Video Demonstration: Editing Your Organization Profile: Uploading Documents

This demonstration will show how to upload documents to Grants Portal.

There will be no audio in this demonstration.

Grants Portal Dashboard

Top menu

  • Left: Grants Portal logo
  • Right: 333 notifications, user account icon

Left Navigation menu:

  • My Organization Texas (000-25452-00)
  • My Tasks
  • Utilities
  • Resources
  • Intelligence

Body

  • Alert: Your organization has been assigned as the primary Grantee for one or more disasters and you may submit a Request for Public Assistance (RPA) to FEMA for any of your subrecipients. Click here to submit a RPA on behalf of your subrecipients.
  • Alert: your dashboard has no tiles! The Dashboard is a great place to put the Grants Portal data that you care about the most. The Dashboard is made up of tiles that display the most important info about a particular item or set of items in the system. Any time you fine data that you want to keep track of, click the Add to Your Favorites button at the top of the page or section – a tile will be created for that particular data.
  1. Select “My Organization” from the navigation menu.
    1. “My Organization” in the left navigation menu highlighted.
    2. The user selects and expands “My Organization.”
      • Organization Profile
      • Event PA requests
      • Projects • Damages
      • Work Orders
  2. Select “Organization Profile” under “My Organization” to load the “My Organization Profile” page.
    1. “Organization Profile” highlighted.
    2. The user selects “Organization Profile” and the “Organization Profile” page loads.

“My Organization Profile” Page

Header: My Organization Profile, Texas. DOWNLOAD button, EDIT button, Add to your favorites button.

  • General Information
    • STATE/TRIBE/Territory Texas
    • TYPE State Government
    • IS ACTIVE? Yes
    • FEMA PA CODE 00-25462-00
    • DUNS NUMBER --
  • Recipient Regions bar, MANAGE button
  • Subrecipient Organization Profile, MANAGE button (inactive)
  • Personnel bar, MANAGE button
  • Locations bar, MANAGE button
  • Counties with Facility bar, MANAGE button
  • Insurance Profile bar, UPLOAD INSURANCE DOCUMENT button, HELP button
  • Event PA Requests bar, REQUEST PUBLIC ASSISTANCE button
  • Documents bar, MANAGE button
  1. Find the “Documents” bar.
    1. “Documents” bar highlighted.
  2. Select the “Manage” button to the right of the bar to load the “Manage Documents” page.
    1. Manage Documents buttons highlighted.
    2. The user selects Manage Documents and the “Manage Documents” page loads.

“Manage Documents” Page

Header: Manage Documents, ADD DOCUMENT button, GO BACK button

  • Controls: Search field; Search Help; SHOW/HIDE COLUMNS button
  • Columns: Filename, Description, Size, Category, Upload Date, Uploaded By
  • Documents:
    • EDIT button, REMOVE button, Filename: Grants Manager Damage Import.xlsx, Description: Damage Inventory, Size: 8 KB, Category: Damage Inventory, Upload Date: 05/23/2018 09:40 AM EDT, Uploaded By: Rebecca Perini
    • EDIT button, REMOVE button, Filename: Hotline Script.docx, Description: script, Size: 11.6 KB, Category: General Documents, Upload Date: 05/23/2018 09:40 AM EDT, Uploaded By: Rebecca Perini
  • Navigation: 10 (entries per page dropdown), Showing 1 to 2 of 2 entries, Previous (inactive), 1, Next (inactive)
  1. To upload documents, select the “Add” button in the top right corner of the page.
    1. “Add Document” button highlighted.
    2. The user selects “Add Documents,” and the “Upload Organization Profile Documents” pop-up displays.

“Upload Organization Profile Documents” Pop-Up Window

  • Drag and drop a file here, or click here to select a file (drag-and-drop field/button)
  • Documents Pending Upload: To begin uploading a document, either drag and drop a file into the area above or click the area above to upload a file manually. Note: You may not upload the document to the Organization profile that matches an existing document with same document area.
  • Controls: Close, UPLOAD PENDING DOCUMENTS (inactive), CANCEL
  1. Select the “Upload Document” box to find the appropriate document from the “File Upload” pop-up window. You can also drag and drop a file into this box to upload it.
    1. Interactive file upload area selected.
    2. The “File Upload” pop-up displays.

 “File Upload” Pop-Up Window

  • Top menu: Back (inactive), Forward (inactive); Path: This PC > Desktop; Search Desktop text entry box; Organize dropdown list, New Folder
  • Left Navigation Menu: Desktop, Downloads, Documents, Pictures, DEVB02, Grants portal, Transcripts
  • Folder contents:
    • Name: Archive, Date modified: 5/23/2018
    • Name: Grants Manager Damage Import, Date modified: 5/23/2018
    • Name: Hotline Script, Date modified: 5/23/2018
    • Name: Union Pay Policy, Date modified: 5/23/2018
  • File name: Text entry box, All Files
  • Open (button)
  1. Select the document you would like to upload.
    1. “Union Pay Policy” highlighted.
    2. The user selects “Union Pay Policy.”
    3. “Union Pay Policy” populates the File name field.
  2. Select the “Open” button to upload the document.
    1. “Open” button highlighted.
    2. The user selects “Open,” and the “Process Document” pop-up appears.

