Grant application tracking automation

**Purpose**

1. To monitor, manage, and update the status of all grant applications submitted or received by an adoption agency.
2. To send automated notifications for application status changes, deadlines, document requirements, and follow-ups to internal teams and applicants.
3. To centralize grant-related correspondence, ensuring compliance and timely response to funding opportunities.
4. To generate reports and analytics for management, auditing, and strategic planning.

**Trigger Conditions**

1. New grant application submission (form completed, email received, or CRM entry added).
2. Status change on an existing application (under review, approved, rejected).
3. Imminent deadlines for document submission or reporting.
4. Receipt of new correspondence from funders.
5. Updates from integrated funding databases or APIs.

**Platform Variants**

3.1 **Google Workspace – Google Sheets**
- Feature/Setting: Google Sheets API with triggers for new row (application) and updates to cells (status, deadlines).
- Sample Configuration: Configure trigger for “onEdit” event on application tracker sheet; send webhook when status changes.

3.2 **Microsoft Power Automate – SharePoint**
- Feature/Setting: SharePoint List with Power Automate flows handling item creation/updates.
- Sample Configuration: On new list item (grant application), trigger email and message to Microsoft Teams.

3.3 **Salesforce**
- Feature/Setting: Workflow Rules and Flows with Grant Application custom object.
- Sample Configuration: Auto-send update SMS/email to applicant on status change through Salesforce Flow.

3.4 **Airtable**
- Feature/Setting: Airtable Automations for “Record Created/Updated” in Grant Tracker base.
- Sample Configuration: Automatically email applicant and tag relevant staff.

3.5 **Monday.com**
- Feature/Setting: Board Automations for status changes and deadline reminders.
- Sample Configuration: Notify finance team via integration upon any ‘submitted’ status change.

3.6 **Trello**
- Feature/Setting: Butler Automation rules for new cards (applications) and due dates.
- Sample Configuration: Move card to “Review” list and comment to assigned reviewer when submitted.

3.7 **Jotform**
- Feature/Setting: Submission triggers and webhook integration on grant forms.
- Sample Configuration: Trigger workflow when a new grant form is submitted.

3.8 **Zapier**
- Feature/Setting: Multi-step zap connecting email, storage, and messaging on grant-related events.
- Sample Configuration: Email parsed for new grants; create Asana task, update Slack, file in Google Drive.

3.9 **Slack**
- Feature/Setting: Incoming Webhooks/API notification channels for grant updates.
- Sample Configuration: Post status change summary in #grants channel.

3.10 **SendGrid**
- Feature/Setting: Email API for sending templated status notifications and reminders.
- Sample Configuration: Email with dynamic fields sent on application status or deadline.

3.11 **Twilio**
- Feature/Setting: Programmable SMS API for applicant and staff notifications.
- Sample Configuration: SMS summary of status change to applicant and admin.

3.12 **DocuSign**
- Feature/Setting: Envelope event webhook for signed grant documents.
- Sample Configuration: Trigger step when document is completed/signed for internal processing.

3.13 **Dropbox**
- Feature/Setting: File upload API/webhook for new grant document storage.
- Sample Configuration: Place copy of application file in review folder and notify reviewer.

3.14 **Asana**
- Feature/Setting: Task creation and update webhook for grant workflow assignments.
- Sample Configuration: Auto-assign review/approval tasks upon grant submission.

3.15 **Google Calendar**
- Feature/Setting: Calendar API to create events and reminders for grant deadlines.
- Sample Configuration: Add event for each application deadline and notify stakeholders.

3.16 **Notion**
- Feature/Setting: Database page property change automation.
- Sample Configuration: Notify grant team when “Status” property changes.

3.17 **Mailchimp**
- Feature/Setting: Automated email campaign for periodic grant status updates.
- Sample Configuration: Weekly digest of open and upcoming grants to stakeholders.

3.18 **Pipedrive**
- Feature/Setting: Deal stage automation for grant pipelines.
- Sample Configuration: Move application to “Won/Lost” stage and trigger follow-up sequence.

3.19 **HubSpot**
- Feature/Setting: Workflows for contact and deal object related to grants.
- Sample Configuration: Enrollment trigger when grant-related property updates.

3.20 **Zoho CRM**
- Feature/Setting: Blueprint with automated actions on grant record status.
- Sample Configuration: Initiate notification or task creation on blueprint stage transitions.

3.21 **Smartsheet**
- Feature/Setting: Sheet change/workflow automation for grant status or due dates.
- Sample Configuration: Send update requests to responsible parties as status changes.

3.22 **Clio Manage**
- Feature/Setting: Task assignment and email automation upon grant intake.
- Sample Configuration: New intake triggers workflow; assign staff.

**Benefits**

1. Eliminates manual tracking and minimizes risk of missed deadlines or incomplete submissions.
2. Ensures all relevant parties are instantly aware of all grant application activity and status.
3. Provides auditable records, supporting funding compliance and reporting needs.
4. Frees staff for mission-critical, human-centric engagement in managing adoption processes.