fluxx
Welcome to Fluxx!
In this guide you will first be introduced to the concepts, look, and feel of Fluxx. Then
it’s your turn, time to get behind the wheel and take it for a spin. And get a preview of
what life’s going to be like with Fluxx by your side.
But first we’d like to tell you a little about ourselves.
FLUXX TRAINING AND
DOCUMENTATION
1.
Table of Contents
PAGE # TOPIC 3. Table of Contents 4. Introduction to Fluxx 5. Who is Fluxx 6. What is Fluxx7. How does the Fluxx Platform Work 8. Overview of the Grant Process 9. Making Grants in Fluxx: A Closer Look 10. What a Potential Grantee Should Expect 11. What Grantmaker Should Expect 12. Fluxx Layout
13. The Look. The Feel. The Layout 14. Some definitions
15. Cards and Action Bar 16. Some definitions 17. Real Time Updates
18. Connected Data Tray and Tabs 19. Working with Cards
20. Let’s Talk about Cards 21. How Cards Work with Data 22. How Cards Work Together
23. Every Card has Connected Data Tabs and Trays 24. There are Many Ways to View the Same Data 25. Search and Universal Search
26. Understanding Real Time Updates 27. Monitoring History and Emails 28. Workflow
PAGE # TOPIC 29. What is a Workflow 30. What is a Role
31. Working with Registration Cards 32. Function of Registration Card
33. Working with Request and Grant Cards
34. Creating a New Request/Accessing Previous One 35. A Request Card
36. Assigning a Funding Source 37. Assigning Reports and Payments 38. Promoting a Request to Granted 39. Amending a Grant Request 40. Working with a Review Cards 41. Function of a Review Card 42. Review Evaluations 43. Working with Reports Cards 44. Function of a Report Card 45. Working with Payment Cards 46. Function of a Payment Card 47. Grant Data Archiving
48. Creating New Organizations/People Cards 49. Function of an Organization Card
50. Function of a People Card 51. Assigning a Group
52. Filtering Cards for Information 53. Using the Smart Filter
54. Creating and Managing Dashboards
PAGE # TOPIC
55. Creating and Sharing a Dashboard 56. Sharing Cards /Subscribing to cards 57. Additional Features
58. Action Bar 59. Exporting to Excel 60. Using Signals 61. Using Notes
62. Using Add as Favorite Flag 63. Ad Hoc Email Archive Component 64. Documents
65. Document Component
66. Generating Letters and Templates 67. Using Live Reports
68. Sample Live Reports 69. Moderator 70. Copy Function 71. Fluxx Terms 72. Definitions 73. Definitions 74. Definitions 75. Definitions 76. Definitions 77. Definitions
1.
Who is Fluxx?
We know that grantmakers of all stripes work tirelessly to support some the most talented and inspired minds, taking on the most challenging issues of
our time.
In short, we know philanthropy makes our world a better place.
For too long, the process of grantmaking has been cumbersome, siloed, inefficient, and inflexible. For work as important as philanthropy, it’s impossible
to ignore these shortcomings any longer. The time has come for a change.
But you know this. This is why you’re here.
Fluxx was developed by philanthropy pros for philanthropy pros, always guided by these core principles:
We believe in philanthropy. Philanthropy has the potential to help solve some of the world’s biggest challenges. Philanthropy can foster the talent,
wisdom, and innovation necessary to create transformative solutions.
We believe in data. Data can unlock philanthropy’s potential. Data should be open, manageable, easily understood, and actionable. We believe
access to the right data can make grantmaking easier and more effective.
We believe in collaboration. Fluxx is lucky to have an incredibly smart community of users who believe in collaboration. The expertise of all of our
users, deploying a community approach to the way we design new features. Everyone benefits.
We believe in collaboration. Fluxx is lucky to have an incredibly smart community of users who believe in collaboration. We tap into the expertise of
all of our users, deploying a community approach to the way we design new features. Everyone benefits.
We believe in good design. Good design makes working easier. Good design makes torrents of data understandable. Good design can tell a story
at a glance.
1.
What is Fluxx?
Fluxx takes an innovative approach to grants management, combining a flexible CRM core with customizable workflows, real time status
updates, and an intuitive dashboard.
Workflow - Fluxx automates the entire grant lifecycle, from initial request through grant approval and reporting. The submission and processing of
grant requests, as well as the ability to track and monitor grants throughout their lifecycle, is now easier than ever before. Fluxx reins in a previously
ungainly, organic process — and allows you to focus on grant giving, not paper pushing.
