The system allows you to configure certain site settings to customize the use of the site to your organization’s needs. Site settings are also used to enter the necessary settings to connect to your organization’s external site if using External Site integration.
CommunityForce will configure some of these settings prior to site delivery. After finishing Module 1 – Getting Started – Accessing Your System we suggest that you review the items in this section. Some of these features you will want to have set up prior to going live. If you are a large organization dealing with multiple Department Admins we suggest discussing your system needs as a group prior to setup.
Before setting up your Organization Information in the site settings you will need the following:
- Decide on a name for your CommunityForce Product
- Decide on your Organization Code name
- Obtain a high resolution Organization logo; the size should be 370 x 80 pixels using a jpg or png format.
- Step 1: From the Administration Dashboard click on the Site Settings
- Step 2: The following screen will appear:
- Step 3: The Site Settings page has been sectioned off into separate setup areas, please see the sub-sections below for the explanation of each setup feature located in these areas.
Reviewer Screen Settings
External System Settings
Active Directory LDAP Settings
Manage Awards Settings
Advertisement & Marketing
Note: When you receive your CommunityForce site, these items should already be completed according to your organization’s needs. However, there may be occasions when you need to make adjustments to your site.
Important: Site Settings control how your system operates, therefore, use extreme caution when updating items you are not familiar with, as this may cause your site to not function as expected. If you are unsure about how to set an item, please contact support for assistance.
2.1 Updating Your Organization Information (Organization Branding - Name, Logo, domain)
In the Site Settings your Organization setup information is located at the top section of that page:
The following items are available in the Organization section for updating:
Note: all items that are marked with an * are required fields to be filled in.
*Organization Name – Your Organization’s name. This name will appear at the bottom left hand corner of all screens. Enter the name how you want it to appear to your applicants
*Organization Application Name – Name of the type of application system you are using. (I.e. Scholarship Database or Grant Database). This name will appear at the bottom left hand corner of all screens, next to your Organization’s Name. Enter the name how you want it to appear to your applicants
*Organization Code – Abbreviated version of your organization’s name. Used for backend coding purposes, to identify your organization in coding without using a long version. (I.e. Montgomery County Community Foundation = MCCF). Enter the abbreviated version you would like to use for your organization.
- *Organization Logo – Upload your organization logo for branding purposes. The logo appears in the upper left hand corner of the screens Header. Logos must be sized to 370 x 80 pixels using a jpg or png format.
*Organization Domain –Your organization’s domain name. A domain name represents an Internet Protocol (IP) resource. Domain names are also used as simple identification labels to indicate ownership or control of a resource. Typical domain name: @harvard.edu.
*Site Behavior – The behavior of your site whether it is a Scholarship Site with individuals as applicants or a Grant Site with Organizations as applicants. This will be pre-set for you. Do not change!
Once you have confirmed your Organization’s Information it is a good idea to save any changes you have made prior to continuing to the other site settings. You can either click Save to save your changes but stay on the Site Settings page to continue updating, or click Save & Exit and return back to Administration Dashboard.
Cancel – Clears all data from the fields.
Exit – Undo changes and return to the Administration Dashboard
2.2 Update General Site Settings
General Settings control various functionality and will need to be set prior to being able to use some functions within the CommunityForce Site. General settings will come preset, according to the needs of your organization, but can be changed if you decide to use a specific functionality on the site.
Title of the Page Tab at the top of the page in your browser, it will appear as CommunityForce – (title)
Default Signature that is used in the Email Templates when you select the Signature Merge Field. However this signature can be overwritten, if an email signature is entered in the Funding Source Setup section of the system. The funding source’s Email Signature will then take priority over this signature in email templates directly tied to Funding sources.
2.2.3 Currency Symbol
When a required value is a numeric currency value it is suggested that you use the Currency question type to allow for the formatting of the value in to a currency format. You can set the type of currency format for your application values. Can only be one type of currency. (i.e. $ for U.S. dollar or € for the euro)
2.2.4 Date Format
The format of the date that you want the system to use. (I.e. mm/dd/yyyy or dd/mm/yyyy, etc.) This will be the date format value used for all date fields you enter in your application.
2.2.5 Select Time Zone
This allows for time specific items to be set according to the time zone you are located in. (i.e. deadline time) Select your appropriate time zone.
2.2.6 Applicant Side Theme
Sets the color scheme for the Applicant’s Application Dashboard. This allows you to set different color settings for banners and icons, text, and buttons. When making your color selection there is no limit on the colors available to select.
Select the click here to open the Theme Settings.
The following setup screen will appear showing an example of what the items will look like when you change the scheme.
At the bottom section select the item you wish to change the color scheme for.
You can either Select the Theme color section to see the color chart and select your color from the chart:
or you can enter a color using a specific color code by entering the Hexa Value for that specific color.
As you change each item the display at the top will display the selection so that you can preview the changes prior to saving them.
Once the colors are correct click Save or Save and Exit to save the changes.
Rest Theme: allows you to reset the scheme back to the original CommunityForce default settings
2.2.7 Footer Note
A footer statement is added to the bottom of the welcome/login screen prior to the applicant logging in to the site. (I.e. best viewed in 480x70. (6.1). The (6.1) refers to which version of the software you are currently on.)
2.2.8 Admin Theme
Sets the color scheme for title banners and buttons within the Administration Dashboard to better match your organization’s color scheme. Select a color from the dropdown menu. Only the colors listed are currently available.