“Process Document” Pop-Up Window

  • CAUTION: document will be uploaded to the Organization profile.
  • Filename: Union Pay Policy
  • Description: Text entry box
  • Category Filter (optional): All (drop-down list)
  • Category*: Select... (drop-down list)
  1. Select the text box next to “Description” and enter a description of the document.
    1. “Description” text entry box highlighted.
    2. “Pay Policy 2014-2018” is typed into the “Description” text box.
  2. Select the “Category Filter” drop-down list to apply a filter to the category and make it easier to search for the appropriate category.
    1. “Category Filter” drop-down list highlighted.
  3. Select the “Category” drop-down list and select the appropriate category for the document.
    1. “Category” drop-down list highlighted.
    2. The user scrolls down through the list and selects the category “Force Account Labor Pay Policy.”
  4. Select the “Save” button when finished adding all of the appropriate information for the document.
    1. “Save” button highlighted.
    2. The user selects “Save” and the “Upload Organization Profile Documents” pop-up reappears.

“Upload Organization Profile Documents” Pop-Up Window

New content:

  • Documents Pending Upload
  • Search text entry box, Search..., Search Help button
  • Columns: Filename, Description, Size, Category
  • Files: Filename: Union Pay Policy, Description: Pay Policy 2014-2018, Size: 11.6 KB, Category: Force Account Labor Pay Policy
  • Showing 1 of 1 entries
  • UPLOAD PENDING DOCUMENTS button now active
  1. If you would like to upload any more documents, repeat the same steps to add the documents into the “Pending Upload” queue.
    1. Interactive file upload area selected.
  2. When finished, select the “Upload Pending Documents” button to successfully upload any documents in the queue.
    1. “Upload Pending Documents” button highlighted.
    2. The user selects “Upload Pending Documents,” and the pop-up closes.

“Manage Documents” Page

New Content:

  • EDIT button, REMOVE button, Filename: Union Pay Policy, Description: Pay Policy 2014-2018, Size: 11.6 KB, Category: Force Account Labor Pay Policy, Upload Date: 05/23/2018 09:49 AM EDT, Uploaded By: Perini, Rebecca
  1. To edit documents, select the “Edit” button next to the corresponding document.
    1. Edit Hotline Script entry button selected.
    2. The user selects Edit Hotline Script, and the “Edit Document” pop-up displays.

“Edit Document” Pop-Up Window

Edit Document

  • Filename: hotline Script.docx
  • Description: script
  • Types: All (drop-down list)
  • Category: General Documents, remove category: General Documents button
  • Controls: Close, SAVE CHANGES, CANCEL
  1. 16. Select the text box next to “Filename” to edit the filename.
    1. Filename” text entry box highlighted.
    2. The user changes the filename from “Hotline Script.docx” to “Hotline Script 2.docx”.
  2. 17. Select the text box next to “Description” to edit the description of the document
    1. “Description” text entry box highlighted.
    2. The user changes the description “script” to “script for hotline calls”
  3. 18. Select the “Types” drop-down list and select the appropriate type for the document that was previously uploaded.
    1. “Types” drop-down list highlighted.
    2. The user selects “Additional Information” from the “Types” drop-down list.
  4. 19. Select the drop-down list next to “Category” and select the appropriate category for the document.
    1. “Category” drop-down list highlighted.
    2. The user selects “General/Miscellaneous Documents” from the “Category” drop-down list. The category is added.
  5. 20. Select the “X” next to inappropriate categories to delete them.
    1. Remove category: General Documents button highlighted.
    2. The user deletes the “General Documents” category.
  6. 21. Select the “Save Changes” button to finish editing the document.
    1. “Save Changes” button highlighted.
    2. The user selects “Save Changes,” and the pop-up closes.

“Manage Documents” Page

New content:

  • EDIT button, REMOVE button, Filename: Hotline Script 2.docx, Description: script for hotline calls, Size: 11.6 KB, Category: General/Miscellaneous Documents, Upload Date: 05/23/2018 09:40 AM EDT, Uploaded By: Rebecca Perini
  • Showing 1 to 3 of 3 entries
  1. To remove documents, select the “Remove” button next to the document you wish to remove.
    1. Remove Grants Manager Damage Import.docx button highlighted.
    2. The user selects the Remove Grants Manager Damage Import.docx button.

“Confirm Delete” Pop-Up Window

  • Are you sure you would like to remove this document?
  • Controls: YES, NO
  1. Select the “Yes” button in the pop-up window to confirm the deletion of the document.
    1. “Yes” button highlighted.
    2. The user selects “Yes,” and the pop-up closes.

“Manage Documents” Page

New content:

  • The Grants Manager Damage Import.docx entry has been deleted.
  • Showing 1 to 2 of 2 entries.
  1. You’ve completed the video demonstration on editing your organization profile by uploading documents to Grants Portal. Please close the video window to return to the course.

END OF DEMONSTRATION