GOapply V2 Administrator Guide · Customer Self-Service

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INTRODUCTION

GOapply is akoyaGO’s grant and scholarship application portal. As a GOapply administrator, you can create applications and phases, approve users, control your GOapply settings, and much more. GOapply talks to akoyaGO in a process we call mapping. We’ll go into more detail, but the idea is that your akoyaGO database can capture any data you want from GOapply. We’ve also created Flows to ease the administrative process.

This guide will provide you with resources for the application administration process from start to finish.

GETTING STARTED

Before you can start creating applications, there’s a couple things we need to get squared away. First, we’ll look at terms you need to be familiar with, then we’ll walk through the registration/migration process, then we’ll look at your technical settings.

GLOSSARY OF TERMS

akoyaGO: When we say akoyaGO, we’re referring to your main database that contains your Grant Management area.

GOapply app: This refers to the app that lives inside your akoyaGO. The GOapply app has the same interface as your akoyaGO. Switch apps by clicking next to your logo in the top left corner.

GOapply UI: UI = user interface. When we talk about the UI, we’re referring to the actual application portal. The UI is what your applicant (the end user) will interact with.

Mapping: This refers to the process of GOapply and akoyaGO “talking” to each other. Mapping is the act of collecting data from GOapply and putting it to use in your akoyaGO database. The most common example of mapping is creating a Request upon phase submission that has all its fields and tabs filled in according to applicant input.

Lookup Field: a lookup field is a field in akoyaGO that is searchable. It is marked by a magnifying glass icon upon hovering over the field.

GOAPPLY ADMINISTRATOR

GOapply Administrator is a security role in your akoyaGO system. Assign the GOapply Administrator role to the people on your staff who will need high-level access to the GOapply App. To set this role, go to your Settings > Advanced Settings > Security > Users > select the User and click Manage Roles. Choose GOapply Administrator and click OK.

Users with GOapply Administrator, however, will not have access to delete any records from the GOapply App. The System Administrator role will overwrite the GOapply Administrator permissions.

MIGRATE YOUR ACCOUNT

You will need to either create your account or migrate an old account. GOapply underwent major updates in 2021; therefore, if you used GOapply to submit an application in 2020 or 2021, you will need to migrate your account to GOapply version 2.0.

akoyaGO will supply you with a link to migrate your account. Please see the Migrate Your Account whitepaper for step-by-step instructions.

Once a user’s account is migrated, they will be able to see their submissions from version 1 in the Submissions dashboard but will not be able to view their submission.

If this is your first time using GOapply, you’ll need to register your account. You will have the option of registering as an individual or an organization.

AS AN INDIVIDUAL

Access the link provided to you by akoyaGO. Click the link to register a new account

You’ll be asked to register as an Individual or an Organization. Choose Individual.

Fill in the form with your information. The email address you enter is what you will use to log in. Click Register. If your registration request processed successfully, you’ll see confirmation on the screen.

AS AN ORGANIZATION

Click register a new account on the log in screen and select Organization. You will then need to choose your country and apply either with a Tax ID or Business Number or through manual data entry.

We’ll walk through each option below.

IN THE UNITED STATES

Choose United States as your Region.

WITH TAX ID

Enter your Tax ID then Search. If you don’t know your Tax ID, click on the US IRS Tax Exempt Organization Search Tool to find it. After inputting your Tax ID, GOapply will search for your organization then ask you to confirm that it is correct on the next screen. If your organization is correctly displayed, click Select. Or you could Search Again or click Skip, manually enter.

You’ll then be taken to your Organization Profile. Your organization’s information will autofill, but you’ll need to enter your contact information. The email address you enter will be what you use to log in. Click Register.

From there, your GOapply Applicant Approver (more info in GOapply Settings) will need to approve your registration. You will be notified via email when you have access to GOapply.

Please note: if the Tax ID entered already exists in your akoyaGO as a Constituent, the registering user will see multiple options for organizations matching the Tax ID. They will see the Constituent (or Constituents if it’s a duplicate) pulled in from akoyaGO, and they will see an option rendered from the IRS Publication 78. They are free to select any option they wish. If they select an org that was not pulled in from akoyaGO, a new organization will be created, then immediately merged with the existing Constituent and deactivated.

