Running a Grant in Rounds
A round is a new intake of an existing grant. It has its own form, criteria, statuses, assessors and applications, so a second or third round never mixes with the first. When you create one, Optible can copy your setup across from an earlier round so you do not have to rebuild it.
Rounds are being switched on account by account. If you cannot see Rounds in your grant settings, ask your Optible contact.
Creating a round
Open the grant and choose Add grant round from the grant menu, or go to Settings and then Rounds.
Give the round a name and, if you want them, a start and end date.
Choose which round to copy from, then tick what to copy.
Create the round.
The new round starts as a Draft, so nothing is open to applicants until you open it. If you leave everything unticked you get a round set up the way a brand new grant is.
What gets copied
You tick | Optible copies | It does not copy |
|---|---|---|
Form | The published version of the application form, with its questions and computed fields | Anything applicants have entered |
Criteria | The active criteria, including document checks and warnings | Scores, rankings and past assessments |
Statuses | Your application stages and the forms attached to them | Stages you have deleted |
Assessors | The people on the source round, with the same role | Their assignments and conflicts of interest. No invitation emails are sent. |
Templates | Your email, PDF and letter templates | Schedules. Scheduled emails arrive switched to manual sending. |
Applications are never copied. The round's ranking bands are also set up fresh rather than copied.
If you copy criteria without the form, a criterion that relied on a form question Optible cannot match loses its link to that question. Copy the form too if you want those links kept.
Copying again later
After a round exists you can bring the form or the criteria across again from another round of the same grant. Choose Copy setup from, and Optible shows you what would be added, removed and changed before you apply anything.
The form arrives as a new version of this round's form. Applications already submitted keep the version they used.
The criteria arrive as a new active version, and the previous one is kept in the history. Existing applications keep the scores they already have until they are re-ranked.
Statuses, assessors and templates can only be copied when the round is created.
Switching between rounds
Once a grant has two or more rounds, a round switcher appears under the grant switcher in the sidebar. Settings apply to the round you are in, and a banner on the settings page says so. From Settings and then Rounds you can rename, archive and restore a round. A restored round comes back as a Draft.
Who can do it
Grant admins can create and manage rounds. Copying assessors across needs you to be an admin of the round you are copying from. You only see the rounds you have access to, so being on one round does not show you the others.
Good to know
Rounds are not sent to Salesforce Grantmaking.
A round always sits under the original grant, even if you copied it from another round.
Round numbers are never reused, even after a round is archived.
An applicant who applied in one round is not automatically prefilled in the next. Treat each round as its own grant.
If a template or status cannot be carried across, Optible still creates the round and skips it. After creating a round, check your templates and statuses to make sure everything you expected is there.