2.29 Admin Help URL
CommunityForce populates this field with the url to go directly to our Client Support Portal. All you have to do is click on the Help Link in the Admin Dashboard.
2.2.10 Applicant Help URL
CommunityForce will have a default URL directed to an Applicant help page on the support.communityforce.com.
If you currently publish a Help Guide for your applicants, and prefer to use that instead, you can insert the link here and when your applicants click on the link in their dashboard it will direct them to the page on your website.
2.2.11 Default Page Options in General Settings
18.104.22.168 Default Page before Login:
This is the default page that an applicant sees as they first enter the CommunityForce site.
The following default page options are available:
1. Search Page When entering the CommunityForce site the applicant first lands on a search screen that they can search for available funding sources using one or all of the following search option sections: (after they locate a fund and click the apply they are then directed to the Login page to login and begin applying to that funding source, once they log in they will be directed to the dashboard for the funding source they selected)
Search by Keyword, Search by Eligibility Criteria, and/or Search by Sponsor Organization. Once they search, they are directed to a funding source listing page that list all the funding sources that meet the criteria they selected, they can then click on a funding source to view additional details and/or apply for that funding source. You must have at least one of these search options enabled to be able to use the Search screen as your Default page. (Below is an example of the Search screen with all the section options enabled)
2. Login page – Shows login page first, then once the applicant logs on they will be directed to the page that has been set in the Default Page after Login.
3. Application List Page – Shows a listing of only the active funding sources/applications that are currently available to apply for. (No search option screen will appear) Applicant can click on the specific funding source and be directed to a login in screen to continue with logging in to apply for the specific funding source. (Used mainly with organizations that only have a few funding sources active to apply for). Below is an example of the Application List default page:
22.214.171.124 Default Page after Login:
This is the default page that an applicant sees after they login to the CommunityForce site.
If the applicant logs in directly from the login screen before selecting a funding source to apply to, you will need to select the page that the applicant sees after they log in.
This would apply if the applicant’s Default page before login is set to the Login Page or if the applicant was to click on the Login located at the top right hand corner of the Welcome page.
The following default page options are available:
1. Application List Page – Shows a listing of only the active funding sources/applications that are currently available to apply for. Applicant can click on the Apply for the specific funding source and be directed to that funding source’s dashboard to begin applying. If the applicant had already started the application for a funding source in the listing, the Apply would then show as Continue with Application. They also would have access to the My Applications tab to be able to see a listing of only the application forms they had started.
Below is an example of the Application List default page after login.
2. Search Page –This would open the search screen where the applicant can search for available funding sources using one or all of the following search option sections: (after they locate a fund and click the apply they are then directed to that fund’s dashboard to begin applying to that funding source. If the applicant had already started the application for a funding source in the listing, the Apply would then show as Continue with Application.)
Search by Keyword, Search by Eligibility Criteria, and/or Search by Sponsor Organization. Once they search, they are directed to a funding source listing page that list all the funding sources that meet the criteria they selected, they can then click on a funding source to view additional details and/or apply for that funding source. You must have at least one of these search options enabled to be able to use the Search screen as your Default page.
Below is an example of the Search screen with all the section options enabled. Note the applicant would also have access to the My Applications tab to be able to see a listing of only the application forms they had started.
- My Applications Tab – Once the applicant logs in they are directed to their My Applications Tab. This will show them a listing of all the applications forms they have started or completed. They can then click on the Application Name in the Scholarship Column and access the dashboard for that specific funding source.
They also will have a “Search” tab available where they can search for additional funding sources that may be available that they had not yet applied to.
2.2.12 Logout URL
Redirects the user to this URL when they log out. This is the system default URL. If you set a Logout URL in the General Information section of that applications setup, then when the applicant is in the application form and logs out the URL in the General Information will override this URL.
If you do not set a URL in the General Information, this will be the default Logout URL for that application form. Also, if the applicant logs in but does not access an application form, when they logout this is the URL they will land at.
2.2.13 Show Apply Button Before Login
This allows the applicant to see the apply button in the listing of available funding prior to clicking on the funding name.
Yes – allows the Apply button to be present on the Welcome/Search Screen prior to the applicant clicking on the name.
No – Removes the Apply button from the Welcome/Search screen the applicant must click on the Funding name in order to be directed to the information page where then they can click apply and login.
2.2.14 Pre-Qualification questions appear
If you have created and are using Prequalification questions in your application form, you can have the option to have those question appear:
After Login: After the Applicant selects an application form to apply to, and has logged into the site the prequalification question will appear for that application form.
Before Login: If the applicant has not logged in yet, and selects an application form to apply to, prior to logging in, the prequalification question will appear to prequalify that applicant to apply to that application form.
This setting is a global setting and will apply to all application forms that have prequalification questions activated in the Application Setup dashboard.
2.2.15 Contact Us
This email address will be linked to the Contact Link in the applicant dashboard footer and is used as a site contact, not the application contact, that an applicant can use to email someone for assistance in using the site. When an applicant clicks on the Contact footer, their email program will open showing this contact address in the To: field allowing them to send a direct message to that contact person. Enter an email address that the applicant can use to contact someone directly for assitance.
Best Practice Tip: Best practice is to create a separate email account instead of using your personal business email so that you can manage the emails that come in. For example create a new email firstname.lastname@example.org. Add the mailbox to your Outlook Account.
2.2.16 Enable Global Search for Applicants:
This will activate a search feature that will appear in the header at the upper right hand corner of the Admin’s dashboard. This allows for a global search of an applicant across all your applications.
