Alias

The alternate name assigned to some form fields so they are easily identifiable when calculations or average scoring is set up.

Award Cycle/Cycle

The name of the structure in Next that has specific and independent dates, forms, workflow, awards, and reporting.

Conditional Logic

When building a form, conditional logic is a term used to describe rules applied to responses on single-select or multi-select form fields; additional form fields display based on the defined conditional logic rules.

Data View

Data View in Next refers to the areas of the program where the intake forms, review feedback, and award information is viewed.  The data views can be customized to show various forms and/or form fields, and filtered by things like status and progress.  

Default Cycle

The name of the award cycle pre-built into every program. The Default Cycle can be fully customized.

External Review

An external review is an assessment of an application or submission by an outside third-party, or individual, who is not part of the program’s administrative team.

Filtering

Filtering in Nextis a method of sorting records to display only those that meet designated criteria.  

Intake Round 1

The name of the first part of the workflow pre-built into every program.  Intake rounds can each have their own deadline for submissions, as well as an Intake form for that specific intake round.

Internal Review

An internal review is an assessment of an application or submission by an individual who is part of the program’s administrative team.

 

Member Types

This section defines the types of member roles that are included in the program.  The Program Owner can also be reassigned on this screen by a current Program Owner or by an Organization Owner.

Node

A node is an element or step within the Workflow Builder of a program cycle.  It can either be designated as an Intake Round or as a Review Round.

Organization

1. An Organization as an administrator is the owner of the programs the host organization runs within Next.
2. An Organization as an applicant refers to entities that are applying to a program, typically a grant program. 

Organization Level (*only visible to the Program Owner role)

The first level or screen that is visible upon logging on and entering Next is the Organization Level. Accessible from this level:

• About Us: A statement or paragraph giving more detail about the organization.
• Programs: Where all of the individual programs and their corresponding program information is found.
• *Organization Members: A listing of all administrative members throughout all programs for the organization.
• *Participant Network: A listing of all registered applicants detailing when their profile was created and how many applications they have submitted.
• *Organization Settings: Provides access to:
  • Applicant Profiles
    • The Profile Form for individuals.
    • The Profile Form for organizations.
  • A listing of identity providers.
  • An audit log of all activity within the organization in Next.

Program

A program in Next refers to a specific cycle or a collection of cycles of content that fulfills a specific purpose.  

Program Level

Each program within an organization has its own set of award cycles, information, settings, and members.  It is within the program level that things like intake information, forms, review rounds, award cycles, and program members can be set up and assigned.

Program Manager

A role that is assigned to individuals who should have access to all information and features in the program’s portal including the program’s settings.  The only functions they cannot access are starting the review process, making the final award decision, and changing the program’s owner.

Program Members section after opening a program

A list of all invited and active members of a program.  The Program Members section is also where new members are invited into the program or obsolete members are removed.

Program Settings

This area provides access to program-specific configurations, including the Member Types section, program cycles, and their related workflows and elements.

Program Setup

Located within Program Settings, Program Setup is the starting point when setting up any program.  Here, main elements of the program are defined including: the program name, description, program type, the program’s URL, and setting up all program award names.

Program Staff

A role that is assigned to individuals who should have access to all information and features in the program’s portal EXCEPT the program’s settings.

Publish

After a program cycle is built and fully tested, it is ready to be published live to applicants.  Once a program cycle is published, it will show on the host organization’s list of programs.  Changes or edits to the program cycle will have some limitations after publishing, which is why thorough testing in Test Mode is highly recommended.

Review Assignment

When an application package has been designated to one or more reviewers to assess. 

Round

A round in Next is a stage in a program’s process that includes all the actions that must be completed during the stage.  Common examples:

• An Intake Round refers to a stage where information is submitted by candidates and collected in a program.  The round could include completing an application, providing letters of recommendation, and submitting an essay.
• A Review Round refers to a stage where submissions are examined and assessed.  Part of a review round could include collecting feedback from external reviewers, as well as an internal review by administrators.

Test Mode

After a program cycle has been built, putting it into Test Mode allows for the full testing of all aspects of the program cycle before it is made live to applicants.  When in test mode, the program cycle has a test URL, but the program will not show on the host organization’s list of programs.  It is highly recommended all program cycles be thoroughly tested before publishing.

Trigger Conditions

An action or moment in a program cycle’s workflow that when occurs, causes another function to execute automatically.  For example, an applicant submitting their completed intake form could trigger an automatic email to the applicant confirming the submission. 

Unpublish

Taking a live program cycle offline to make limited edits or changes.  Limitations to edits when a program has been published then unpublished include:

• Edits to eligibility cannot be made.
• Intake form questions/fields cannot be deleted, but they can be hidden, if needed.
• The intake form end date is editable, but the time zone is not.
• The workflow cannot be edited.

Void an Award 

Voiding permanently cancels an award. The award status changes to "Voided" and funds return to your program's available amount. The applicant is not notified when an award is voided. 

Void is available in two situations, each covered in a separate article:

• During the approvals process: If an award is "In Review" or "Approved" but hasn't been sent to the recipient yet. See ➡️ How to Void an Award in the Approvals Process.
   
• After an award is reversed or declined (when "Allow Re-Awarding" is enabled in the cycle): If you've reversed an award offer or an applicant declined an award and you don't want to re-offer it. See ➡️ How to Void a "Reversed" Award. 

Workflow Builder

The area within a program cycle where rounds of activity are created and defined. Only intake rounds or review rounds can be added to the Workflow Builder.