Existing Constituents with no tax ID will be populated with the tax ID upon registration.

MANUAL ENTRY

If you choose to register manually, you’ll be taken directly to your organization profile. Fill in the form with your organization’s information and your contact information. The email address you enter will be what you use to log in. Click Register. Your Applicant Approver will need to approve your registration. You will be notified via email when you have access to GOapply.

NOTE: If the user is registering under an organization that already exists in the CRM, the organization name that they enter in the manual registration must be identical to the constituent name in CRM or else it will create a new constituent record. We strongly recommend that new users register with their organization’s tax ID to avoid duplicates in the system.

IN CANADA

Choose Canada as your Region.

WITH BUSINESS NUMBER

Enter your Business Number then Search. If you don’t know your Business Number, click on the Canada List of Charities – basic search tool to find it. After inputting your Business Number, GOapply will search for your organization then ask you to confirm that it is correct on the next screen. If your organization is correctly displayed, click Select. Or you could Search Again or click Skip, manually enter.

From there, your Applicant Approver will need to approve your registration. You will be notified via email when you have access to GOapply.

MANUAL ENTRY

SAME APPLICANT, TWO DIFFERENT SYSTEMS

If an applicant is applying for a grant from two different foundations who both use GOapply for their grant application portal, the applicant will need to register as a new user in the second system.

Applicants who have already registered with another site should choose SIGN IN (not register a new account) and then go through the steps to register.

APPROVING REGISTRATIONS

Individual users will be automatically approved and a GOapply User record created. The user’s permission will be “submitter”. This means that the user will be able to start, edit, and submit applications. If you don’t want the user to be able to submit applications, you can change their permission to “contributor”.

In the GOapply User record, drop down the User Permissions field and choose Contributor. Save. This role is helpful if a group of grant writers are working together on an application, but only one designated user should be able to submit.

Organizational users will be approved via email according to the method selected in your GOapply Settings. Once a user is done registering, the designated person will get an email asking them to approve that user as a Submitter, Contributor, or they can also deny access to that user.

See below for more information. If the organization didn’t already exist in your akoyaGO CRM as a Constituent, GOapply will create a new constituent record and the Contact will be assigned as the Primary Contact. If the organization already existed as a constituent, the User will be added to the Contacts assigned to that constituent, but the primary contact will not be changed. A GOapply User record will also be created with the parent constituent assigned.

PASSWORD ASSISTANCE

If you forgot your password, click Forgot Password from the log in screen and follow the steps to reset.

You can also reset your password at any time by clicking on the dropdown next to your name in the top right corner and going to User Settings.

IMPERSONATE A USER

If a foundation staff member needs to go into GOapply as an applicant to help them with an application, they can do so from the User record. Click Impersonate. Please note that the submitter cannot be the same user as the impersonator.

A new window will open, click Sign In.

As long as you are impersonating the user, their name will appear in red and say (impersonating).

Impersonating allows you do to anything that that user has permission to do. When you are done impersonating, simply log out.

Impersonations are tracked in this timeline of the Status Tracking Record

TECHNICAL SETUP – GOAPPLY SETTINGS

To find your GOapply settings, switch to the GOapply area (where you can flip between Grants Management, Donor Management, and Fund Management) and find GOapply Settings in the left side navigation bar. There are three main components to your GOapply Settings: General, Organization Profile, and Theme.

General Settings

GOapply URL: This is your unique GOapply URL. This is the link that you can give to applicants or your team. Once data has been added to this field, it will lock, so be sure that it is correct.
Applicant Approver: choose between Foundation Staff, GOapply Contact or Automatic Approval.

Foundation Staff: To ensure this email flow is active and accurate, go to the Settings gear > advanced settings > processes > GOapply Foundation Applicant Approval Email > select To and From.

GOapply Contact: this field exists as a lookup on constituent, approval email sent to designated person at the organization.
Automatic Approval: no approval email. All applicants are automatically approved as a submitter.