Dashboards - Fluxx users interact in a fluid interface with cards, decks, and dashboards catered to individual needs — providing optimal perspective
at all levels. Fluxx cards update in real time. Complex workflows are streamlined as the intuitive Fluxx interface filters data and focuses effort on your
most important grants management activities. The pulse of your organization is quickly and easily gauged from any perspective.
Data Viz - Real time inputs provide real time insight and results. Gain clarity and confidence in your grantmaking with live data interaction and
beautiful visual discovery. Fluxx allows you to identify risks and opportunities and communicate direction clearly with robust graphing and charting
tools.
Fluxx is a comprehensive grants management platform. It connects you and your people to the data that matters —
everything your organization needs to make smarter grants.
1.
How does the Fluxx platform work?
Multiple needs, multiple views.
Internal Grantmaking Dashboards – Your dashboard view allows you to view, monitor, and track the grantmaking process in real time and
access data via card-based dashboards catered to your individual needs.
1.
Overview of the Grantmaking Process
The grant itself. This is why we’re all here. What used to be neatly (or not so neatly) stacked piles of paper, prioritized according to
your individual workflow needs, is now properly tucked away, organized and easily accessible from your customized dashboards.
Let’s get started!
First, the potential grantee registers their organization through the Grantee Portal.
Then, internal staff can approve or reject the registration based on predetermined criteria. If connected, the applicant is added to the
grantmaker’s internal database.
An accepted potential grantee then receives instructions and login credentials to access the Grantee Portal to complete and submit their
final grant application.
Internal staff then moves the request forward through the grantmaking funnel, sending it out for external review (via Reviewer Portal),
recommending approval or denial — whatever your next step may be.
If the grant application is approved, reporting requirements and payment schedules are assigned via internally generated email.
Overview of the Grant Process
1.
Making Grants in Fluxx. A Closer Look.
When you get behind the wheel of a car, everything you need to operate it is within arm’s reach.
Your grants management platform should be no different.
With Fluxx, it’s the same thing. Everything you need to operate your grants program is a click away—accessed from your dashboards.
Cards are your new best friends. All the relevant information you need is stored and organized on these user-friendly, easy to retrieve, cards.
Let’s take a closer look . . .
A potential grantee first registers through the Grantee Portal. If accepted by internal staff, an Organization card is created.
A People card is also created from an accepted registration.
A potential grantee can now access the Grantee Portal to officially apply for the grant. A Request card is created and assigned an ID Number.
Staff can then send the Request card out for external review. A Review card is created after the external evaluation has taken place.
When the grantmaker funds a request, a Grant card is created containing all the grants associated with an organization and all the pertinent
information associated with each grant.
A Reports card is created when funds are awarded. A report card stores all of the required grantee reporting.
A Payment card is created when funds are awarded.
An Amendment card is created when Internal Team modifies payment dates or amounts.
1.
Logging In – What a Potential Grantee Should Expect
The first time a potential grantee logs into the system,
he or she will be prompted to complete an online registration form.
This is basic organizational information and a brief overview of the project the potential grantee is seeking to fund. This should take no
more than 10 minutes to complete.
Here’s what a typical registration form looks like.
Now you try! Go ahead. Log in.
Initial Visit to Portal
Subsequent Visits to Portal
Your Turn: Grantee Portal
1. Register as a potential grantee in the Portal with a fake name and email address to view the registration page. 2. Login to Fluxx with grantee
credentials (given to you by your trainer) to view the Grantee Portal. 3. Some sites allow you to accept
1.
Logging In – What Grantmaker Should Expect
The first time an internal staff member logs into Fluxx,
he or she will see a blank dashboard — a clean slate, a pristine canvas.
This is where all of the Cards you’ve been hearing so much about will live.
Let’s add some cards now.
Your dashboard may look something like this now.
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Internal Dashboard
Your Turn: Fluxx Dashboard:
1. Login with your staff credentials to see the Fluxx dashboard.
2. Add some cards by clicking on the “Add Card Menu button” (a big plus sign).
1.
The Look. The Feel. The Layout.
Let’s take a look at some of the features you’ll be enjoying and how to access them.
In the next few slides, we’ll show you Dashboards, Cards, the Action Bar, Buttons, Connected Data, and Real Time Updates.
1.
Some definitions
The
Stage is your main workspace. This is where all cards are displayed.
The
Dashboard lets you utilize multiple stages. This helps you stay organized and find what you need easily.
The
Smart Filter allows you to filter the entire dashboard using specific filter items ahead of time so you won't have to filter each
card individually.
The
Dock lets you navigate and add cards or records on your stage.
The
New Records Section on the dock has shortcuts that will generate empty forms on your stage for you to fill out. The empty
forms are New Request, New Organization, New Person, and New Project.
