Seamlessly manage all of your form submissions, including funding, sponsorship or in-kind requests. Collect, track and process your submissions in ONE place, saving you significant administrative time.
- Creating A Form
- Managing Submissions
- Best Practices
Creating A Form
You can custom build forms for any purpose! From funding and sponsorship requests to customer and employee spotlights to follow-ups with charities, the possibilities are endless.
Responses to your forms can also auto-create stories that you can share far and wide with one click, enhancing your brand and reputation as a company that cares!
Click HERE to learn how to create your form, and then return to this help article to learn how to manage the submissions you receive.
Once you have published your form and shared the links with your target audience, you should start receiving notifications that you have new submissions. To view your submissions, go to your company's Management area, click on "Forms & Submissions", and then the "Submissions” tab to view all of the submissions.
Submissions can be filtered, sorted and searched to suit your workflow.
- Order and group your submissions by their state, recent activity or organization.
- Filter your list of submissions to only show particular state(s).
- Search your entire history of submissions using the text search field. This will not search the contents of the submission, just the 'Applicant Name', 'Form Name', Organization Name'.
Key information about the date, applicant and current state is available for each submission at a glance. Common actions to perform for each submission such as messaging or changing stage is also accessible for each submission in the list.
Every submission has a series of process states that can be changed by an administrator at any time by clicking on the Current State of a submission or by clicking the three dots on a submission and then clicking “Change State”.
Your team is free to use submission states in whatever way best suits your workflow. You can choose to use all of the states or simply skip states that do not apply:
- Unprocessed - Every new submission starts in this state. The review process has not begun.
- In Review - You have started to look at the submission, but no decision has been made yet. This stage may include communications with the applicant, internal discussions, external validation, and confirming any verifiable fields.
- Approved - The submission has been approved. The applicant will receive a notification.
- Paid and Distributed - The payment, sponsorship or in-kind support was delivered to the applicant. The applicant will receive a notification.
- Declined - The submission has been declined. The applicant will receive a notification.
- Archived - The submission was invalid, a mistake or inappropriate in some way. Setting the state to archived will remove the submission data from any dashboards and also from most reports. This state is NOT for long-term storage of older submissions.
In the Current State column, you will see these icons next to submissions:
- The chat icon indicates a note has been added by an administrator.
- The pencil icon indicates that a verifiable field has been updated by an administrator.
- The newspaper icon indicates this submission has been turned into a story.
- The PDF icon indicates there are files attached to this submission.
Along with the ability to change the state of a submission, there are a number of tools available to you to interact with the submission as well as the applicant.
There are two buttons next to the Current State for each submission:
- View Details - View the submission details
- Message - Send an internal Do Some Good message to the applicant. If the applicant has kept the default notification settings, they will also receive and email with your message.
There is also a list of actions found by clicking on the three dots in the Actions column for each submission:
- Change State - A way to change the state of a submission (e.g., unprocessed, in review, approved, etc.)
- Edit Submission Values - If your form has verifiable fields, you can change the values on the submission.
- Create a Story - If you have added a “story flag" to questions in your form, click this button and responses to those questions will auto-create a story you can share on social media, auto-feed to your website, or share on local media sites (where available).
- Add Connection - If the applicant, or the organization they represent, has a profile on the Do Some Good platform, you can add them as a connection.
- Request Testimonial - If the applicant is an administrator of an organization on the Do Some Good platform, you can request a testimonial from them.
- Print / Print to PDF - A way to print a hard copy of the submission or convert to a PDF to share digitally.
You can view all of the details of each submission by clicking on the “View Details” button next to a submission.
This brings you to the submission summary page. At the top, you will see the applicant name, organization name, date and time of submission, and submission state. Depending if you have funding request amounts or not, you may also see a summary of what is being requested.
Click on the “Show Submitted Information” button to view the full submission. This area is collapsed by default but can be expanded and hidden with one click. This area also includes (highlighted in blue) any changes or updates you’ve made to verifiable fields.You can edit any fields where the pencil icon is not shaded out.
In the blue header bar, on the right, you’ll see different options:
- Create a Story - If you have added a “story flag" to questions in your form, click this button and responses to those questions will auto-create a story you can share on social media, auto-feed to your website, or share on local media sites (where available). (Note: this option will only be visible if you have "story flags" in your form.)
- Edit Key Values - A way for you to edit any verifiable fields from your form, such as adjusting the amount requested by an applicant to the amount you will grant them. You also have the opportunity to notify the applicant of this change. A record of your change is saved in the Recent Activity area (see below). (Note: this option will only be visible if you have verifiable fields in your form.)
- Message Applicant - A way for you to communicate directly with the applicant. A record of your messages is saved in the Recent Activity area (see below).
Beside and below the submission details on the submission page, you will find other useful fields:
- Total Amounts - A list of all of the amounts requested by the applicant, as well as any changes you’ve made to the amounts. (Note: this area will only be visible if you have an amount field in your form)
- Options - Print/Print to PDF - A way to print a hard copy of the submission or convert to a PDF to share digitally.
- Administrator Notes - An area for you to jot down notes about the submission, such as key points about decisions making, reminders, etc. These are only visible to administrators on your team.
- Recent Activity - A list of all of the interactions with the submission. This includes any edits made to the submission details, messages that are sent, state changes and edits to notes. In each case, the name of the administrator who initiated the action is recorded, along with the date and time.
Key fields in the form can be marked as verifiable, which means once the submission comes in, the administrator can edit the values in those fields. In the default donation request form, the request dollar amount is the only verifiable field.
At any time, an administrator can choose to edit any verifiable fields from the submission list or the submission details page.
In addition, if an administrator is moving a submission into the 'Approved' or 'Paid and Distributed' states, the verifiable fields will be displayed so they can be confirmed.
Whenever an edit is made to the submission by an administrator the change is logged in the Recent Activity area (see above). By default, the applicant is notified about the change and is given a link to view their submission and the changes that were made. An administrator can decide not to send communications by unchecking the box.
Reports related to your submissions are available on the “Reporting” page in your Management area.
Simply select a report from the dropdown list and press the “Generate” button. Click the “Download as CSV” button to export your report data to a spreadsheet.
Do Some Good makes it easy to review, process, and manage submissions. How do you take things to the next level? Read on to find out!
Sharing Auto-Created Stories
Do Some Good has developed a platform feature that is an absolute marketing game changer! Once you build your form, and have added "story flags" to your questions, a story is auto-created for you to easily share far and wide. This saves you hours or even days creating content!
You can access and share your story in a few ways. You can go to your list of submissions and click on View Details next to the submission and then on the submission details page click "Create a Story" in the blue bar, OR you can click the three dots to the far right of the submission and select "Create a Story" from the dropdown list.
You'll be taken to the Create Story From Submission page where you have the option to customize the story before posting. You can edit the title of the story and the introductory paragraph. This is a great way to share more about your business and link to your website. Also, don't forget to @mention any organizations that are on the platform.
As you make edits, you'll see the changes appear in real-time in the Preview Story window.
When you are happy with your story, click "Post Story" and the story will instantly appear on your Do Some Good newsfeed! You'll then be prompted to share your story on social media. Simply click the button and you can easily share the story to all of your social media channels and copy and post/send the story link. If you would like to have stories you and your ambassadors share also automatically feed to your website, learn more here!