Foundation Contact: required field that determines who the registration emails come “from”
Registration Status: open or invitation only. If not doing invitation only applications, choose Open. If this field is set to Invitation Only, registration will not be possible from your GOapply portal. The “register a new account” button will be removed from the log in page.
Allowable Registration Type: Individual, Organization or Both

Default Theme: This is used for GOapply Version 1 only
Document and Attachment Setting: Choose from the dropdown. These options describe how documents will move from the Status Tracking record. The Status Tracking record will always contain the submitted pdf and all attachments.
- Consolidated pdf and attachments as original named by applicant: The submitted pdf will have all attachments stitched to it and will move along with the individual attachments into the Request or subentities of Request (Primary Contact or Applicant). The attachment names will appear as the name of the document the applicant uploaded.
- Consolidated pdf and attachments named by question name: The submitted pdf will have all attachments stitched to it and will move along with the individual attachments into the Request or subentities of Request (Primary Contact or Applicant). The attachment names will appear as the name of the question in the application.
- Application and attachments not consolidated: The submitted pdf will not have attachments stitched to it and will move along with the individual attachments into the Request or subentities of Request (Primary Contact or Applicant). The attachment names will appear as the name of the question in the application.
- Consolidated pdf only: Only the submitted pdf with attachments stitched to it will move to the Request.
- Attachments only: Only individual uploads mapped to Request or subentities of Request will move to their designated location. The attachments names will appear as the question name from the application.

Theme: add your logo and branding to your application. For more information on updating your Theme, see the Theme and Logo Editing whitepaper.

Labels

Application Apply: What you enter in this field is what will appear on the button that applicants use to start a new application. This field changes the button on all published applications. If left blank, it will default to “Apply”.
Login Instructions: This is a rich text editor field. Format your log in instructions to your liking.

ORGANIZATION PROFILE FORM EDITOR

In GOapply Settings, there is a tab called Organization Profile Form Editor. This is where you can create the organization profile that your users will fill out. Here you can select the information that you want to collect (or pre-fill) from applicants.

Navigate to the Organization Profile Form Editor tab and click Launch Form Editor.

The form editor will open and, in the toolbox, (right hand side) you will see all fields in the Constituent record (including any custom fields you may have). Drag and drop the fields you want to include in the organization profile. The fields are already mapped, and if the information already exists in the applicant’s parent organization, when they navigate to the organization profile, the fields will be pre-filled. They will have the option to fill in the missing information.

GOAPPLY UI

Dashboards in the GOapply UI are pulled directly from views in akoyaGO.

DASHBOARDS

Opportunities Dashboard: shows applicants which applications are available to them. Pulls from akoyaGO view Funding Opportunities in Applications. This view excludes inactive applications, even if they are still Published.

Submitted Dashboard: a combination of in-progress and submitted applications

In progress: a user’s applications in draft, based on the In Progress view in GOapply Status Tracking. Version 1 applications in draft will not appear in the In Progress Dashboard. If a user is logged in as an organization that has children records that also submit applications, they will also see any applications started by child organizations. This is dependent on the Parent Constituent field in CRM.

*If you made changes to an application in the middle of a cycle, changes will NOT appear on In-Progress applications. New applications will be responsive to change.

Submissions: a user’s submitted phases, based on the Submitted view in GOapply Status Tracking. View the submitted application by clicking View on the left side, or download the submitted application in PDF form by clicking the download button on the right side. The PDF will download in standard form, unless specified in the GOmanager Form Settings. More PDF formatting information on page 16. If a user is logged in as an organization that has children records that also submit applications, they will also see any applications submitted by child organizations. This is dependent on the Parent Constituent field in CRM.

Organization Profile: for organization users. This is where they can view or edit their organizational profile. Users will also have the opportunity to edit their org profile upon clicking Apply to a new application.

GOAPPLY MESSAGES

GOapply Message exists as an Activity Type. Communicate directly with applicants by sending from the timeline on Request, timeline on Contact, or from Activities. GOapply Messages appear to the applicant as a number in the message icon in the top right of their screen.

To send a message, choose GOapply Message from the list of Activities.

The message form will open, fill in the form accordingly and click Save or Complete to send the message. The Activity will remain Open until you Close it.

To view messages, click on the message bubble and View.

CREATE APPLICATIONS

Application creation will begin in the GOapply App of akoyaGO. Just as in other areas of akoyaGO, the GOapply App is outfitted with entities. To access the GOapply App, click on the current app in the top left and choose GOapply.

