Grant report acceptance allows managers to review submitted reports and request changes where needed. Applicants can update and resubmit their reports based on your feedback. Once accepted, reports become read-only.
Review a grant report
- In the Manage workspace, go to Grants > Grant reports
- Open the report you want to review
- In the 'Grant report review' panel, enter feedback in Message for grant recipient
- Click Accept or Require changes
- Confirm your decision if prompted
A message is required when requesting changes, but optional when accepting a report.
Note: Messages cannot be edited or deleted once submitted.
Request changes
If a report needs updating, enter a message explaining the changes required and click Require changes.
The report’s acceptance status changes to Changes required, and the applicant can edit and resubmit the report. Your feedback appears above the tabs when the applicant opens the report.
Once resubmitted, the acceptance status changes to Pending review. You can review the updated report and accept it or request further changes. Previous feedback remains available.
Accept a grant report
When a report meets your program’s requirements, click Accept. You can include a message for the applicant if needed.
The acceptance status changes to Accepted. The report becomes read-only for the applicant and any collaborators.
Track acceptance status
The 'Acceptance status' column appears alongside 'Grant report status' in the manager and applicant grant report lists. Managers can also see it in the grant reports panel when viewing an application.
The available values are:
- —: no acceptance status has been set
- Pending review: the report has been resubmitted for review
- Changes required: the manager has requested changes
- Accepted: the manager has accepted the report
Acceptance status is separate from grant report submission status. You can sort and filter by acceptance status, use it in advanced search, and include it in exports.
To find reports without an acceptance status, select No decision in the filter. Combine this with the grant report submission-status filter to distinguish submitted and unsubmitted reports.
Configure review notifications
Two notification triggers are available:
- Grant report changes required
- Grant report accepted
To configure a notification:
- In the Manage workspace, go to Settings > Communications > Notifications
- Open the relevant notification, or click New notification
- Select Grant report changes required or Grant report accepted from the Trigger drop-down
- Under 'Forms', select whether the notification applies to all forms or selected forms
- Enter an Email subject
- Compose the email body, including the
{message}merge field to display the manager’s feedback - For changes-required notifications, include
{report_url}so applicants can open their report - Configure the recipients
- Click Save
Applicant experience
Applicants can track acceptance status in their grant report list in the Apply workspace.
When changes are requested, applicants open the report, read the manager’s feedback, update their responses and resubmit. Feedback is visible above the report tabs.
Applicants can read feedback but cannot post comments or reply. Once the report is accepted, they can view it but cannot make further changes.
Good to know
- Existing reports display an em dash until an acceptance status is set.
- A comment is required to request changes, but not to accept a report.
- Review messages remain available through multiple rounds of changes and resubmission.
- Collaborators retain their existing permissions when changes are requested. Read-only collaborators do not gain editing or submission rights.
- Reports with a Pending review or Changes required acceptance status do not automatically block future reports or other application stages.
FAQs
Can an applicant reply to a manager’s feedback?
No. Applicants can read the feedback and update their report, but cannot post comments or reply.
Can I request changes more than once?
Yes. After each resubmission, you can review the report again and either accept it or request further changes.
Can an applicant edit an accepted report?
No. Accepted reports are read-only for applicants and collaborators.
Can I change a message after submitting it?
No. Review messages cannot be edited or deleted once submitted.