The
Search function on the dock allows you to find records anywhere in the system.
The
Lock/Unlock Dock switch, which allows you to have the dock function like a dock on a Mac computer. It will make the dock
appear or slide away based on cursor proximity to the bottom of your stage.
1.
Cards and Action Bar
Cards are where all of your information is organized and stored — like neat stacks of paper, but searchable, connected, and easy to
access.
The
Action Bar is an element on a card that contains filter settings, summary views, geographic views, card exports, and more. The
Action Bar allows you to access your data any way you like it.
1.
The
Search field on the card searches through all of the records in the card for the record that you're looking for.
The
previous and next page buttons will move you forward and back through the card's pages if there are a large enough amount
of records.
The
numbers at the bottom of the card tell you the number section of the records that you are currently looking at of the total
number of records that are in the card.
The
Listing Actions Tab can be opened and closed by clicking on the little tab next to the search field on the card. This menu has a
list of options letting you display data in different ways as well as export a .xls and filter the card to hone in on a certain type of
record.
The
Stage View in the dock allows you to see the current cards that you are looking at on the stage in relation to all of the cards you
have open on your stage.
The
Card Icons on the dock allow quick jumps to that card or allow you to change the order of the cards by clicking and dragging.
1.
Real time updates give you notifications on the top of the card and on the card icon in the dock. After clicking the refresh option
from the update it will highlight the updates records with an orange strip.
Records
highlighted green let you know which record you are currently looking at/have selected.
1.
The Connected Data Tab and Tray
Highlights in the List view let you know which card is currently selected.
Card Action buttons at the bottom indicate who has permission to edit and/or move the request forward or back.
The
Connected Data Tabs is a navigation tool to make it easy to switch cards.
1.
WORKING WITH CARDS
1.
Let’s Talk About Cards
Registration Request Grant Report Payment Review
Cards are your new best friends.
Cards are the foundation on which the Fluxx platform is built. Cards give you the ability to grab the information that you need, when you
need it. And let’s face it. That usually means now. We can do that.
1.
You can. . .
•
Review, evaluate, advance, and promote grants
through the system using cards.
•
Filter cards by a variety of criteria.
•
Export from your cards for customized reports.
•
Monitor requirements and due dates.
•
Monitor payments across all programs,
sub-programs, and initiatives.
•
Access information from any card because all
cards have linking data.
•
Navigate by clicking on tabs on the side of
cards.
•
Search and preview.
How Cards Work with Data
21
Amendment Card - manages and tracks all modifications to
funded grants
People Card - contains detailed information about users
Request Card - manages and tracks grant applications before
grant is awarded.
Grant Card - displays all information associated with awarded grant
Reports Card - contains all data on progress of reports
(including reports due in the future)
Payments Card - holds all data on payments due
Reviews Card - displays all reviews submitted by external reviewers
Organizations Card - contains detailed information about an
organization
Ad Hoc Reporting Card – allows authorized employees to
create custom reports
Grants Data Archive – generates a snapshot of all requests,
grants, and transactions in the system
Did you know that Fluxx essentially operates as one large database?
1.
Every Card has Connected Data Tabs and Trays
• Connections are accessible by clicking on the connected data tabs on the side of every card.
• Selecting a tab opens to provide high level details.
• Selecting one of the links listed on the connected data tray opens the linked card.
• If there are more items listed than space on the tray, scroll tab arrows appear.
PRACTICE
Scroll Tabs Arrows
Your Turn:
Connected Data1. Open a card.
2. Click on the black connected data tab on the right side of the card. 3. Select something listed on the
connected data tray. 4. It opens the “linked” card.
1.
There are many ways to view the same data on any Card.
Minimized
Summary View
List View
Detail View
Spreadsheet View
Visualization View
PRACTICE
1.
Search and Universal Search - Make Finding Data Easy
Your Turn: Using Search
1. Type a search term into the box at the top of the card.
2. Click on the Enter button.
3. Total results will update and display in the card.
4. If you use a filtered card, the results will match your applied filters.
Your Turn: Using Universal Search
1. Hover over the magnifying glass at the bottom right of the dashboard until a search bar appears. Enter a topic. 2. A listing of the results is grouped by Card Type.
3. Universal search brings back results from all card types but lists only three.
4. Click ‘show all’ to generate the entire results for a particular card category.
1.
Understanding Real Time Updates
Real Time Updates notify you when a recent change has taken place.
25
Your Turn: Viewing Real Time Updates1. Make changes to a Requests card. 2. Save and refresh your browser.
