Organization contacts to be able to edit other contacts in their organization. Including adding, deleting and changing contacts
It is very burdensome for us to have to edit all of our organization contacts for our grantees. We have over 200 organizations and they are constantly changing administrative contacts, people who work in their grant offices, etc. It would get great if an organization would be able to edit their own contacts so we did not have to worry about keeping everyone up to date.
Thank you for weighing in on the other side of this suggestions.
Do you want to control adding people OR if there was an email to the site administrator when a change was made would this be helpful in your situation?
As a funder, I should not have to be responsible for keeping organization contact info up to date - how can individuals add themselves to organizations or update their own organization records?
Hello. We have had at least one instance of someone overwriting a previous user. We would very much like to see a warning at the very least, if not an option to block updating a user name.
Mary Giraulo commented
This has been suggested in the past. I would like to see the name frozen, so that they can't change it.
Karin, I like your "stronger" language better. It is more clearly stated. Thanks! So where do you have this message added to your site? Is it located at the top of a user's profile page? This would be helpful in the mean time.
Karin Gerstenhaber commented
I totally agree! This creates such a mess and loss of historical information. At a recent user group, Sammi suggested we contact support to have such a message added to our site which I have done.I used slightly stronger language: ‘In the event of a staff change, please call our office to create a new user profile. Please do not edit existing information even if the person is no longer affiliated with your organization.'
The next step would be a pop-up as you suggested so that it is automatic within GLM.
This would be very helpful to us as well!
I would like to see a pop-up message when a contact tries to change their name or email to a new name or email with a warning message that says something like, "Are you sure you want to change your name? If you are attempting to create a new user, please contact us first." We have had a couple of instances where rather than creating a new contact for their organization, the user changes the name and email for the old contact to the new contact's name. This, in turn, replaces the contact's name for all of the previous historical grants to the new contact's name. We would like for the historical grants to remain associated with the original applicant.
Mariah Williams commented
Ultimately, when the relationship manager on a grantee side changes hands, we want to know. It helps us provide appropriate training to them, touch base with them, build a relationship with them, and we can keep track of who is who. I don't like the workload it creates to have to be manually adding people all the time, but if we can't keep track of the changeovers in a meaningful way I think it could have an adverse effect on our ability to serve our partners.
I don't think an email notice would be helpful, personally. I get GLM email overload with over 500 active grants at any given time that are constantly changing their organization information and submitting things. I think this notice would get lost if it were an email. Perhaps a notice in GLM itself when you opened the organization? Or it appeared in the Organization Summary in some obvious way?
Mariah Williams commented
If this goes into place I would like to see it as an opt-in feature. We like to know when folks turn over, so it is helpful for us to work with them to make these changes.
David Borocz-Johnson commented
I second this! It would be a huge help and save both funder and applicants time. It could be like a "Applicant-Administrator" role, with editing abilities within their org only, OR perhaps the primary contact could be given those abilities instead of creating a new role.
Pretty sure this is a feature you can ask support to turn on
Kelli King-Jackson commented
We agree! As the Baby Boomers begin retiring we are having increased leadership changes in our organizations. It would save us significant time if the applicant can see that the primary contact (for our grantees this is the ED) is out of date. Since the applicant cannot see that the info is out of date we end up manually having to update info from our end.
Heidi Talbott commented
Instead of making the grantees contact us to add a new contact to their organization it would be nice if they could just add the new person themselves.
Chris Dahl commented
First - we're trying to make a number of incremental improvements across the board. Second, I agree with the suggestion. Our first - and in my mind, more important step - is to capture more information regarding changes to organization information, so that it is more readily available to administrators. Once we can do this, we'll be looking at additional options for applicants to update organization information (primary contact, creating contacts, etc.).
Thanks for the discussion,
Lisa Lynde commented
I agree. It would be nice if applicants can change the primary contact.
Jan Salter commented
I think this is a good idea.
Mary Giraulo commented
So, now that applicants can correct their organization information (thank you Foundant!), there is one other item that applicants contact us about - in the same vein - correcting the primary contact selection. This is probably a different story technologically since it's a radio button selection and in a separate place than the organization info... but it would be nice if applicants could change this as well, causing an email update to come to administrators. To be turned on/off by foundation, of course.