Use follow-up forms to request information from an applicant. For example, use a pre-qualifying form to decide if an organization meets eligibility before sending them the full application, or send a follow-up form 30-60 days after approving an application to gather impact information. The possibilities are endless!
NOTE: The Follow Up Forms feature is only available for those with a 'Plus Advanced' or 'Premium Advanced' subscription. If you would like to upgrade your account, email us at info@dosomegood.ca.
Check out this 45-second video that walks you through how quick and easy it is to send a follow-up form:
Quick Links:
- What is a Follow-Up Form?
- How Do I Send a Follow-Up Form
- Seeing the Links Between Submissions
- Best Practices
What is a Follow-Up Form?
A follow-up form is a way to collect information from an applicant either before or after they have sent you a form submission. For example, use a pre-qualifying form to decide if an organization meets eligibility before sending them the full application, or send a follow-up form 30-60 days after approving an application to gather impact information.
All follow-up forms linked to a form submission becomes a "chain" of submissions that are tracked for you so you can see the flow. More on that later in this article.
The system is very versatile and can be used in any way that works for your team. We recommend you read the Best Practices section to understand the different possible scenarios, though this isn't an exhaustive list. The possibilities are endless!
How Do I Send a Follow-Up Form
You can send a follow-up form from numerous places in the platform. Let's explore each.
Triple dot menu: While on your 'Submissions' tab, next to each submission in your view, there is a triple dot menu. In this menu is an option to send a follow-up form.
Bulk Send: If you select multiple submissions using the checkboxes on the left, a bulk option opens up at the top to send a follow-up form to all selected submissions.
Action Button: You can customize the button you see next to each submission to 'Send Follow-Up Form' by changing your 'Preferred Action Button' in the 'Customize View' area. Learn how to do this here.
Submission Details Page: Click the 'Details' button for a submission and you'll be taken to its Submission Details page. On this page, there's a follow-up form button on the right-hand side.
Seeing the Links Between Submissions
Submission Details Page
When you visit the Submission Details page for a submission that is, or has, a follow-up submission, you will be able to see those relationships in a section called 'Related Submissions'.
In the following example, a pre-qualifying form was submitted by the applicant to assess eligibility to request funds. The applicant was deemed eligible so they filled out a donation request form (shown here as "This Submission"). Several months after receiving the donation request submission, an impact form was sent as a follow-up.
The relationship between all three forms is shown here. You can click on any of the forms to view more information.
Advanced Views Columns
You can customize your submission view to see the 'parent' and 'follow-up' submissions, by adding two universal columns. Any associated submission will show up as a link in your submission view that you can click to see the submission details.
Best Practices
Here are some different scenarios where you could use Do Some Good's follow-up forms feature to make your life easier. This is not an exhaustive list - the possibilities are endless!
Community Impact Report
Do you want to know what the charity did with the grant money you gave them? Do you want to know how many community members were affected? Do you want to see pictures from the event you supported?
Create a form that will ask the organization about their community impact from your donation. Be sure to mark the answers as 'Suitable for Story' when you make the form, that way you can turn all of the submissions into stories on Do Some Good! You can even use our Community Impact Update form template.
Once a suitable time has passed to use your donation, send all of your approved grant submitters your impact report form. This is a great way to track your impact while also creating stories about your local community.
Request Financial Information
Once a grant or donation request is approved, you need a way to pay them. In your regular form, you may not want to ask for detailed banking information. Create a separate banking information form to request the personal information you need to make a payment. Send that as a follow up form to any grant or donation request submissions that you approve.
Satisfaction Survey
Do you want to learn about what sort of experience the submitter had when filling out your form? Create a satisfaction survey form and send it to every user who you want feedback from.
Pre-Qualifying Form
Does your business have certain criteria that need to be met in order to be considered for a grant or donation approval? Are there specific answers that would disqualify a candidate? If that is the case, it will save time for both the candidate and your review team if you asked a small number of key questions to determine if an application is a fit for your program or not. If the candidate does not meet your key criteria, you can disqualify them immediately and send them an appropriate automated default decline message. If the applicant does meet the basic criteria, you can use the follow up form system to send them the full application form that your team can review in detail.
Suggestions for a pre qualifying form:
- Keep your pre-qualifying form brief and focussed on the key questions for your program that will let your team make a yes - no decision in seconds.
- Create a second main form with all of the detailed questions you need to make a comprehensive evaluation of the submission.
- If you are asking about a donation request amount, do NOT make it a tally field in your pre qualifying form. You will want to ask about the donation request amount again in the main form so that everything can be evaluated by your reviewers in your main form. If it is a tally value in each form, the amount will be counted twice in your budget.
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