Once in the GOapply App, you’ll see the list of entities along the left-hand side navigation.

PRE-WORK CHECKLIST

Before you start creating applications, it’s important to do some planning. Think about the data in your applicants’ submissions, which data points would you like to capture in akoyaGO? GOapply has robust mapping options. If it exists in akoyaGO, you can capture it with GOapply. Read over our Pre-Work checklist before starting to build your application.

OPPORTUNITIES

When you’re ready to create your application, navigate to the Opportunities Entity.
To create a new Application, click +New in the top toolbar.

You’ll be taken to the New GOapply Opportunity form. Please note that Invitation Only and Enable PDF Preview default to No. If you are creating an invitation-only application, please see the resource Invitation Only Applications.

Fill in the form. Hover your mouse over the field name for tooltips with more information. Below is a deep dive of each field on the page.

Hero Image: Attach an image to your application. This image will appear at the top of each page of the application. Recommended file types are PNG or JPG, and maximum image size is 10KB.

Hero Image Max Height: Number from 1-100. This number represents the percentage of the screen the image will take up. For example, “20” in the field would scale the image to fill only the top 20% of the screen. “100” in the field would scale the image to fill the whole screen.
Title Slug: create a URL that is more index friendly. Whatever you input in the Title Slug field will appear in the application URL after “application/”. Title slugs cannot be duplicated.
Guideline URL: Please note: this field is overwritten if there is a Phase Guideline URL. Leave Phase Guideline URL blank for Application Guideline URL to appear on the application.
Request Type: Maps back to Request records for each submission.
Phase Contact: Appears on application home page as a link to an email address.

Summary: An Application Summary is typically 1-2 sentences about the application. For example, a client might use this to provide more information about deadlines or programs. For example, “Grant Application to request support for projects in the area of education.” This field is a rich text editor.
Description: An Application Description can be a little longer and include more details. It can be used to provide more information about things like funding priorities, limitations, restrictions, etc. An example could be, “Funding priorities for this application include women, children, and literacy. Requests must be $50,000 or below. Organizations may receive up to two grants per year.” This field is a rich text editor.
Application Type: Individual (most common for scholarships), Organization (only org users can apply) or Both.
Max Submissions: Use a whole number. No limit to number of submissions.
Fiscal Year: Data from this field will map to the request records created from submissions on this application. Please note that fiscal year will only map to the request when Phase type = Application.

Phase 1 Due Date: This field simply displays the data in the Phase Due Date (see below). Applications where the Phase 1 Due Date is in the past will not display for applicants in the list of opportunities. This is important to keep in mind for rolling applications.

The summary and description fields are optional but particularly helpful for clients with more than one application form.

Click Save when you’re finished, and the application will get assigned a unique ID number. When you’re ready to publish the application, check the Publish box on the Application form and save.

On the Opportunity you will see three calculated fields: Total Submissions, Total Requested, and Total Awarded. Total Submissions are all submissions to the application. Total Requested are all where the application and phase are populated in the GOapply tab and Requested Amount contains data. Total awarded are all the requests from Total Requested where the status = Approved.

PHASE

Once you’ve finished setting up and saving your application, click on the Phases in this Application tab to add a phase.

Click +New Phase to add a phase. Fill in the New Phase form. More information on a few of the fields:

Phase Order: single digit number where 1 = first, 2 = second, etc.
P
Phase type: Choose whether it is an application phase, a reporting phase, or and LOI phase. Please note that if the phase type has "Report" in it, it will create a requirement on submission and fill in the Requirement Received date on the request with the date the phase was submitted.
Phase Due Date & Phase Due Date (GOapply v2): Version 2 users must use the second Phase Due Date field. It will be labeled as such. The deadline timezone will be your local time zone. When deadlines are more than 24 hrs in the future, only a due date will appear on the application. Once due dates come within a 24 hr range, the due date and time will be listed on the application.

Phase Guideline URL: this field overrides the application guideline URL. The URL displayed here will appear on the homepage of the application even if there is data in the Guideline URL field on the application form.

PAGE AND FIELD CREATION

The rest of the application creation process will happen outside of the GOapply App, in a builder site called GOmanager.