This is useful when having multiple applications on your site, and trying to locate applicants that you are not sure what applications they have applied for.
Yes – Will activate this feature.
No – Will turn the feature off.
2.2.17 Enable Application Publishing
When setting up an application form in Applications>General Information, you have the option to turn on a Published box in the General Information setup page. However if it is turned on, only application forms that are marked as published will appear in the dropdowns views when searching for application forms to link to your funding sources. Since this has caused some confusion, the abilty to remove this publish box from the Applications>General Information setup page has been added.
This is defaulted to “No” as the majority of our clients do not want this to be present in the application form setup. That way when they make an application live they only have to publish the funding source, not both the funding source and the application form.
However, if you wish to have to publish in both areas, then set this option to “yes” and the published box will appear in the General Information setup and must be checked before an application becomes live or appears in any application form dropdown fields for selection.
2.2.18 Disable Section Locks for Admins
Each application form has a setting in the General Information setup section of that application form to be able to Lock After Submit. This is also set on each individual section in the Create/Edit Section where you can “Inherit” from the Applications setting, or override for that specific section. If locked, then the applicant nor the administrator can go back in and make a change to their application form after they have submitted. If the Application or a specific section is not locked then the applicant and the administrator can make a change to that section.
If you want your Administrators (not applicants) to be able to go in on a locked section of an application form and be able to make changes to the application then you can Disable all those locks just for the Administrators. This does however open “all” the locked sections for the administrators, not just the ones that are unlocked in the form.
Yes – Disables and unlocks all the Application and Section editing locks for all your application forms. Your administrators can then go in and make a change to any applicant’s application after that applicant has submitted their form even if a lock is on that form or application. Note your applicants would only be able to edit the unlocked.
No – The Application and Section locks would not be overridden. The Administrator would only be able to edit the Application Forms and sections that were unlocked. All questions will be grayed out and changes will not be able to me made.
Best Practice Tip:
If you do not want to disable this lock for your administrators, and you have a Staff Section for your administrators to complete, you will want to make sure that you mark the “Lock After Submit” to “No” in the Create/Edit for that Staff Section.
2.2.19 Show View All Grants
When an applicant is viewing the search screen to locate funds they are eligible for, there is a button that can appear “View all Scholarships” (or funding source). When the applicant clicks on this they will be directed to the Application Listing view and get a listing of all the funding sources available on the site.
If you want to force your applicants to search and only want them to see results based on their search you can have that button deactivated.
Select Yes to have the View All Scholarship (funding source) button displayed
Select No to deactivate the button and not have it appear.
2.2.20 Enabling Search Screen Items
The search screen that is used to allow applicants to search for funding sources has three areas that search filters can be used that allow the applicants to search for funding by those search filter areas. They are as follows:
Each of these sections can be enabled or turned off depending on what search filter areas you want to use when allowing applicants to search for funding.
126.96.36.199 Enable Search by Keyword
This setting is used to set the search filter area on the Search Screen to allow applicants to search for funding by entering a keyword to search for funding sources that contain that keyword.
Yes – Activates the section so that an applicant can enter a keyword to find a funding source available.
No – Turns this section off and will not show on the Search Options page.
188.8.131.52 Enable Search by Eligibility Criteria:
This setting is used to set the search filter area on the Search Screen so that an applicant can search for funding sources based on pre-determined groups of eligibility criteria that have been pre-set in Administration>Search Filters.
Yes – Activates the section so that an applicant can search specific eligibility criteria to locate a funding source they may be eligible to apply for.
No – Turns this section off and will not show on the Search Options page.
184.108.40.206 Enable Search by Sponsor Organization
This setting is used to set the search filter area on the Search Screen to allow applicants to search for funding provided by a specific organization/department.
If your organization maintains funding sources for multiple organizations/departments, then an applicant can search for funding sources available by specific organizations/departments.
Yes – Activates the section so that an applicant can search on a pre-determined listing of organizations to locate specific funding sources offered by that organization/department.
No – Turns this section off and will not show on the Search Options page.
2.2.21 Enable Interests Cart
The Interests Cart should be used if you are offering several funding opportunities. This will enable your applicants to choose the opportunities they wish to apply to and manage the applications without having to search for the next opportunity. They can select applications and have them added to their interest cart for future referencing, without having to start the actual application form.
If you do not want to activate the interest cart then select No.
Set the the control to Yes to activate the Interest Cart for the Applicant. Once you activate it you will also need to go to the Interest Cart Message in the Site Settings and add a message for the applicant.
When active the Applicant will have the opportunity to place an application into their My Interests Cart and they will have a tab on their dashboard called “My Interest Cart”.
When they locate a funding source that they want to save for a later time, all they have to do is click on the Add to Cart instead of the Apply, and the application form will be added to their My Interest Cart tab.
Once they click the Add to Cart they will get a system alert message that it has been added to the cart, and they can click OK to continue.
They can then access that application form by clicking on the My Interest Cart Tab in their dashboard. Wher they can view all applications they have placed in the cart.
From there they are given the opportunity to Apply or Remove From Cart.
2.2.22 Enable Import Responses from Existing Application
If you are using a Master template to create your application forms, or copying from the same form each time, so that all the XML section names and question names are the same for your common question across all the applications, you can allow applicants to import responses from one application to another application.
When the applicant applies to an application they will have a Choose Action Menu on the application’s dashboard. In the menu is the option Import Responses from Existing Applications.
