Do you need to upload applications into InfoReady that were collected somewhere else? Do you need to collect only the follow-up or post-award information for applications? The guidelines below will both help you think through the best way to approach these projects and identify which actions you should take within the system.


Approach

A big factor in determining how to load the historical data depends on the primary goal for having them there. If you simply want old applications to be accessible to users, create fewer opportunities. If good data is really important and you want granular reporting, create more opportunities.

If you choose any approach other than one opportunity per program per cycle, add distinguishing information in the title of the application and/or some questions in the application form to help you distinguish between the different processes and years. If you plan to create multiple opportunities, then you may want to consider creating a template to expedite the creation process and to standardize the fields.


Possible Formats

  • 1 opportunity for all applications
  • 1 opportunity per academic or fiscal year (use Cycle for time)
  • 1 opportunity per funding program regardless of year
  • 1 opportunity per program per cycle


Steps to Import


1. Create Applicant Accounts

  • All applicants will need to have an account. You can ask applicants to log in to your system first to automatically have the accounts created. Super or Global admins can also create accounts manually in the Manage Users section of the Admin tab.
  • They will receive emails telling them their accounts have been created, but they don't need to take any action. However, you may want to tell them ahead of time about this message, especially if it has been awhile since they submitted the application you will be importing for them.


2. Create Opportunities

  • Details: Use a submission deadline of today and a removal date in the past (to prevent the opportunity from appearing on your home page).
  • Include any Requirements you need. For example, if you have application materials as file uploads, set up a file upload option.
  • If the review process has already occurred, you don't have to use Routing Steps.
  • In the Notifications section, edit the Your Application Received email template to clarify what you'll be doing. This email will go to the applicants when you submit on their behalf. For example: "You are receiving this message because you previously submitted an application for ___. You will receive communication in the future about___. No action is needed at this time."
  • Progress Reports (optional): This is the place to build the follow-up form(s) and ask for file uploads to collect post-award information about outcomes, milestones, etc.
  • Launch the opportunity. Go back into edit mode and change the Internal Submission Deadline on the Details page to a past date to match the initial submission deadline.


3. Submit Applications

  • From the Manage view, use the Submit by Proxy button to enter applications on applicants' behalf by using their email address. Make sure you select the applicant from the dropdown list that appears when you begin typing the email address.


4. Award/Reject Applications (optional)

  • Award applications as needed from the Data Grid by selecting the applications, and then using the Batch Application Actions menu to award.
  • You can choose to send a notification to the awardees or not.
  • You can also mark applications that were not awarded as Rejected (and send a notification or not).


5. Assign Progress Reports and Schedule Reminders (optional)


Have more questions about this topic? Go to the Community Forum to pose the question to other users or submit a support ticket to InfoReady.