GOMANAGER

GOmanager is the tool with which you will create and edit pages and fields. It is also where you will find your entity and field mapping tools. Launch GOmanager from the Form Editor tab in the Phase. Please note that, while working in GOmanager, the form will autosave every two minutes.

When you start creating a brand new phase, the form editor will be pre-loaded with Applicant, Payee, Primary Contact, High School, and College dynamic panels with fields loaded into those panels as well. The panels and fields will be pre-mapped to the respective fields on Request. These panels can be deleted if you find no use for them. See page 16 of this document for more information on dynamic panels.

Below is listed how each panel is mapped and other pertinent settings included:

Applicant: panel mapped to request entity, applicant field (create new if not found = ON)

Name of organization: constituent name

EIN: constituent, tax id (this is the lookup field, the record’s unique identifier, meaning if this EIN entered is not found in the CRM, it will create a new constituent and map these fields there)
Street 1: constituent, address 1: street 1
Street 2: constituent, address 1: street 2
City: constituent, address 1: city
State: constituent, address 1: state/province

Zip Code: constituent. address 1: zip/postal code
Institution Type: constituent, institution type
Website: constituent, website
Phone: constituent, main phone

Payee: panel mapped to request entity, payee field (create new if not found = ON)

name of organization: constituent, constituent name
EIN: constituent tax id (lookup field)
street 1: constituent, address 1: street 1
street 2: constituent, address 1: street 2
city: constituent, address 1: city

state: constituent, address 1: state/province
zip code: constituent, address 1: ZIP/postal code
institution type: constituent, institution type

Primary Contact: request, primary contact (create new if not found = ON)

first name: contact, first name

last name: contact, last name
job title: contact, job title
email address: contact, email address (lookup field)
preferred phone number: contact, mobile phone

High school: request, high school (create new if not found = ON)

name of organization: constituent, constituent name (lookup field)
city: constituent, address 1: city
state: constituent, address 1: state/province
zip code: constituent, address 1: zip/postal code
institution type: constituent, institution type

College: request, college (create new if not found = ON)

name of organization: constituent, constituent name (lookup field)
city: constituent, address 1: city
state: constituent, address 1: state/province
zip code: constituent, zip/postal code

institution type: constituent, institution type

Requirement Interim Report and Final Report: request, Payment/Requirement (create new if not found = ON)

* The out of the box fields in this panel are hidden, so it will look empty but it maps that the requirement has been received. You can hide the panel so applicants don’t see it.

Requirement type: defaults to Requirement
Requirement received: populates with the date of phase submission
Requirement type: in the interim report panel, it defaults to Interim Report, in final report panel it defaults to Final Report

PAGE

To add pages, open GOmanager and click Add New Page+

To label the page enter a Name, Title, and Description. Now you have a new page in which you can add fields.

FIELDS

Add fields by dragging and dropping from the Toolbox on the right side.

Once a field is dropped into the form it can be edited in various ways. Click into the field to highlight your edit options.

Click on the field title to edit it. Each field type will have its own configuration panel once it is placed into the application. This panel contains a set of adorners (icons).
Using adorners, you will be able to move and re-order the item using the hamburger button (three horizontal lines), delete the item using the cross button, toggle the item's visibility using the eye button, duplicate the item, add the item to the toolbox (quick add for future use in that application), see the item's mode (change to a similar field type, i.e., checkbox to radiogroup) and edit the item’s properties. You may also set the item's required status if the tool allows it.

FIELD TYPES: OVERVIEW

Let’s look at the different field types.

Single Input: single line text. There are no limits on the possible input so applicants may enter any text and any amount of text.

Checkbox: check yes/no or select multiple options. Multiple items can be checked and only those checked are recorded in the PDF.
Radio group: multiple choice. Only one item may be selected from this list.
Dropdown: select an option from a dropdown menu. Only one of these items can be selected. Be sure, if you’re setting a drop-down question that corresponds to a field in akoyaGO, the options need to be the same as they are in akoyGO. However, if the akoyaGO field is a lookup field, and you map to it, the options will populate automatically. When you set the options in a dropdown question, make sure you use the Values column of the Choice property. This is the value that akoyaGO CRM will look for for mapping.
Comment: long form response. A text box is presented to the applicant. There are no limits on the possible input so the applicant may enter any text and any amount of text.
Boolean: presents applicant with a yes or no answer. The response will be recorded in the PDF as true (yes) or false (no).