3. Note the black number notification at the top of the Detail View.
4. Also note that a red circled number notification appears on the card icon at the bottom of the page on the dashboard. 5. Click on the notification at the top of the
card to update.
6. A orange bar appears next in the List View to indicate which record has changed. 7. A green bar indicates the record you are
currently viewing.
1.
Monitoring History and Sent Emails
History, located at the bottom of each card, reflects all the major changes made to the card since its inception.
Email and Alert Communication holds copies of all the emails that were sent from the system.
Your Turn: Monitoring Emails
1. Move a request through the process. 2. Reject the request.
3. An email is sent when the application is received or denied or when the application is sent back to the grantee.
4. Scroll to the Email and Alerts Communications section. A copy of the email is viewable by clicking the email link.
PRACTICE
Your Turn: Monitoring History 1. Make changes to a Requests card. 2. Save your changes.
3. Refresh your screen.
4. Click on the ‘Show History’ link at the bottom of the card in the History section.
5. Your changes are noted, along with your name and a timestamp.
1.
What is a Workflow?
Fluxx automates the entire grant lifecycle, from
initial request through grant approval and reporting.
The submission and processing of grant requests, as well
as the ability to track and monitor grants throughout their
lifecycle, has never been easier.
Workflows reflect the current position of any given grant
request along the grant journey. Internal staff members are
able to move a request forward, backward, or reject the
entry. A staff member can only respond to a grant request
when he or she has been credentialed to do so.
Clicking on the Status bar (the green arrow on the right
Your Turn: Viewing Your Workflow
1. Click on the green arrow at the end of the yellow Status bar. 2. Your current workflow state will have a white background in
contrast to the other workflow states that have a gray background.
1.
What is a role?
29
Roles determine what a user can or cannot
do within each workflow state.
Roles and Program(s) are assigned on the User card.
Program(s) limit a user’s role to the program assigned, unless
a user has been assigned “all programs.”
A role and program must be assigned to a user or else they
will not be able to take any action in the system.
The green “action” button appears (or does not appear)
depending on the user’s role at each workflow state.
When an action button appears on a card, it signals that the
user has both the proper role and program permissions at
that step in the workflow.
Select a Program
Your Turn: Adding a Role (usually Admin user)
1. In a People card, scroll down to Roles and click ‘add role.’ 2. On the popup screen, select a role from the Role dropdown. 3. Select a program from the Program dropdown.
4. Click ‘CREATE ROLE USER.’
Select a Role
PRACTICE
1.
Function of a Registration Card
31
A registration card ensures that the applicant matches your basic grant guidelines.
The registration process adds the organization and the person to your database and establishes proper relationships.
Your Turn: Working with a Registration Card 1. Click on a Letter of Inquiry card to open it. 2. “Connect” a Main Contact.
3. “Connect” an Organization.
4. If the person or organization has a record in the system, the modal will indicate SHOW MATCHES.
5. If the person or organization does not have record in the system, enter CREATE NEW PERSON or CREATE NEW ORG. 6. Search for their People and Organization card in the system.
1.
Creating a New Request or Accessing a Previous Request
New requests can be created by clicking on the “quick add”
blue icons at the bottom of the screen.
Your Turn: Creating a New Request
1. Select the request theme (i.e., Grant, DPE) you would like to create. 2. The Requests card appears.
3. Complete the required fields and click ‘Save’.
4. Note: Every “theme” has a separate clickable link in the modal that appears.
Your Turn: Accessing a Previous Request
1. Click the ‘Add Card’ plus button at the bottom of the Fluxx dashboard. 2. Select the ‘Requests’ link, under Grants Management.
3. The card appears in a list view with all cards of that type.
Use the Add Card Menu list to access all cards of that type (such as accessing a Request card).
33
1.
A Request Card
Requests Cards
• Displays tags and coding for reporting purposes;
• Lists key dates, such as start and end dates and reports and
payment dates and conditions;
• Contains all budgeting and financial information;
• Enforces rights and privileges so only team members with the
proper authority can advance, send back, or reject requests;
• And much more!
Your Turn: Working with a Requests Card
1. Open a Requests card.
2. Select one request and note the appearance of one or more green action buttons and the edit button.
3. The appearance of buttons indicates the user has the right to make edits, to move the request forward in the workflow, or to send it back for further review. The buttons may also give the user the right to reject the request.
1.
Assigning a Funding Source
Funding sources indicate where the money granted by the foundation is coming from.
Many foundations have multiple funding sources.
PRACTICE
Your Turn: Adding a Funding Source
1. Click on the Funding Sources component in the Requests card by clicking the green plus button to add the funding sources you are assigning to this request. 2. Add one or more funding sources.