Once they click the Import Responses selection, they will see a listing of all the applications they have applied to and can select the one they want to import responses from and click on the Import button for that application.
A message will appear notifying them that any information already entered will be overwritten in the new application form. The can click “Yes” to proceed with the import.
They will then receive an additional message notifying them to confirm all the imports for accuracy and can click OK to return to their dashboard to complete the application form.
Once the import is complete, all the XML Sections and XML questions that match, from the other application they selected, will be automatically populated with the same values into the new application form.
2.2.23 Enable Format Excel File
When exporting report to excel using the Export to Excel option, items that are numbers and date fields will export with left alignment. However, by selecting “yes” to this item, you can have numeric and date fields formatted with right alignment at the time of exporting to Excel.
2.2.24 Enable Application Payments
If you have fees associated with you application forms, you can activate this feature to allow for fees to be paid on an application form. This does require integration with a third party payment software program and will require that CommunityForce implementation set this functionality.
This will activate in the General Information setup for the application form the option to set a fee amount on the specific application form. As well as activate the interaction with the third party payment software.
If you are using this feature select “Yes” otherwise. Select “No”.
2.2.25 Enable Terms & Conditions / Consent
Some clients must have their applicants review Terms and Conditions prior to creating their login user accounts. When creating their account they will have a questions with a link to the Terms and Conditions message and a box that they must select prior to submitting their login in credentials.
If this is activated you will also need to add the Terms and Conditions message to the Enter Terms & Conditions / Consent message located in the Site Settings.
2.2.26 Disable Review Screen Before Application Submission
When an applicant submits their application form and clicks the “Final Review and Submit” button on the application dashboard, they are first directed to a Final Review Page where they must review the application form and select the confirmation box acknowledging they have reviewed the form and then click the Submit button for final submittal.
The Disable Review Screen allows you to turn off the review function and the applicant will not receive the review screen. Once they click the Submit they will then immediately be submitted and will not need to do the final review.
Yes – turns off the review feature. When the applicant submits they will not have the Final Review and Submit button, but instead only has a “Submit” button present on their application dashboard. The applicant does not have to do a review prior to final submittal.
No – displays “Final Review and Submit” button on the application dashboard, and the applicant must select the confirmation box confirming they reviewed their form prior to final submittal.
2.2.27 Enable Automatic Application Creation Through Application Invitation
When inviting applicants to apply to a private application form using the Administration>Application Invitation feature, you can choose to have the application form already started for the applicant and it would be available in their “My Applications” tab or you can have the applicant click on a link in an email and be directed to a login where they could then access the form to start the application themselves.
- Yes - allows you to invite an applicant and start the application form for the applicant. The applicant would then log in and the application form would be available in their “My Applications” tab and the applicant would then click on the application form to complete it. (If there were pre-qualification questions, the applicant will not have to answer those questions, and will be bypassed to the application form.)
- No - allows you to invite an applicant to apply to a specific application form, however, the application will not be automatically started and added to the applicants “My Application” tab. The applicant will have to click on the link in the email and then must log in through that link. Once they login in from the link the application form will appear to them, where they can click the apply button to begin applying to the application form.
Once the applicant clicks apply and is directed to that application’s dashboard, the application will then be present in their “My Application’s” tab. (If there are pre-qualification questions, the applicant would have to meet the pre-qualification before accessing the applications dashboard.)
Important Note: when using either of these selections you will want to view the Email Template in the Notification Center Application: Application Invitation and make sure the correct message is relayed with the set up for the correct selection as it is defaulted to apply using the No option.
(Please see Module 6 – Application Invitation Setup for more details of the Application Invitation process)
2.2.28 Send an email to Application Contact, when an Application is Submitted
If you have set up an Application Contact in the Application>General Information setup for your application form, then you can have the option to have an notification email sent to that contact every time an applicant submits their application form for that specific application.
Select “Yes” to have the emails sent once the applicant clicks “submit”. Otherwise, select “No”, if you do not want the Application Contact to get an email.
2.2.29 Enable Post Acceptance Section Submit Notification
If you have set up an Application Contact in the Application>General Information setup for your application form, then you can have the option to have a notification email sent to that contact every time an applicant completes and submits a Post Acceptance Section. That section must have been created using the Post Acceptance Section Type. The email that is sent is in the Notification Center>System Email template>Application: Applicant Submit Post Acceptance Section.
Select “Yes” to have the emails sent once the applicant clicks “submit” for that Post Acceptance Section. Otherwise, select “No”, if you do not want the Application Contact to get an email.
2.2.30 Enable Dual Role(s)
If you have applicants that may be on review committees and you do not want to create a separate login for a “Reviewer” role type. You can set this setting to allow you to also choose “Applicant” role type accounts when assigning members to your committees. That way the applicant only has one login account. Once the applicant logs in they will see a separate tab for the assigned application to be reviewed.
Yes – Activates this feature. When assigning members to the committee you will see in the available to assign column user profiles for all your applicants, reviewers and admin staff to select from.
No – Disables this feature and you can then only assign “Reviewers” and admin staff to committees. Applicants will not appear in the available to assign.
2.2.31 Restricted Domains to Register With:
If using integration from another site and allowing applicants to log in and create a user account from that site, enter the domain names of the sites the applicants are allowed to log in from to create their user account.
2.2.32 Nominations Received Compulsory for Submission
When using “Request” nomination section in your application form, when the applicant has requested the individual nominee to complete a request section on their behalf, you have the option to allow the applicant to go ahead and submit or force them to get the requested sectin completed before they can submit.
