How do I set up an LOI due date in GrantHub?

The most common way to track an LOI is to use a task. Follow these steps when you have a grant that includes an LOI phase:

  1. Create a Funder (if not already created) ‘Smith Family Foundation’ = Funder Name, for example
  2. Create an Opportunity under that funder that represents the Grant request. You can create an Opportunity by clicking on ‘Opportunity’ tab on the funder record, and then selecting the green ‘add opportunity’ button. You can also add from the menu up top.
    • Set up the Opportunity name ‘Smith FF Grant 2018’ = Opportunity Name; for example
    • Set the Opportunity deadline = the LOI due date if that is the only deadline you know at this point. 
    • If you know when the actual proposal deadline would be - use that as the Opportunity Deadline.
  3. Create a task under the 'Smith FF Grant 2018'  Opportunity that will track the submission of the LOI. To create a task – click on the ‘task’ tab, then select green button to ‘add task’
    • Task Name = 'Smith FF LOI'.
    • Due date = deadline for LOI,
    • Mark it as ‘closed’ when you have submitted the LOI;
    • Attach the LOI document to the LOI task so you have a record of what you submitted.
  4. (Optional) when you submit the LOI, update the Opportunity Status = Submitted.
  5. Once you hear back on the LOI:
    • if you were turned down, mark the Opportunity Status = Denied.
    • If you were invited to continue, update the deadline of the Opportunity = date of proposal deadline, and the Status = In Process. And set up any other tasks as you normally would.

If you are entering historical information where you already know the outcome, you don’t have to take the time to set up a task – you could just attach your LOI document, as well as any other documents, to the Opportunity - using the 'documents' tab, and mark the Opportunity as Awarded/Denied.

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