1.
Assigning Reports and Payments
Reports and Payments cards are generated when a Request becomes a Grant.
Reporting requirements are specific to an organization but each report must be set up separately using the plus button next to
Request Report. Typical reports are Interim Reports and a Final Report.
Usually more than one payment is made to a grantee and each payment is set up separately by clicking the “add a payment” link. If a
payment is contingent on a report, the payment will be held until the required report has been turned in.
Your Turn: Assigning Reports
1. Click on the green plus sign next to Request Reports. 2. A modal will open.
3. Assign the Report Theme and the Due Date.
Your Turn: Assigning Payments
1. Click on the ‘add a payment’ link next to Payments. 2. A modal will open.
3. Assign the Amount due, Due Date, and Payment Details.
1.
Promoting a Request to Granted
37
Once a request gets approved for funding, the
Requests card information can be viewed on a
Grants card.
•
A Grants card displays information associated
with funding.
•
It supplies links to required reporting documents
and the details of payments and reporting.
•
A Grants card also provides data for visual
discovery.
PRACTICE
Your Turn: Accessing Payments the Reports from the Grants card. 1. Open a Grants card.
2. Click on a Connected Data Tab, such as the Payments/Transactions tab. 3. Click on one of the payment links on the Connected Data tray.
4. A Payments card opens. 5. View details.
1.
Once a request becomes a grant it can be
amended.
•
The Amend button at the bottom of the Grants
card open the Amend modal.
•
New Grant Start Date, New Grant End Date,
and New Amount Funded fields can be entered,
as necessary.
•
Additional Notes can also be added in the
modal.
Your Turn: Working with an Amendments Card 1. Open a Grants card.
2. Click on the Amend button in the bottom right of the card.
3. Add a New Start Date, New End Date, or New Amount Funded in the modal fields. 4. Enter text into the Additional Notes field.
5. Click ‘UPDATE GRANT REQUEST’.
6. A new Amendments card will appear in the Card Menu.
1.
Function of a Review Card
A Review card allows for a request to be sent to an external reviewer to evaluate and rate.
Your Turn: Add a Reviewer
1. On the Request card, assign a reviewer by clicking on the green ‘plus’ icon in the edit view of the reviewer’s section to open the “Request Reviewer Selector” component”.
2. Use the “Reviewer Status” drop down to choose at which workflow step the reviewer will review the proposal.
3. Select the assigned reviewers (in multi-select) or a “Reviewer group” in the dropdown or both. 4. Note: If you have more than one review cycle, you
must click the plus icon to add an additional reviewer cycle.
5. Follow the steps above to add an additional cycle.
1.
Review Evaluations
External Reviewer
External Reviewers must login to the Reviewer Portal to review requests.
In the Portal, reviewers evaluate the request and enter their own recommendation and comments for each request.
When a review is complete, the record of the evaluation ratings and comments are viewable on the Review card.
1.
Function of a Report Card
43
A Requirements card ensures monitoring of the grant's reporting requirements throughout the grant's lifecycle.
These cards display any specific reporting requirements and due dates and are tied to auto-generated emails, notifying the grantee of
important dates.
• A Requirements card displays any specific reporting requirements and due dates;
• It is tied to emails that go out automatically at 14 days before a report is due and again at 14 days after a report is overdue;
• It can include not only questions for the grantee but also evaluation questions for the internal staff (that remain private) on the impact, effectiveness, and success of the grant.
1.
Function of a Payments Card
45
Your Turn: Adding a Payment1. Go to the Add Card Menu and select Payments.
2. All payments are listed with the earliest one due at the top of the List View.
3. Open a Payments card.
4. Go to Edit and look at the Funding Sources.
5. The amount of the payment and the amount from the Funding Source(s) must both be entered before payment is complete.
6. If a payment is contingent on a report, you cannot make a payment. The status will remain “Contingent” until the report has an Approved Status.
7. Note: Email Alerts can be set up to notify the grantee that a payment has been made.
Payments cards allow complete monitoring of a grant's payments.
1.
Grant Data Archiving
Fluxx generates a snapshot of all requests, grants, and transactions in the system.
Your Turn: Creating a Grant Data Archive Card
1. A Grant Data Archive card will render and summarize the indicated report parameters.
2. Click ‘Edit’ to modify parameters.
3. To generate, click the ‘Create Reports’ button.
PRACTICE
1.
Function of an Organizations Card
Your Turn: Adding an Organization
1. Open an Organizations card (from the Add New menu). 2. Fill in the information.
3. Add a relationship to other users, using ‘link a user’.
4. Using the Relationships link, link to another projects or grants. 5. The relationships appear in a list on the Detail view of the card
and also are added to the Connected Data Tray under their Card type.
