Documents and document templates

In Good Grants, you have the ability to upload a document template and then distribute it to your program's users. These documents may be funding or offer letters, certifications, or something else entirely, but provide you with endless customisation. For programs with multiple languages configured, documents also display to users in their preferred language. 

Create a document template

1. Navigate to Settings > General > Document templates in the Manage workspace
2. Click New document template
3. Provide a Name and Description for your template
   
   Note: this name will be visible to document assignees unless customised when assigning; as mentioned below.
4. Configure your document using your desired word processing software, such as Microsoft Word, Apple Pages, Google Docs, etc. using the available merge fields
   
   
   Tip: click the merge fields visible in the list to copy them to your device's clipboard for easy pasting. To learn more about merge fields, check out this guide: Can I personalise emails? What are merge fields?
   Tip: merge fields used to pull in multi-line text fields or tables should be placed on a line of their own to allow for proper formatting. 
5. Either drag and drop the .doc or .dotx file into Good Grants or click Select file to upload
   
6. Save when finished

Configure a 'Document created' notification (optional)

If you'd like for document recipients to receive an email alerting them that they have a document available, follow these steps:

1. Go to Settings > Communications > Notifications in the Manage workspace
2. Click New notification
3. In the Trigger drop-down, select Document created 
4. Add your Sender name and Reply to email if desired
5. Compose an Email subject, Email body, and SMS message
   
   Important: to comply with local regulations, SMS messages cannot be sent to numbers registered in Singapore or to UAE residents between the hours of 9pm and 7am.
6. Save

Assign a document template

Document templates can be assigned to your program's users from four locations. 

From the Users, Grants > Allocations, or Grants > Grant reports list views

1. In the Manage workspace, navigate to Users, Grants > Allocations, or Grants > Grant reports depending on your needs
2. Click the ellipsis (three dots) next to a reviewer's name
3. Choose Create document
   
4. In the pop-up that appears, select your desired template
   
5. Choose the File type to create, either PDF or Word
6. If desired, update the Document name
7. To allow the user to view the document, select the Share document with associated user checkbox
   
   Note: leaving this box unchecked allows you to create the document ahead of time and then share with the user later as we'll cover below. 
8. Click Save when finished 

From the manager's application view

1. Locate the desired application in the Applications list view or via Grants > Manage and click its name to open the manager's view
2. Navigate to the 'Documents' tab
3. Click Create document
4. In the pop-up that appears, select your desired template
   
5. Choose the File type to create, either PDF or Word
6. If desired, update the Document name
7. To allow the user to view the document, select the Share document with associated user checkbox
   
   Note: leaving this box unchecked allows you to create the document ahead of time and then share with the user later as we'll cover below. 
8. Click Save when finished

User view

Depending on your selection when assigning a document template, users will be able to view their assigned documents in both a navigation item in the lefthand menu of their account as well as within their user profile under the 'Documents' tab.

To hide a document or make it visible to users after assigning, follow these steps:

1. In the Manage workspace, navigate to Settings > General > Documents
2. Click on the ellipsis (three dots) next to a document
3. Select/Deselect the Share document with associated user checkbox
4. Save

Integrations

Documents and document templates include a number of improvements to the Good Grants API and webhook assortment, including new triggers for document created, updated, and deleted. To learn more about our API and webhooks, see the links below:

• Good Grants API
• Webhooks