Image: allows an image to be uploaded or linked into the application.
Html: The HTML field in GOmanager does not require that you use html language. This is a rich text editor. Best practice is to type and format your text in the space provided. To make the text editor larger while you are editing, select the button to expand. It is not recommended that you copy and paste text from MS word or any other text editor in this box, as it will cause issues with how your final PDF is rendered.

Tip: if you use the “Heading 5” font option, that matches the font size of the other question types in your toolbox.

Signature Pad: allows applicant input to be directly drawn on screen in a pre-set box or area. This is typically used to obtain a signature; however, it could be used to obtain any hand-drawn input. The size of the box may be changed by clicking on the Properties tab. The color of the pen and background can also be changed. The input from the applicant is recorded in the PDF in the following file formats: JPEG, PNG or SVG. This file format may be changed in the Properties tab.
File: upload file. Accepted file types are txt, rtf, doc, docx, xls, xlsx, png, jpg, jpeg, gif, csv, ppt, pptx, pdf, mp4, and .heic. Many details can be specified via the Properties tab such as maximum file size, multiple uploads, accepted file formats as well as preview area. The file(s) uploaded via the File element will be recorded/retained in the PDF. File formats are restricted by a comma-separated list of file extensions including periods e.g.: .jpg,.pdf,.png. The uploaded file is recorded in the survey. For security, it is important that you strictly specify the file formats allowed to be uploaded into the survey.

Mapping File Uploads: File Uploads can be mapped to Request, Request Primary Contact (contact record), or Request Applicant (constituent record). Once you’ve inserted the file upload field, click on Properties, then the akoyaGO section, then choose the entity from the dropdown.

Please be aware that when you insert a file upload question type, it will automatically map to Request.

Please note: file uploads to Outcome and Payments/Requirements can be done on a custom-basis, but will not be included in the out of the box GOapply functionality.

Panel (dynamic panels): allows you to create a template box or container that can include multiple questions and input types. Panels are a group of questions that all belong to a lookup on Request. Each Request lookup field gets its own Panel. For example, you might use a Panel to collect all of an organization’s information in one step.

Expression (read-only): This field is best utilized for calculating amounts. Click on the ? next to the Expression property to expand instructions. Use curly brackets to access the question values. For example, it you wanted to add two field amounts, your formula would be {question19} + {question20}. For the best applicant experience, we recommend hiding this field. It will still calculate if hidden.

Editor: open text editor, text formatting options

PROPERTIES

You’ll notice another tab next to the Toolbox called Properties. Properties exist on the Form, Page, and Field-level. Properties allow you to control how a page or field looks and functions.

FORM PROPERTIES

Access the form properties by clicking Form Settings or choose Form from the properties drop down.

Form settings are another opportunity to customize your application. These settings apply to the application as a whole. You cannot alter individual field settings from this area. Below we will look at each form setting in more detail. To Access the Form Settings, click the button called Form Settings at the top of the page. You’ll know you’re editing the Form because it will be chosen in the dropdown at the top of the properties. You can also, expand this drop down from any place and choose Form to get to the Form settings.

General

Title: Name of the Phase
Description: Phase Description if desired
Show/Hide title: if checked, the Title and Description will be visible on the application, if unchecked, they will not be visible. Note that, if visible, the form Title and Description will be visible on each page of the phase. Think of these as a header and sub header.
Default language: If your application language is not English, choose another option. This will default to English if nothing else is chosen.
Mode (edit/read only): If edit, the form is editable. If display, form is not editable.

Date Format: this property lets you choose a date format. It will default to mm/dd/yyyy. But you can also choose from dd/mm/yyyy or yyyy/mm/dd.
PDF: Settings for PDF rendering. This is where you can alter how the application appears in the Submitted PDF file. Please note that all PDF renderings will by default contain the application name and applicant name at the top of the page.
Navigation

Show preview before complete: depending on your choice, this option will show applicants either no preview, a preview of all the questions they answered, or a preview of all questions, answered or not.
Page previous button text: customize the “Previous” button on your application

Page next button text: customize the “Next” button on your application
Complete button text: customize the “Complete” button on your application
Preview button text: customize the “Preview” button on your application. If no preview is selected in Show preview before complete setting, no Preview button will be visible.