When a potential grantee registers through the Grantee Portal, an Organizations card is made automatically.
The Organizations card contains detailed information about an organization, such as any satellite offices, banking information, and the
grantee signatory.
There are times, however, when you will want to create new Organizations cards that reflect unregistered organizations.
1.
Function of a People Card
Step One
49
A People card displays information about the person, relationships to organizations,
and any request or grants associated with the person.
If you use a Registration form, all the relationships are added automatically.
There are times, however, when you will want to create new Organizations cards that reflect unregistered organizations.
Your Turn: Adding a People Card
1. Go to the New Card Menu and select a Person card and assign a Profile in Edit View and Update. (see, Step One). 2. Assign a Program and a Role in the add role modal. (see, Step Two).
3. Add a Relationship to the associated Organization. The organization name is set to Autofill but you must type the first few letters of the name and then pause for it to auto-populate under the field. (see, Step Three).
4. Click on ‘edit’ next to the CREATE RELATIONSHIP link and add a title for the person. (see, Step Three).
Step One
Step Two
Step Three
1.
Assigning a Group
A Group is a collection of people or organizations that can be categorized by type.
Grouping is a convenient way to filter by category. Typical Groups include Internal Reviewers, Donors, Media Liaisons, etc.
Your Turn: Adding a Group
1. Click the green plus button to see the dropdown of available Groups set up by your administrator.
2. Assign the person or organization to the appropriate group.
3. Internal reviewers are usually set up as a group based on their assigned role or program.
4. Filter on any Organizations or People card by group.
1.
Filtering Cards for Information
51
Filtering information on a card allows you to
sort the data by a variety of categories.
Filtering narrows down large numbers of records
by specific fields/responses, such as programs,
groups, funding source, amount, status, created
by, date range, date type, and organization.
For additional functionality, you can use Cross
Card Filters to access filters on a different card
type; for instance, filter for payment details from a
Payments card while you are on an Organizations
card.
Your Turn: Filtering Cards
1. Click on the action tab button at the top of the card. 2. Click on the wheel icon at the far right of the menu. 3. Select your criteria from the available fields.
4. Click the green save button. Your filtered results will display.
5. Edit the card title to reflect the filter by clicking on the title and deleting the old and replacing with the new.
1.
Using Smart Filter
Smart filters save you time when you want to apply the same filter to all cards (of the same-type).
To Smart Filter:
1. Filter several cards of the same type (i.e., request cards) by different
filter fields, such as programs (i.e., Network Grants, Community Grants,
and Local Grants), amount range, and program lead.
2. “Smart filter” is applied when you want to add an additional and
identical filter for all the cards at once, such as Status.
3. Select “Smart Filter” at the top of the screen to select a common field.
4. Save to activate the small filter.
5. Cards will filter all the current cards by the smart filter(s).
6. Turn off the filter after when you are through or it will continue to run in
the background.
1.
Creating and Sharing a Dashboard
Dashboards are a collection of filtered cards that provide access to data stored throughout the system
and are customized for each team member’s needs.
Your Turn: Sharing a Dashboard
1. Under the dashboard dropdown, select the ‘Manage’ link.
2. Select the dashboard you want to share and click the ‘Add as template’ link.
3. Enter a new name for the dashboard or keep the original name and then press ‘OK’.
4. The dashboard now appears under “New” as a selection choice for other users.
PRACTICE
Your Turn: Creating a Personal Dashboard 1. Fluxx opens to a blank “Default” dashboard.
2. Under the dashboard dropdown, select the ‘New’ link. 3. Select ‘New Blank Dashboard’ at the top of the list.
4. Enter a name for the dashboard in the field that opens and then press OK.
5. Add cards to your dashboard, filter your cards, and check ‘Lock Card’ at the top of the filtered card.
6. Rename the cards by clicking on the current title at the top of the card, deleting the existing title, typing a new name, and pressing ENTER on your keyboard.
7. Use “Manage” (where your personal dashboards reside) to rename or delete later.
1.
Sharing Cards allows you to collaborate with other users
by sharing any filtered cards with any other team
member.
Your Turn: Sharing Cards
1. Filter a card and then click on the Share Card link under the actions tab. 2. Select one person at a time in the dropdown box with whom you wish to
share this filtered card.
3. Every employee should be listed unless the dropdown is turned off on their People card.
4. Only one employee can be added at a time by clicking the plus icon.. 5. Add a description and save.
6. An email is sent, automatically alerting the members of the team of your “share”.
7. An alert also displays at the top of their screen to let them know they have a shared card waiting.
8. Recipients click on the link in the dropdown to add the card to their dashboard. The description from the sender displays.