Yes – The applicant cannot submit their application form until the request section is 100% requested and the nominated individual has completed the section as 100% Received.
No- Allows the applicant to submit their completed application form once the Requested section is 100% complete. Even though the request section has not been completed (received) by the nominated individual. The applicant does not have to wait for the nominated individual to complete the section to be able to submit. Once the applicant request someone and submits at this stage they will show as a “Request Pending” status and will go to a fully “Submitted” once the nominated individual completes the section and it shows as 100% Received.
2.2.33 Enable Program Name
Allows you to create a question that is a “Program Name” question type. Once the applicant answers this question and populates the text field. This item will then appear as a separate column in the applicants “My Applications” tab as well as various report viewing areas by the admin. (i.e. applicant status) This is helpful when using the “Multiple Submission” option where applicants can apply multiple times, in that it allows you to determine which application goes with which occurrence or in identifying the applicant and the area they are applying for to be able to better filter the applicant accordingly.
Yes – Turns on the feature which will let you create a question using the Question Type of “Program Name. That question will then be used as the item to show in the Program Name column of the report and the applicant’s “My Applications” tab.
No – This feature will not be activated, and the “Program Name” question type will not be available and the Program Name column will not appear in reporting areas or the applicant’s “My Applications” tab.
2.2.34 Hide Search Tab from Applicants
This allows you to remove the ability for applicants to be able to search for an application form to apply to. This removes the search ability prior to login as well as after login.
If set to “Yes” the search feature is available.
If set to “No” applicant will not be able to see a search tab to click on and search for an application form.
2.2.35 Disable Automatic Notification for Application Invitation
When inviting applicants to apply to a private application form using the Administration>Application Invitation feature you can disable the automatic email that is sent when the invite is created.
Selecting “Yes” will disable the automatic sending of the email Application: Application Invitation and the applicant will not be sent the automatic email invite. You will be responsible for notifying the applicant manually.
Selecting “No” will activate the automatic sending of the email Application: Application Invitation. Once you invite the applicant the email will automatically be sent from the system.
2.2.36 Enable Application Indicators
Used by clients with Integration only. This allows applicants to be matched automatically to applications based on data coming from the integrated system. Once the indicators are set the applicant is automatically matched to applications based on the integrated data fields. The matched applications are then automatically started for the applicant to complete.
This allows you to activate the Application Indicators feature. Once enabled the icon to set the indicators will appear in the Application Setup Dashboard.
Selecting “Yes” activates the feature. The Manage Applicators Indicator icon will appear in the Application Setup Dashboard.
Selecting “No” turns the feature off and the icon will not be present in the Application Setup dashboard.
2.3 Referral Settings
Allows someone to refer applicants to be eligible to apply to an application process. You can have this set up to so that as soon as the referee saves the Referral form it would send an email automatically to the applicant notifying them they could apply or you can have it set up to notify you as the admin of the referral and then you would then approve that applicant to begin applying using the Manage Applicant Referrals feature. Once you have approved them the applicant would receive an email letting them know they had been approved and they can begin the application. You would advertise the funding available and then the referee would fill out the Referral Form. The email that is used for this functionality is in the notification center email templates: Application: Referral Invitation.
2.3.1 Enable Applicant Referrals
This activates the referral icon on the Administration dashboard.
Yes – turns the function on allows the icon to appear in the Administration dashboard.
No – disables the function and turns the icon off on the Administration dashboard.
2.3.2 Enable Automatic Application Creation Through Referrals
When using the Manage Referral process an email is sent to the applicant notifying them that they have been approved to apply for the application form. You can have the application started automatically for the applicant or force the applicant to click apply to begin applying.
Yes – Starts the Application for them and puts it in their “My Applications” tab as a Pending Submission status. Causes their application to be automatically started when invited and they will then need to login as normal, go to their “My Applications” tab to find that application, and complete the started application form. They can login normally without having to access through an emailed link.
No – Does not start the application for them. The Applicant must click the link from the email they receive and once they are directed to the site, login from there and then they will see only that application form to apply to. They will then have to click “Apply” to begin applying to that application form, it is not started until the click Apply. If they try to login without going through the link they will not be able to access the private application. Once they have started the application and been directed to that application’s dashboard, they can then login as normal without using the link and see the application in their “My Applications” dashboard.
2.3.3 Enable Applicant Referral Approval
Allows you to choose whether you want to approve the referral prior to the applicant being notified or if once the referee completes the referral form it automatically sends the invite email to the applicant. Depending on what option you choose you would want to modify the email template accordingly.
Yes – the admin would have to approve the referral before the applicant is notified.
No – once the referee completes the form the email is automatically sent to the applicant notifying them that they can begin applying to the application.
2.3.4 Enable Agency Screen
This enables the “Manage Agency” button in the Manage Applicant Referrals screen. The admin can use this screen to edit agency names entered by referee. If the admin sees that the referee did not correctly enter his/her agency/school name the admin can go and change the name without having to ask referee to correct it.
Yes – turns this feature on and the button will appear in Manage Applicant Referrals
No – disables the feature and the button will not be present on the Manage Applicant Referrals.
2.4 Reviewer Screen Settings
2.4.1 Automatic Assignment of Applicants
Automatic Assignment of Applicants, allows you to have the system automatically assign applicants to the committees for specific tasks. You can have all the applicants assigned or have filters to assign applicants that meet a certain criteria automatically assigned. (This is best used on a one to one application process when you are only reviewing one application and awarding one funding source).
