Documents

You can manage documents from your dashboard or the Workspace. On your Dashboard, search for existing Document records or add a new Document record. Your search results and the new Document screen both display in the Workspace.

Documents can originate three different ways:

  • Online grant seekers and grantees attach files to grant applications and online report forms.

  • Users at your organization generate emails, letters, and write-ups.

  • Users upload external documents to attach to records.

In Grantmaking, documents have two elements:

  • The document file itself.

  • The document record, which contains information about the document file. For example, the date it was created or the name of the author.

To view a document record, search for a Document record from any screen in Grantmaking. When you find the Document record you want to view, select its menu , View record. Here, you can view and edit information about the document, or download the document by selecting the document link under File name.

Users now have the ability to view Documents that are not accessible by Microsoft Office in a new tab. A new button has been added to the Document record called 'Open file' that allows viewing of PDFs and images. Users can also download the file using the hyperlink on the Record.

To view a document file, search for a document record from any screen in Grantmaking. When you find the Document record that contains the document you want to view, select its menu , Download.

To edit a document, search for a document. From the Document record's menu , select Download. Edit the document as you wish, then from the document record's menu , select Replace file. Attach the new document and select Save.

There are different ways to merge multiple documents to a single PDF.

  • From the documents search results, select the checkboxes for the documents to merge. Select Merge documents to PDF. Enter information for the PDF, such as a file name and title. You can drag and drop the selected files to change the order in which they show in the generated PDF. Select OK.

  • Search for any other record type, then select View record. In the Related pane on the left, select Documents. If there are documents related to that record, they will display in the Related documents pane. Select the check boxes next to the documents you want to combine, then select Merge documents to PDF. Enter information for the PDF, such as a file name and title. You can drag and drop the selected files to change the order in which they show in the generated PDF. Select OK.

You can select multiple documents from a search or related records page and combine the contents of the selected documents into one PDF file. A Document record is created and linked to the PDF file.

Note: There is a limit of 50 documents. If more than 50 documents are selected and the Merge to PDF action is selected, an error message appears.

The following file types can be merged to a PDF:

  • .doc

  • .docx

  • .ppt

  • .pptx

  • .xls

  • .xlsx

  • .pdf

  • .html*

    Note: Some HTML coding may not render correctly when converted to a PDF.

You can attach files saved locally or on your network— such as email messages, images, scanned PDFs, or a Microsoft Word documents — to a record. After you upload a file, you can access it from the record's Documents under Related or do a quick find for the file's document record.

  1. Select Attach a file under Attachments.

  2. Move the file to Drag a file here , or select the box to browse to and choose the file.

  3. After you insert the file, enter a name, choose tags to help identify it, and select a date to associate with it.

    Tip: To remove a file, such as when you choose the wrong one, select Delete .

  4. Select Save.

Note: You can also add files from the Related pane on a record. Select Documents and then Add document.