Subscribing to a Card notifies you any time
that Card is edited.
This means an email will be sent when any change has been
made to any of the cards on your dashboard that you’ve
subscribed to.
Your Turn: Subscribing to Cards
1. Filter a card and then click on the Subscribe to Card icon. 2. Subscribing to a card notifies you when the cards you have filtered
change.
3. This means an email will be sent when a change has been made to any of the cards on your filtered deck.
4. To turn off, re-filter your cards so you have the same.
Important Notes: It is sometimes better to utilize the “Add Favorites” button to flag cards because Add as Favorite is easy to filter iby n the regular filter area. There is a checkbox for Add as Favorite.
1.
Full Screen - expands card to full screen
Restore to List View - restore card to previous position
Spreadsheet View - displays all fields on the card
Refresh View - refreshes card
Export to Excel - exports data to traditional spreadsheet
Conversion Funnel View - shows average days for grant steps
Share Card - allows sharing cards with other users
Standard Filter - filters cards by field, range, amount, etc.
Bulk Updates - updates field selected on all cards
Subscribe to Card - prompts emails to be sent when changes are made
Summary View - summary of averages on card
Visualization View - shows graphs driven by amount recommended
Map View - display list of cards by location and amounts
Actions Bar
The Actions Bar allows you to filter and view data in multiple ways.
1.
Exporting to Excel
Your Turn: Exporting to Excel 1. Click on the Actions Bar.
2. Filter for the information you want. 3. Update.
4. Return to the Actions Bar and select ‘Export to Excel’.
5. Check your download folder or, depending on your browser settings, wait for the file to open.
Any data from any card can be
exported to Excel.
An Export to Excel rendering displays all the
data on the cards selected, in a spreadsheet
format.
Each row is a different record and each
column is a different field from the card. For
example:
1.
Using Signals
Signals are two-way communication between users.
Step Two
Step One
Step Three
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Your Turn: Sending a Signal
1. Click on the yellow note, with a green plus sign, that is next to a field. 2. A comment box opens to add your message. (See Step One) 3. Click CREATE POST.
4. The green plus disappears and is ready for a response. 5. Return to your note to edit or delete it.
6. Open a note from another user. (See Step Two) 7. You can edit, reply, add file, or unfollow. 8. Add your response in the field at the top.
It expands if you need more space. 9. Save.
10. Open again and see the conversation. (See Step Three).
11. When there is text present in the signal field, the plus icon will disappear from the signal icon on the page.
1.
Using Notes
Your Turn: Creating a Note
1. Click on the green plus sign next to Notes to create a Note.
2. Understand that all Notes are public by default and appear in the Notes section. 3. Click ‘Make this note private’ if you don’t want it to be viewed by other user. 4. To edit, hover over the text in the note and an edit icon appears.
5. To add a note to the records, type your comment in the text box. 6. Notes can only be modified by you or by an administrator.
7. To delete, hover over the text in the note and a red delete icon appears.
Notes are one-way comments meant to be permanent (usually due diligence related) but can be made private.
PRACTICE
1.
Using Add as Favorite Flag
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Using “Add as a Favorite” is a way to flag individual cards.
The advantage of flagging cards as “favorites” is the ability to filter by “Marked as Favorite”.
Your Turn: Adding a Favorite
1. Click the ‘Add as Favorite’ button at the bottom of the card to flag one or more cards. 2. What is convenient is that you can find all you favorites by checking the filter checkbox,
“Marked as Favorite” available in every card type.
3. To unmark a flag setting, click ‘Remove from Favorites’ at the bottom of the card.
1.
Ad Hoc Email Archive Component
Use the Email Archive Components to activate your email program and send an email directly from a card to a customer.
A copy of the email will automatically archive on the record that it was sent from.
PRACTICE
Your Turn: Email from a Record:
1. Click on the envelope icon next to Ad Hoc Emails.
2. This opens your default email program.
3. The “To” field is already filled in (do not change the address).
4. Code appears in the body of the email that tracks it back to the card you are on. If code is
removed/modified, email will not be attached to the card.
5. Add the customer’s email address in the “To” field and include a subject in the Subject line.
6. Add your email content above the line of code.
7. A record of your email appears on the record.
8. Emails can be deleted with the red delete icon.
[email protected] Please send your budget summary. [email protected] Thanks.
1.
Document Component
Documents can be uploaded into the Request Documents section (documents specific to the request) or into the
Organizations document section (documents specific to the organization).