Question

Question title location: determines where the title of each question is located. Top is standard.

Question description location: determines where the description of each question is located. Under title is standard.

Data

Clear invisible values: in order for invisible fields to map correctly, this setting must be set to None.

Show on Completed: Type your submission success message or insert a URL that the user will be redirected to after submitting. You can also add conditions to the URL redirects.

PAGE PROPERTIES:

General: Page Name, Title, and Description

Page Name: used for conditional logic
Title: appears at the top of the page
Description: page description if desired

Logic: add or edit page-level branching logic using if-then statements

Layout: allows you to change the location of various elements to change the look of the Page

A quick note on the difference between Title and Name: You’ll notice that Pages and Fields ask you for their Name and their Title. The Title is applicant-facing information. It will appear on the application. If Title is blank, Name will be used on the application. Name is used for developing the logic of your application. You’ll use Page and Field Names if you build an application that utilizes conditional logic.

FIELD PROPERTIES:

Select a field and click Properties from the menu. Properties options on the Field level are more robust. Let’s look at the elements.

General

Field Name: used for conditional logic
Title: Appears on application
Description: appears under Title on application, gives applicants more information on how to answer the question
Visibility: Turn visibility off to make invisible on application. Visibility off overrides required setting. This setting is beneficial to use in conjunction with Default Values. See the Data section for more information.
Required: Turn on to make response required. If Required is on, applicants will not be able to move from the page without answering.

akoyaGO:

Target entity and Target field: This is the element where you’ll do the entity and field mapping.
Target View: If your question is mapped to a lookup field in CRM, then you will have the ability to choose from a list of the views on that entity. For example, if you are mapping to Request > Applicant (which is a lookup on Constituent), then you can choose from all the views in the Constituent entity. As you can see below, I now have the ability to choose from my views on Constituent. From the applicant side, it will look like a drop down that lists every constituent in your chosen view. The right-hand image below shows the question from the applicant’s perspective.

Hide from Reviewer: check to hide from Reviewers. If selected, the question will not appear on the reviewer’s PDF.
Lookup Field: check this box if the field is mapped to a unique record identifier. For example, and organizations EIN is commonly used as a Lookup Field. This must be used in conjunction with entity and field mapping. When Lookup Field is checked, GOapply will look for records that match the Lookup Field and update them with the information instead of creating a new record.
Overwrite Field: if checked, applicant response will overwrite the information in that field in akoyaGO. This property must also be used in conjunction with entity and field mapping.
Tooltip: add additional information about the field. This will display as a text bubble when a mouse is hovered over the question.

Logic: add or edit field-level branching logic.

Layout: elements in this property change the way the field looks, visually.

Page: drop down to choose which page to work on
Start new line: if checked, each Field will start a new line
Hide number: if checked, hides the field number
Title location: change location of field title. Default is top left.

Description location: change location of field description. Default is under title, but above input.
Indent: the higher the number, the more indented the field
Min width: minimum pixels wide
Max width: maximum pixels wide
Size: the higher the number, the longer the input

Data

Default vale: Default value fills in an answer automatically. This is helpful for when you want to map a field but want it to say a particular thing. This is helpful when used in conjunction with invisibility. In effect, the applicant will not see this question, but it and the information you need to record will be mapped behind the scenes.

Validation

Maximum length: this setting works for Comment question type only. Enter a number that will serve as the max. length for the field. Applicants will see this number relative to the text they’ve entered on the application.

Add to Toolbox: on the field, you’ll see this icon. This will add the field and all its settings to your toolbox. This is especially handy for fields that you use frequently. You can add up to 20 fields to your toolbox.

INPUT FORMAT AND INPUT MASK

Input format and input mask allow you to require a certain format for entries in a field. For example, if you want applicants to input their phone number as (123) 456-7890, then your input mask would be (999) 999-9999. Nines in the input mask signify that any digit between 1 and 9 will be accepted. Input formats and input masks autofill the field in the format that you determine. As in the example above, applicants would just enter the numbers and the input formula would insert the parentheses and dashes.

