Install & Customize Grantee Reporting Module

This page covers:

Overview of Amp Impact Grantee Reporting Module

Organizations often utilize Salesforce Digital Experiences to allow grantees to submit regular grant reports directly in Amp Impact. Although organizational processes vary from one organization to the next, there are six basic steps for setting up grantee reporting in Digital Experiences:

Configure Experience Site Profiles, Permission Sets & Users

The personas for each organization will vary depending on their reporting processes and the stakeholders involved. Essentially, you have to start by creating Profiles for the relevant Experience Site access license types as well as the permission sets that will be assigned to the different user groups.

1. Profiles: You can review this Salesforce article to learn how to create new profiles. Once the new profile is created, scroll toward the bottom of the page to “Administrative Permissions” and mark the checkbox next to “API Enabled” as TRUE, and de-select all other checkboxes within “Administrative Permissions”.

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2. Permission Set(s): You can review this Salesforce article to learn how to clone existing permission sets to modify them for your use case or create a new permission set. The Permissions by Functional Area page provides configuration guidance by feature. Access and permission requirements vary greatly by organization and should be designed based on the use case.

3. Users: Users can be added to the Experience Site in different ways. Some organizations choose to set up a self-registration process while others control user provisioning internally (Salesforce Documentation). Most users already exist in the Experience Site to enable grant reporting since they were added when they initially applied for the grant. When creating Experience Site Users manually, here are a few gotchas to consider:

   1. Any Contact that should be enabled as an Experience Site user, should be associated with an Account record.

   2. The Owner of the Account must be associated with a role in the Role Hierarchy to enable Experience Site users.

   3. Profiles are assigned when the user is created but permission sets are added once the user is already created. Typically, the “Amp Impact Community” permission set is also assigned to allow access to the relevant Amp Impact objects.

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4. To allow Digital Experience users to download and export Performance Graphs successfully, an additional step is required for setup:

   1. Navigate to the Setup Interface and search for “CSP Trusted Sites” to add a “New Trusted Site”.

Set Up The Digital Experience Site & Object Pages

After setting up Digital Experience profiles, permission sets, and users, admins can now set up the Lightning Digital Experience using Lightning components. Salesforce offers extensive documentation on setting up Experience Cloud depending on your use case.

After configuring the Digital Experience, funders can set up Reporting Period records and invite grantees to report their results for specified time frames. Grantees can fill out reports including adding results, visualizing targets vs. results, narrative reporting, and financials. To learn more, view the Grantee Reporting User Guide. 

Set Up Reporting Periods

1. Click on User profile icon on the top-right corner. From the dropdown, select “Experience Builder”.

2. Click “Navigation Menu” button. Another popup will appear.

3. Click “+ Add Menu Item” button. 

4. Name Menu Item as “Reporting Period”, select Type as “Salesforce Object”, and select Object Type as “Reporting Period”. You can leave the Default List View at “Default”.

5. Click “Save Menu”.

6. Create a Reporting Period record page in the Digital Experience Builder. 

   1. Click the dropdown in the top left corner.

   2. Scroll to the bottom of the Picklist and click the “+ New Page” button. A pop-up will appear.

   3. Select “Object Pages”.

   4. Find and select “Reporting Period” in the list of Objects.

   5. Click “Create”. You will be navigated to the new Reporting Period Detail Page.

7. On the Reporting Period detail page, click on the “Components” icon on the left-hand navigation panel, as shown in the screenshot below.

8. Search for the “Tabs” component. Drag and drop it between the Record Banner and Content Footer. See below for a screenshot.

9. If desired, click “Preview” to review changes before clicking “Publish” to save.

Set Up Add Results

1. Navigate to Digital Experience Builder on Reporting Period object.

2. Click on the Tabs editor on the right-hand side and add a new tab. 

3. Click on the new tab and rename it to “Add Results”, as shown in the screenshot below.

4. Click “Save.”

5. Add a Visualforce Page component to the Add Results tab.

   1. Find the Visualforce Page component in the Custom Components section of the list, see the screenshot below. 

   2. Drag and drop the Visualforce Page component above the footer.

   3. A pop-up window will display on the right-hand side. Select AddResults from the dropdown for the Visualforce Page Name. All other fields should be left alone.