(For more details on this functionality, please see Module 10 - Setting up Your Evaluation Task: Automatic Assignment of Applicants)
The use of the Automatic Assignment of Applicants feature is a global site feature not a per application option. If selected all application forms will have to use the Automatic Assignment, and the ability to use the manual version where you get to select what applicants gets assigned to what task will not be available.
Select “Yes” to activate this feature, otherwise select “No”.
2.4.2 Show Application Summary As A Link
This option controls the view of the Applicant Score Sheet for reviewers who are assigned to review applicants. Keep in mind this is a global site setting and must be used across all application forms.
If Show Application Summary is set to Yes:. In order for the Reviewer to view the application they must open it in a new window by clicking on either one of these links as shown in the below illustration:
If Show Application Summary as a Link is set for No: It changes the view of the Applicant Score Sheet. The application summary is now automatically viewable without clicking on the links as shown in the below illustration:
Reviewers still have the option of opening the application in a new window if they desire too. This is the preferred option for most Reviewers. It enables them to see the application next to the scorecard.
2.4.3 Push Committee Scores
This allows committee reviewers that are assigned to the same applicant multiple times in different review tasks, to be able to push the same scores they gave to that applicant on another review tasks. This is a global setting and will apply to all application forms.
Do Not Push – this will not allow your committee reviewers to push scores and they will have to re-enter the scoring on every review task for the same applicant.
Push Scores within Application – this will allow your committee reviewers to push scores on the same applicants, if they are scoring that same applicant on different tasks, within the same application form.
Push Scores across All Applications within the Academic Year. – if you have multiple applications active within the same academic year and the same applicants could be applying to those other applications, then you can have committee reviewers that may be reviewing in multiple applications, be able to push the same scores they gave to the same applicants in another application form.
Important Note to Administrators: Only the scoring questions that are created in each score card with the exact same XML name and question type formatting will be pushed. If the XML Name on a scoring question is not the exact match, or the question type formatting has been changed it will not import and push that data. Therefore, it is best to clone the tasks when creating them in order to keep them consistent.
2.4.4 Enable Submit Functionality for Reviewers
This activates the ability for reviewers to do a final submittal of their scores, once they have completed scoring an applicant. Once the reviewer submits the score on an applicant they cannot go back in and make changes to their score.
“Yes” activates this feature. When reviewers review they will see the submit option in the Review Applicants listing as well as when scoring each individual applicant.
“No” turns this feature off and the reviewers will not need to submit the applicant.
2.5 Grants/Fellowship Settings
The settings in this section are related to the setup items available in the Setup Scholarship (Funding Source) Icon in your Home Dashboard.
(Note: The name of the icon may differ based on the name defined in the control mapping module of the application, as organizations have different names for their funding source (Funds, Awards, Grants, Fellowships, Scholarships, or Competitions). To change the icon’s label name, see the Control Mapping settings located in this guide.)
The settings in the Administration>Site Settings: Grants/Fellowship Settings section control what fields will display in the Setup section that are to be completed to capture information regarding your funding sources.
Some organizations want to have at their fingertips information on their funding sources without having to constantly consult with their external systems. CommunityForce has made available twenty customizable fields in this section. You can choose whether or not you wish to use them and define the values. Prior to setting this section up it is important to determine which controls you would like to use.
Best Practice Tip - We suggest that you review your funding source and decide what you need keep track of in this system before proceeding in editing this section.
The following items appear in the Administration>Site Settings: Grants/Fellowship Settings:
2.5.1 Custom Field:
Allows you to activate various custom fields to capture additional data.
Default Name - The default name given to the field for tracking purposes.
Show on Grant Setup – This controls whether or not this field will display in the funding source setup. Select “yes” to have it display or “no” if it is not going to be used by your organization.
Show on Awards – These same items can appear in the Manage Awards screen when awarding your applicants using the Evaluations>Evaluate Applicants>Manage Awards. If you wish an item to appear select “yes” or “no” if you do not want to see this field when awarding.
Display Name – Enter the label name for this field that you want it to display as when viewing it in either the Funding Source Setup or the Manage Awards areas.
Type: Each field has a preformatted type, if the field is activated the Type in the Type Column is the way that field will function.
DropDown – There are six customizable Dropdown fields. This field type allows you to create a dropdown listing of items that your administrators can select from for this specific field type. If activated, enter the values in the Values field as one long string, using the ~ symbol between each separate value. Do not use spaces between the values.
TextBox – There are six customizable TextBox fields. Two of these field are marked with an * and are required fields that can appear to administrative staff that must be completed in the funding source setup. Administrators can enter and format text regarding descriptive information you would like to capture on this funding source. You will not enter anything in the Values column.
Numeric – There is one six customizable Numeric field. This field type allows you to activate a field that the administrators can enter a numeric number in. You will not enter anything in the Values column.
Date - There are three customizable Date fields. This field type allows you to activate a field that the administrators can use to enter a date that you would like to capture. You will not enter anything in the Values column.
Essay Box – There are four customizable Essay box fields. This field type allows you to activate an essay box field that allows administrators to enter text data on this funding source but is not able to be formatted.
There are additional items located for setup that affect what is displayed in the Funding Sources setup. If you want these section to appear in the setup function, you will need to activate them in the Site Settings by selecting “Yes” and saving the information.
