be able to do the following:

• Identify buttons on the Local Navigation Menu: Edit, Share, Submit by Proxy, Copy, Archive, and Delete. 
• Explain the difference between your Manage Tab (see Module 4A) and Manage View. 
• Complete the task of submitting by proxy as an Administrator. 
• Decide when to add a Viewer to an opportunity and demonstrate how to perform this task.  

Related articles and training videos are included below. Please review materials that fit your learning style and then complete the Put into Practice exercise at the end of this module. 

Edit Mode

The Local Navigation Menu is the series of buttons on the right-hand side of the screen. The menu includes multiple options, listed vertically, and defaults to the Manage button, otherwise known as Manage View or Manage Workspace. Understanding what action each button represents on the menu is especially important. Let’s start with the Edit button.

Read

• Edit an Opportunity
• What can't be edited after launching?

Watch

• Editing an Opportunity (3 min)

Share/Announce Opportunities

The Share button is next, where you can find the direct link of the opportunity and/or send a message directly from InfoReady. 

Tip: If that button is grayed out, that means: (1) the opportunity has not launched yet and cannot be shared via the Share button, or (2) the opportunity has been archived. 

Read

• Share or Announce Opportunity

Watch

• Sharing or Announcing Opportunities (3 min)

Submitting by Proxy as Administrator 

Administrators can submit on any user's behalf, even after the deadline. They do not need to be added as a proxy to a user's profile to apply on their behalf. This is where the Submit by Proxy button comes in. 

Tip: When you start the application, begin typing the email address of the Applicant, and then select the Applicant from the dropdown; do not copy and paste the email address.  

Read

• Administrator Submitting Application by Proxy

Watch

• Video: Submit by Proxy as an Administrator (3 min)

Copy

The Copy button allows you to copy any opportunity you manage, including drafts, launched and archived opportunities. This option can save considerable time.

Tip: Be sure to update the title of the new copied opportunity. 

Read

• Make a Copy of a Launched Opportunity

Watch

• Video: Copy an Opportunity (2 min)

Archive

When an opportunity has been awarded, you do not have to archive it, but doing so will prevent any future edits. Also, as your list of opportunities grows, archiving will separate them from open opportunities on your Manage tab.

Read

• Archive an Opportunity
• Re-Opening an Archived Opportunity 

Watch

• Video: Archiving Opportunities (3 min)

Delete

Did you launch an opportunity in error? Did you create a test version of an opportunity to try out the application process, but now have no further need for that version? These are just a few examples where you may want to delete an opportunity. Clicking the Delete button submits a deletion request to InfoReady Support for processing. 

Tip: If the opportunity also has submitted applications, you may want to archive the opportunity instead of deleting, since deleting an opportunity also deletes all applications. 

Read

• Delete Opportunity

Watch

• Deleting Applications and Opportunities (5 min)

Viewer Role 

An Administrator takes a highly active role in every opportunity they manage. On occasion, there may be a non-Admin member of your organization who needs access to applications and other data for a specific opportunity. The Viewer role supplies limited access (no editing) to a specific opportunity.

Read

• Add Viewer to Opportunity
• Viewer Role: Accessing Submissions and Downloading Data

Module 4B: Put into Practice Exercise

- Scenario 1: A faculty member started their application for an opportunity you manage. The deadline is today at noon. The Draft application has all requirements completed, except for one document upload. The faculty member has the document but will be presenting at an out-of-town conference most of the morning and will not have time to log into their laptop to complete their application. How might you help if the faculty member can forward their document to you from their cellphone?
- Scenario 2: You launched a new opportunity for an external grant on Monday and then found out from a colleague on Wednesday that members of your organization are not eligible to apply. You already have one application submitted. What should you do?
- Activity 1: Find an open opportunity on your Manage tab and click on the opportunity’s title. When the Manage View page loads, click on the Share button and share the opportunity to your email address using both Share methods, as outlined in the Support article.
- Activity 2: Find an archived opportunity on your Manage tab and click on the opportunity’s title. If you do not have an archived opportunity, find a test opportunity you previously created, then click the Archive button and follow directions in the Support article to complete that task. When the archived opportunity’s Manage View page loads, click the Copy button to copy that opportunity. Rename the copied version and Save as Draft. Copy the URL link of the newly saved draft and send it with your response to Scenarios 1 and 2 in the body of a Support ticket. Note Module 4B completion in your ticket.

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