6. If desired, click “Preview” to review changes before clicking “Publish” to save.

Set Up Narrative Reporting

1. Ensure steps from Set Up Add Results have been completed.

2. Click on the Tabs editor on the right-hand side and add a new tab. 

3. Click on the new tab and rename it to “Narrative Reporting”. 

4. Click “Save” as shown below.

5. Add the SubmissionResponseForm component to the Narrative Reporting tab.

   1. Find the SubmissionResponseForm component in the Custom Components section of the list.

   2. Drag and drop the SubmissionResponseForm below the Record Detail component.

6. If desired, click “Preview” to review changes before clicking “Publish” to save.

Set Up Performance Graphs

1. Ensure steps from Set Up Add Results and Set Up Narrative Reporting have been completed.

2. Open up the tab editor, and click Add. Edit the tab name to “Performance Graphs”. 

3. Click “Save” as shown below. 

4. Add a Visualforce Page component to the Performance Graphs tab.

   1. Find the Visualforce Page component in the Custom Components section of the list.

   2. Drag and drop the Visualforce Page component above the footer.

   3. A pop-up will display on the right-hand side. Select Performance Graphs from the dropdown for the Visualforce Page Name. Leave all other fields same.

5. If desired, click “Preview” to review changes before clicking “Publish” to save.

Set Up Financial Reports

1. Navigate to Digital Experience Builder on Reporting Period object.

2. Click on the Tabs editor on the right-hand side and edit the name to “Financials”. 

3. Click “Save” as shown below.

4. Add the ‘Record Related List’ component to the Financials tab.

   1. Search for the Record Related List component in the Components section of the list.

   2. Drag and drop the Record Related List component where it says “Financials” in italics, right above the template footer.

5. If desired, click “Preview” to review changes before clicking “Publish” to save.

Activate The Digital Experience Site

After successfully setting up the Digital Experience with users, be sure to activate the Digital Experience and add Members to the site to ensure the right profiles are granted access. 

Set up Emails for Grantees to Access Reports

System administrators can configure an email alert to send grantees the link to a grant report according to the start and end dates.

Create an Email Template

1. Navigate to Setup, and search for Classic Email Templates using Quick Find.

2. Click on New Template, and refer to the screenshot below.

3. In Step 1, select Custom (without using Classic Letterhead), as shown in the screenshot below. 

4. In the Email Template Name, input ‘Remind Grantees to Report’. Template unique name should auto-populate to ‘Remind_Grantees_to_Report’. 

5. Input the subject line. 

6. Below is a suggested template, and users can additionally customize it per your organization’s needs. Be sure to specify Reporting Period and Community link using merge fields. 

7. The below text is for HTML formatting:

<p>Dear Grantee, </p>

<p>Please treat this mail as a reminder to submit your results and report for <b>reporting period: {!ampi__Reporting_Period__c.ampi__Label__c} </b></p>

<p>Please go to the following link to submit your report: 

https://sandbox-app-energy-6958-dev-ed-16cb293fa53.cs78.force.com/test/s/detail/{!ampi__Reporting_Period__c.Id} </p>

<p>If you are facing problems in accessing the above link, kindly contact system admin. </p>

<p>Regards, </p>

<p>Grant Maker</p>

8. Complete the plain text version of the HTML email.

9. Return to Setup.

10. Using Quick Find, navigate to Email Alerts.

11. Create an email alert using the email template and specify contacts (Salesforce/External) to whom the email should be sent, shown in the screenshot below.

12. Click Save.

Configure Email Automation

Now that the email template and alert are set up, system admins will need to configure the email trigger and automation, known as Process in Salesforce.

1. From Setup, navigate to Process Builder through Quick Find. 

2. Click New. A pop-up will appear.

3. Input “Send grantee report email” under Process Name. 

4. Under the dropdown, select that this process starts when “A record changes”. Click Save.

5. Right under start, click on + Add Object.

6. In the Object dropdown, select Reporting Period. Start the process “only when a new record is created”, as shown below.

7. From Reporting Period, set criteria for an action group as shown below.

8. Set the immediate action to follow if RP is created==’TRUE’.

9. Set up an email alert to notify grantees 10 days before a reporting period.

10. Using the Time Lapse feature of Process Builder, set the immediate action to Email Alerts using the dropdown.

11. In Action Name, input Remind Grantees to Report. The Email Alert name is Remind_Grantees_to_Report, as shown in the screenshot below.

Schedule the Email 

1. Ensure steps from Configure Email Automation have been completed. Remain in Process Builder.

2. Set a scheduled action to trigger the immediate action 10 days before the end of a Reporting Period.

3. Click Save.

4. Double-check that your process builder looks like the screenshot below.

5. Add another scheduled action for email trigger under the scheduled action, as shown below.

6. Click “Activate”.