In Site Settings, these are located directly below the Customizable fields section. They are as follows:
2.5.2 Fund Label
The CommunityForce system is used by organizations that provide different types of funding sources. (I.e. scholarship, fellowship, grants, competitions, etc.) Therefore, each organization has the ability to change the name of all items that have a funding source labeling to a name that better suits the organization. When entering label names do not use apostrophes in the name, however, you can use / or ().
Examples of labeled items, this is the search screen in the Funding source setup using the Fund Label of Scholarship:
Note: This does not change the name of the Dashboard Icons - For information on how to customizing Icons, see Control Mapping Settings.
2.5.3 Enable Fund Contact
This will activate the Add Contact Button on the Funding Source. This will allow you to attach the Administrator responsible for this funding source. The contact would be the key person responsible for maintaining the fund and is helpful for organizations with multiple administrators/divisions, overseeing different funds within the CommunityForce system. The contact must have a user account already created in the CommunityForce site.
2.5.4 Enable Fund Donor
This will activate the Add Donor Button on the Funding Source Donors. You will be able to add the following information about a donor:
2.5.5 Show Funds based on Role Types
This activates the setup function in the Administration Dashboard Assign Scholarship to Role Types.
If you have multiple staff members working in the system and only want to allow certain access to certain funding sources based on the role types of those users, you can activate this feature. This feature will allow you to select a specific role type that has been assigned to a group of staff members and the select the funding sources they are allowed access to. When creating those profiles for those staff members you create and group role types according to the access they would need.
Yes – Activates this feature and then once the role type has been assigned to a fund, only staff users with that role would have access to that funding source’s setup.
No – turns this feature off and all administrative access role types can access all funding sources. The icon will not be available on the Administration Dashboard.
2.6 External System Settings
The following settings need to be changed if you are connecting to an external data source. (Otherwise they should be set to a default applicable to your organization’s needs or left blank as applicable).
2.6.1 External System Name
The name of the external system you are integrating with, enter “None” if not connecting to an external system. (I.e. Banner, Peoplesoft or Datatel)
2.6.2 External System Member ID Name
The name of the identifying number assigned to users in your external system. For example Banner uses a Net ID, so enter as Net ID.
NOTE: If not connecting directly to an external system, this field can also be used to manually enter an ID code field for applicants that may already be entered in your organization’s external database, and can be helpful when running reports to be able to do a cross mapping between your database and CommunityForce. (I.e. FIMS users could enter the title: “FIMS ID”). Once this field is set up you can go into the Create Users and add the ID Code number to any existing applicants/Users that may have existing ID codes in your organization’s database.
2.6.3 External System Member ID Name on all Screens
If using the External System Member Id Name, and you have populated that setting in the Site Setting>External System Settings with your organizations Id Name, this will activate that Id column to appear on the various data grid reporting areas of the Communityforce site that list the applicants that have applied to your application form as well as in the User Setup.
Yes – will activate this column and it will appear in the applicant listing data grids and User Setup.
No – will de-activate this column and it will not appear.
2.6.4 Call External System to Update Data
This feature is used in integration with an external system in order to exchange data with external systems. By default this will be set to “No” and will only be set to “Yes” if using integration to exchange data.
2.6.5 Applicant Data WebService URI
Web Service identifier for the communication to access applicant information. If N/A leave blank.
2.6.6 SAML IdpSSo URL
The URL for the Security Assertion Markup Language for Single Sign On. If N/A leave blank.
2.6.7 Enable User Creation using CF (This will also have an impact on Proxy/Collaboration)
This will allow your applicants to create their own user profiles as well as profiles for other individuals if using the Proxy or Collaboration features.
This is usually set to “Yes” unless you are using integration with another site and are having the applicant login using their login information from that site and do not want to allow them to create a separate login in the CommunityForce site. (Single Sign On Authentication). If using Single Sign on Authentication and you do not want your applicants to create user profiles for themselves, or Proxy and Collaborated individuals, then this control should be selected as “No”.
Yes - will activate the Create New Account button on the login screen and allow your applicants to create user accounts for Proxy and Collaborated individuals.
No –will remove the Create New Account button from the login screen and applicants will not be able to create user accounts for themselves, or Proxy and Collaborated individuals.
Important Note: if set to “No” and you use the Proxy or Collaboration feature, then the applicant will only be able to choose individuals in that process that already have user accounts created in the system, they will not be able to create new user accounts for them.
2.6.8 Enable FE:
If using Blackbaud and integrating with FE please select Yes, otherwise select No.
2.6.9 Enable GE:
If using Blackbaud and integrating with GE please select Yes, otherwise select No.
2.6.10 Enable RE:
If using Blackbaud and integrating with RE please select Yes, otherwise select No.
2.7 Active Directory LDAP Settings
LDAP (Lightweight Directory Access Protocol) is an Internet protocol that email and other programs use to look up information from a server. As a protocol, LDAP defines the "language" used for client programs to talk to servers (and servers to talk to servers). On the client side, a client may be an email program, a printer browser, or an address book. The server may speak only LDAP, or have other methods of sending and receiving data—LDAP may just be an add-on method. LDAP also defines: Permissions set by the administrator to allow only certain people to access the LDAP database, and optionally keep certain data private. If N/A leave blank.
2.7.1 LDAP WebService URI
LDAP Web Service identifier – identifier for the communication between the two sites if integrating with an external system. If N/A leave blank.
2.7.2 LDAP User Name
LDAP user id to connect to external system. If N/A leave blank.
2.7.3 LDAP Password
LDAP password used to connect to external system. If N/A leave blank.