If a document type is available in the dropdown, select the type.
Your Turn: Uploading a Document
1. Click on the green plus sign in the Request Documents section. 2. Drag-and-drop a document into the component or click
the Add files button at the bottom. 3. Click ‘Start upload’.
4. If a Document Type is required, select the type in the dropdown.
5. When complete, a green icon appears under Status. 6. If you hover over the document link, the preview and
delete icons appear. 7. “X” out of the modal.
1.
Generating Letters and Templates
Printablebutton
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PRACTICE
Document templates (designed at a previous date) can be
generated at-will or triggered to appear at a certain workflow
step.
Preview
Edit
Delete
Your Turn: Generating Templates
1. Click on the Ad Hoc blue icon to open up the dropdown.
2. Select the document you want to generate.
3. The document appears as a link in the document list.
4. Click on the link to generate the document.
5. If you hover over the document link, the preview, edit, and delete icons appear.
6. Click Printable to print a copy or to save as a PDF.
1.
Using Live Reports
Live Reports automatically filter the data according to specific subsets.
PRACTICE
Your Turn: Generating a Live Report
1. Click on the ‘Live Reports’ (shown in the black bar at the top of the screen).
2. The Live Reports menu appears in a pop-up and includes default reports, that appear automatically, and any custom reports that have been designed for your organization.
3. Select the report from the scrolling list by clicking on the arrow to its right.
4. On the next window define the criteria by which to run the report (each one may be slightly different depending on the content). 5. Click on ‘View Document’ to run the report.
6. The report will automatically download to your computer in the preset format (i.e., Excel or as a bar chart).
Important Note:
The Content Generator report is used for bulk generation.
1.
Alert Detail Report & Alert Summary Report by Date Detailed list of alert emails and/or summary of emails by date
Amendment & Extension Report List of grants where amendment/extension updates to end-‐date or amount have been entered
Budget Overview Chart (Monthly Tracker) Data visualization to track monthly budgeting and grant throughput (Bar Chart)
Budget Overview Chart (by Initiative) View current status of each allocation: amount spent, amount in the pipeline and amount allocated (Bar Chart) Budget Overview Chart (by Program) Summary bar chart to show each Programs investment by Fiscal Year -‐ displaying budget allocation, pipeline,
commitments, and payments (Bar Chart)
Commitment Report Grant listing of funds committed, by Organization and by Initiative. (Excel Table)
Content Generator Aggregates document template into one PDF for viewing and printing requirements (HTML/PDF)
Continuity Report Continuity Report by Funding Source (Excel Report)
Fluxx System Glossary Exports Excel file that lists all field names and descriptions by card type
Funding Source Report Detailed list of Funding Source Allocations with Programs/Initiatives (Excel Report)
Payment Transaction Report Detailed list of payment transaction details and check/wire information (Excel Report)Program
Pipeline report Grant listing of pipeline request, by Program/Initiative. (Excel Table)
Reports/Requirements Due, by Date or Staff Detailed listing of all Reports by Due Dates and Program Lead/Staff (Excel Report)
Request and Grants -‐ Detailed Commitment Report Detailed grant listing of Program/Initiative spending — by Budget, Pipeline, Commit, and Paid. (Excel Report)
User Detail Report Detailed list of users by their profile
Reviewer Export Report External Reviewer Export (Excel Table)
Reviewer Feedback Report External Reviewer Feedback by Grant Report (Excel Table) Grant
1.
Moderator Function, if applicable
PRACTICE
Select Organization in Dropdown
Click on Create New Button to Add User
Your Turn: Moderator
1. Assign a person in the organization to the moderator role on the People card. 2. Login to the Portal and on the Navigation bar at the left top switch the filter from “all”
organizations to the organization you want to moderate.
3. Click on the link under the People Icon (blue icon). This opens a page listing all the people currently listed as grantees for the organization your have the moderator role. Note: Your personal profile will also be listed here.
4. Click on the name of the person you want to moderate. The card opens in detail view. 5. Click on the edit button at the top of the user’s page to access the content.
6. Update the content and save, or archive the person by un-checking the “Active” status checkbox at the top.
7. To create a new user, select the grantee organization in the dropdown at the top of the page.
Moderator has rights to edit the Organization card, Modify the
Request card, and create, edit, or archive a People card.
1.
Copy Function, if applicable
A Grantee can can make a copy of his/her request.
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Your Turn: Copy a Request or a Grant card1. Click on the “Copy This Request” button to create a copy of the record. 2. The form opens in edit mode with the fields filled in.
3. Edit this copy.
4. Save before exiting to save it in the system; otherwise, it will be lost.
