Manual updates allow users to edit each staff contact individually within the GrantEase system. In the organization staff contacts section, users will see titles at the top of each column of the table outlining the information to be provided in that column.
After identifying contact information that needs editing, users should begin the update process by selecting the blue pencil icon next to each staff contact name.
Figure 3: Image of the Edit Icon on the Organization Staff Contacts Section of the Grantee Profile
A pop-up window should appear. Here, users will update or complete the staff contact information in each section. All fields marked with a red asterisk (*) need to be completed.
Once users have updated or added all required information, they should select the Save button to save and return to the main screen.
Figure 4: Image of the New/Edit Organization Staff Contacts Pop-Up Window
Figure 5: Image of the Employment Details & Experience Section of the Staff Contacts Pop-Up Window
Adding New Staff Contacts Manually
To add a new staff contact, users should select the New button, complete all required fields in the “New Contact” pop-up window, and then select the Save button.
Figure 6: Image of the New Button on the Organization Staff Contacts Section of the Grantee Profile
The same information that is required for an existing contact is required for a new contact, so please follow the process covered above.
Updating Staff Contacts Using Mass Upload
If users have many staff contact updates, they may update staff contact information using a single Excel file upload, which will allow a mass upload of data. Once users have successfully downloaded the staff contacts file, they will see titles at the top of each column outlining the information required for that column. Users should update any missing information using their ACMS or internal system.
PLEASE NOTE: Users must NOT change ANY information in the first two columns (Contact ID, Organization) in the spreadsheet. Please do NOT change the names or the order of any columns in the spreadsheet or add new rows. Doing so will prevent the file from uploading into GrantEase with the updated information.
Additionally, users must enter data in the format provided by the file. For example, the date format should be MM/DD/YYYY.
Please do NOT use the upload function to add new staff to GrantEase. All new staff should be added to GrantEase manually using the process described above. Please only use the upload function to update information for staff with existing GrantEase profiles.
Downloading the Staff Contacts File
STEP 1: Click the Download Staff Contacts button on the upper right side of the screen.
STEP 2: Select the downloaded file to open it.
STEP 3: After receiving a warning that the file format and extension do not match, click “Yes” to open the file.
STEP 4: Enable editing (if that message appears) to begin entering data.
Figure 7: Image of the Download Staff Contacts Button on Staff Contacts Section of the Grantee Profile
Figure 8: Image of the Downloaded Staff Contacts File
Figure 9: Image of the File Extension Warning from Opening the Excel File
Figure 10: Image of the Opened Organization Staff Contacts File and the Enable Editing Banner
Users can continue entering data for EACH staff contact on the same Excel spreadsheet and continually save as they update the missing fields of the form.
PLEASE NOTE: At this time, drop-downs for fields like “Role” and “Language” are not available within the spreadsheet. Users can download the Fields for Staff Contacts Upload file to see a complete list of fields; when updating a field that has many options, users can copy the appropriate value from the file and paste it into the desired cell in their Excel spreadsheet.
After users have updated information for ALL staff contacts and saved their completed file, they should go back to the GrantEase system and select the Upload Staff Contacts button.
Be sure to double-check updated information and formatting before uploading.
Figure 11: Image of Upload Staff Contacts Button in Staff Contacts Section of Grantee Profile
A pop-up window will appear. Here, users will have to browse their folders for the saved staff contacts file.
Figure 12: Image of the Organization Staff Contacts Upload Window and Locating the File
Once the file is located (the .XLS version of the file), users will see a blue notification that says, “The file has been attached.” Users can then select upload. The system will intuitively import the data into the correct fields in GrantEase.
Figure 13: Image of a Successfully Attached Organization Staff Contacts File Ready for Uploading
If there are errors (meaning the data was not entered correctly), validation errors will appear. Users can print a list of the validation errors, go back to their Excel spreadsheet, and rectify the errors.
Figure 14: Image of Validation Error Messages for the Excel File and the Print Error Log Link
Users should then go through the process of uploading the file once all errors have successfully been rectified. When the file has been uploaded successfully, users can select the “X” to return to the Grantee Profile screen.
Figure 15: Image of the Successful File Upload Message
Once users have finished with their uploads, they should see the updated information populated in the organization staff contacts – all section.
Resigning Staff Members
To resign a staff member (system user), start by selecting the Grantee Profile tab on the Side Bar.
Figure 16: Image of Navigating to the Grantee Profile Tab
Once in the Grantee Profile, users should scroll down to the Organization Staff Contacts section.
Figure 17: Image of Organization Staff Contacts Section
Locate the staff member they wish to resign and select the blue pencil icon to edit their information.
Figure 18: Image of Selecting Staff Member to Resign and Selecting the Edit Icon
A pop-up window will appear for that staff member.
Figure 19: Image of pop-up window for selected staff member
Here, users will locate the Staff Contact Status box under the Employment Details & Experience section and change the employees status by selecting “Resigned” from the drop-down options.
Figure 20: Image of Locating the Staff Contact Status Box
Figure 21: Image of Staff Contact Status Drop-Down
After changing the employee’s status, the system will present a new box asking for the employee resignation date. Users should select the resignation date from the calendar and then select the Save button.
Figure 22: Image of Changing Employee Resignation Date and Selecting the Save Button