2.7.4 Enable LDAP in User Management
Set to Yes - If integrating with an external user directory, this will allow you to search the external directory to add/update user information. This will show a button in the Create Users section to add users from “External Directory”. Set to No – if not integrating with an external system.
2.7.5 Enable LDAP in Nominating Section
If integrating with and external user directory, this will allow the applicant to search the external directory to search for a nominee within the organization’s directory. Set to No – if not integrating with an external system.
2.8 Manage Award Settings
While Managing Awards and awarding applicants in the Evaluations>Evaluate Applicants>Manage Awards, you can have customizable fields appear in that section that you can complete regarding the awarding of the applicant.
2.8.1 Manage Awards Screen Orientation
When you have multiple funding sources in an application form and matching applicants to the funding sources using the Manage Criteria this allows you to adjust the view option in the Manage Awards screen to award your applicants. This setting is a universal setting and applies to all the application forms you have on the site. You do not have the option to view it one way for one application and another for another application it’s the same for all.
220.127.116.11 Applicant Specific
Instead of viewing a listing of all the linked funding sources and drilling down, you will see a listing of all the applicants that have applied to that application form. Next to the applicant’s name will be a Matching awards column and the number of awards in that application form they have been matched to. When you click on the number a screen will appear showing all the awards they have been matched to where you then can award the applicant accordingly.
2.8.12 Scholarship/Grant Specific
Instead of showing the listing of applicants first, this setting shows all the linked funding sources available in this application process with the number of applicants available. Once you click on the Funding sources name, it will then show you a listing of applicants eligible for just that award for you to award to.
2.8.2 Manage Awards Custom Settings
Used only to add custom fields in the Manage Award – Add Award functionality, this is not available in the Batch Awards.
In Administration>Site Settings there are twenty customizable fields available that can be activated. These fields will show on the screen will you award the applicant for each individual applicant and allows you to capture additional information for that applicant’s award data in the Add Award Screen.
Each Award Custom Field has the following Columns:
Default Name - The default name given to the field for tracking purposes.
Enable/Disable – This controls whether or not this field will display in the Manage Awards section. Select “yes” to have it display or “no” if it is not going to be used by your organization.
Display Name – Enter the label name for this field that you want it to display as when viewing it in Manage Awards.
Type: Each field has a preformatted type, if the field is activated the Type in the Type Column is the way that field will function.
TextBox – There are ten customizable TextBox fields. This field type will create a text box field that the administrators can enter a short text regarding information you would like to capture on this award. You will not enter anything in the Values column.
Date - There are five customizable Date fields. This field type allows you to activate a field that the administrators can use to enter a date that you would like to capture. You will not enter anything in the Values column.
Essay Box – There are three customizable Essay box fields. This field type allows you to activate an essay box field that allows administrators to enter information regarding the award. You will not enter anything in the Values column.
DropDown – There are two customizable Dropdown fields. This field type allows you to create a dropdown listing of items that your administrators can select from for this specific field type. If activated, enter the values in the Values field as one long string, using the ~ symbol between each separate value. Do not use spaces between the values.
2.9.1 Search Page Header Message:
If you are using the search page option to allow your applicants to search for funding sources by a specific search filter type, then you will need to add a message that will appear at the top of that search page:
2.9.2 Login Instructions
Login Instructions: This will allow the administrator to create Instructions on the login page for applicants before they can login. You can use the Design Mode to edit exactly the same way as Microsoft Word in the editor box. Simply type the information into the editor or you can use the HTML Text function to create instructions using HTML tags.
Suggested Login Instructions:
2.9.3 Registration Instructions
This will allow the administrator to create Instructions on the Registration page where an applicant will create their login account for the system. You can use the Design Mode to edit exactly the same way as Microsoft Word in the editor box. Simply type the information into the editor or you can use the HTML Text function to create instructions using HTML tags.
- Suggested Registration Instructions:
2.9.4 Enter Terms & Conditions / Consent
If you select “yes” to activate the Enable Terms & Conditions / Consent in the Site Settings above, you will need to add the actual Terms and Conditions in this editor box. Then when the applicant clicks on the link for the Terms, they will be directed to this message.
2.9.5 Interests Cart Message
If you activated the Interest Cart in Site Settings, you will need to enter a message to the applicant that will appear at the top of the page when the applicant is viewing their ‘My Interest Cart tab.
2.9.6 Non Eligible Students Fund Message
This is used for clients that have applicants logging in using SSO (Single Sign On).
If an applicant tried to log in outside of the organization’s Single Sign on portal, and they try to apply to an application that has the linked funding source marked as Allow Non-(org) applicants set to No in the Funding Source Setup, then the applicant can receive the Non-Eligible Student Message. Only applicants that are Applicants coming in from that organization’s SSO portal would be allowed to apply.
You can create a custom message to appear when an applicant tries to apply for funding he or she is not eligible for.
2.10 Advertisement and Marketing
These settings are used to set various website settings to automate advertising and traffic to your site using Google Analytics.
2.10.1 Google Analytics Script
2.10.2 Meta Keywords
Used to enter the meta keyword tags to describe your sites content.
2.10.3 Meta Description
Used to enter the Meta description tag of the site and what the site is about
2.11 Saving changes to Site Settings
Once you have activated all the items in General Settings and added the appropriate messages you will want to save any changes you have made. You can either click Save to save your changes but stay on the Site Settings page to continue updating, or click Save & Exit and return back to Administration Dashboard.
Cancel – Clears all data from the fields.
Exit – Undo changes and return to the Administration Dashboard