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Organization Profile in Applicant Panels

What this feature does

When you use an Applicant Panel in an application, GOapply automatically uses the most current data from the Organization Profile. Applicants will not be required to re-enter organization information that already exists.

 

Key outcomes for applicants and organization users

  • No re-entry of organization data: On load, fields in the Applicant Panel are replaced with the latest Organization Profile values.
  • Organization data stays current: If the Organization Profile is updated outside an application, those updates are reflected in Applicant Panel values the next time GOapply loads the relevant application screens.
  • Application readiness is enforced: If required organization data is incomplete, the system redirects applicants to complete the Organization Profile before they can continue.

 

Applicant Panel mapping behavior

Automatic mapping to the organization (Constituent)

For Applicant Panels used in this process:

  • GOapply maps Applicant Panel values to the Parent Constituent of the logged-in organization user.
  • Other panel mappings or panel types (beyond the organization Applicant Panel) are not supported for this process. Meaning, organization profile value will only be captured by the Applicant (Constituent) Pre-mapped Panel.

 

What this means for you (foundation staff)

The organization-related fields you see in the application come from the Organization Profile.

 

Organization Profile completion requirements

If your application flow requires organization data, the Organization Profile must be complete and valid before the applicant can continue.

What this looks like is when the applicant clicks ‘Apply’, they will be first directed to the Organization Profile.

If the Organization Profile is complete (all required fields contain data), they will be asked to simply verify the information is correct and move on to the application.

If the Organization Profile is incomplete (required fields missing information), they will be asked to complete the Organization Profile before moving on to the application. The applicant will not be permitted to move on to the application until the Organization Profile is complete.

 

Submission-time re-validation

On phase submission for applications that contain an Applicant (Constituent) Panel, GOapply performs a final check to verify that there is still a valid Parent Constituent and an associated valid Organization Profile for the Applicant Panel.

If the required organization data is missing or invalid:

  • Submission is blocked.
  • And the applicant receives a clear error telling them to complete the Organization Profile before submitting.

 

Change Requests and the Organization Profile

If the GOapply Site settings dictate that a change request be submitted after updating the Organization Profile (Enable Organization Profile Change Requests), a change request will be submitted but the applicant will not be prevented from completing or submitting the phase.

 

Pending change requests: disclaimers and editing lock

If the Organization Profile has a pending change request, the system will show a disclaimer on the applicant panel and the fields that are shared between the Organization Profile and the Applicant Panel will be locked. This lock does not block application progress or submission. On approval of the change request, the Organization Profile and Constituent record will be updated.

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Generating the application PDF and Append of Organization Profile

In the Phase settings, there is an option to append the Organization Profile to the submitted PDF. You can choose to append as the first page or the last page (can exceed one page).

 

Anonymous review

Anonymous review group PDFs will not include the Organization Profile even if it is appended to the submitted PDF.

 

User experience expectations (what applicants should see)

  • Organization-related Applicant Panel fields are populated automatically from the Organization Profile and reflect the latest saved values.
  • If the Organization Profile is incomplete, they’ll be redirected to complete it and won’t be allowed to proceed until it passes validation.
  • If the system detects a missing/invalid organization context at submission time, they will be blocked from submission with guidance to fix the Organization Profile.
  • If there’s a pending change request, they’ll see a disclaimer, and applicant panel editing may be locked for users under the same Parent Constituent.
  • The submission PDF may include the current Organization Profile based on phase settings, and anonymous reviewer PDFs will not.

 

Common scenarios

Scenario 1: Organization Profile updated between visits

  • Applicant loads an application that uses an Applicant Panel.
  • The Applicant Panel fields are populated with the most current Organization Profile values.
  • Applicant proceeds without re-entering organization data.

Scenario 2: Organization Profile incomplete

  • Applicant attempts to start or submit a phase with an applicant panel.
  • GOapply detects invalid or incomplete organization data.
  • Applicant is redirected to the Organization Profile page.
  • After save, the system re-checks and loops until valid, then allows applicant to proceed.

Scenario 3: Submission blocked due to re-validation

  • Applicant completes the application and attempts to submit.
  • The system re-verifies organization context (valid Parent Constituent and Organization Profile).
  • If invalid/missing, submission is blocked with an error that prompts them to correct the Organization Profile.

Scenario 4: Pending change request affecting the user experience

  • The Organization Profile has a pending change request.
  • Applicant see a disclaimer banner over the applicant panel.
  • Editing of the applicant panel is locked for users under the same Parent Constituent.
  • The application progress continues unless there is a separate completion/validation issue.