Upon mapping, the Input Type will autoset to match the data type of the akoyaGO field. For example, mapping to a date field will auto set the Input Type to Date, and mapping to an integer field will auto set the Input Type to Number and it will set the minimum and maximum, if appropriate.

Input Format: Input Format in GOapply exists as a dropdown menu. The options are common input mask formulas. Input Format should be set to Text for all input types. Determine the format in Input Mask.

Input Mask: The input mask field allows you to set your own formula. A common example is EIN. An input mask of 99-9999999 would require applicants to input their EIN in that way. Pound signs (#) signify that both text and numbers are accepted. Phone number is not an option for Input Mask. If you want to format a phone number, please use Input Format 999-999-9999.

AUTO UNMASK

Your form may contain fields whose values should have a specific format. To ensure that users enter values correctly, you can add input masks to these form fields. The expected value format will appear in light grey in the field before any data is entered. If the format should be preserved into the akoyaGO mapping it is important you uncheck the "auto unmask" field

TROUBLESHOOTING ISSUES WITH PDF FORMATTING ON HTML QUESTION TYPES

If formatting on the final pdf is cutting off words/pictures you can try to adjust the option in the "pdf html render as" field in the GOmanager Form Settings.

FORCING A WHOLE NUMBER

If you need to force a field to only accept whole numbers, use these steps. However, if you are mapping the numbered question to a number field in CRM, go to page 23 – Mapping to a Numbered Field.

In the question’s properties, drop down the Validation section and fill it in as such:

Click the + in the Validators section and choose expression from the drop down.

In the Expression section type this: text: "The value should be an integer",

expression: "{question_id} notcontains '.' and {question_id} notcontains ','"

TEST YOUR APPLICATION

When you’ve finished adding fields and editing elements, you can see how your application will look and flow from the applicant’s perspective. Tab over to the Test Form tab and choose the page. You can choose to include visible elements and even switch the view from device to device.

There is a third tab there named JSON Editor. This allows you to see and edit your application in html text format.

MAPPING

It is important to remember that you can only map what exists in your CRM. If there is an element of your application that you want to map that doesn’t exist as a field in your CRM, you will need to add that field. If you need assistance adding a field, please contact support@akoyago.com or call 1-877-767-6703 or create a case in our GOsupport poral.

Make sure you’ve completed the Pre-Work Checklist before you start mapping, which you can find on GOlearn.

ENTITY-LEVEL MAPPING

Target Entity: choose the Entity that contains the field you’d like to map to from the dropdown.

FIELD-LEVEL MAPPING

Please note that question types in GOapply MUST be the same as your question types in CRM when you are mapping. For example, if you want to map to a dropdown field in CRM, use the Dropdown question type when you are building your application. Or, if you want to map to a Boolean (toggle) field in CRM, use the Boolean question type in GOmanager.

Choose the field you’d like to map to from the drop down. The dropdown will only contain fields that exist in the entity you chose.

A note on field mapping: if you are mapping a field to akoyaGO the character limit must be less than or equal to the character limit on the field in akoyaGO. To find field lengths go to the advanced settings gear in akoyaGO > customizations > customize > choose the entity and fields > open field > look for the maximum length.

We are also providing you with an index of each default field and its maximum length. Download the list in the Resources tab of this course in GOlearn.

DISCLAIMER: this is an index of fields in an out-of-the-box solution. To find the maximum length of a custom field, please follow the steps outlined above.

Quick note on mapping when using a fiscal sponsor: we recommend as best practice that you map the Tax ID field as a lookup field AND that you make the field required.

DYNAMIC PANELS - MAPPING

Dynamic Panels exist in your Toolbox as a field type. Panels allow you to update any record type that has a relationship to Request.

You will not be allowed to add fields to a panel prior to mapping the entire panel to a lookup field. Panels can only be mapped to lookup fields. After dropping the Panel into your application, choose a Target entity and a Target lookup field from the drop down. Then you can drag and drop additional questions into the Panel grouping. Please note that the setting Create New if Not Found will default to true. This means that GOapply will create a new record for the selected lookup field upon Submit.

PREMAPPED PANELS

GOmanager is equipped with