Grant application and funding follow-up

Purpose

1.1. Automate the end-to-end workflow for grant application submission, document collection, and funding follow-up for aquariums, streamlining reporting and compliance with minimal manual intervention.
1.2. Automates grant eligibility checks, deadline reminders, data aggregation from internal departments, financial tracking, and post-award reporting.
1.3. Implements reminder and escalation notifications, automated matching of funding opportunities, auto-population of common application fields, and digital archiving of records.

Trigger Conditions

2.1. New grant opportunity detected in subscribed databases or email.
2.2. Grant application deadlines approaching based on calendar sync.
2.3. Submission status change in cloud document systems.
2.4. Receipt of fund award notification via email or web portal.
2.5. Requirement for periodic or final financial report submission.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Automated email fetch and SharePoint item creation—configure Flow email trigger for key grant keywords and SharePoint Create Item action.
3.2. Salesforce Nonprofit Cloud
• Feature/Setting: Automate Opportunity stage flows and Reminder Tasks for grant cycle using Process Builder.
3.3. DocuSign
• Feature/Setting: Automates document signature collection via DocuSign API “createEnvelope” endpoint.
3.4. Google Workspace
• Feature/Setting: Automate Drive folder creation and permissions with Apps Script triggers.
3.5. Monday.com
• Feature/Setting: Automate board pulses for each grant; Integromat webhook integration for deadline triggers.
3.6. Trello
• Feature/Setting: Automate card creation with Butler rule: “when email matches ‘grant’, create card in Grant Follow-up list.”
3.7. Slack
• Feature/Setting: Automated deadline reminders via Slack API “chat.postMessage” to funding team channel.
3.8. Google Calendar
• Feature/Setting: Automated event creation for grant milestones via Calendar API “events.insert”.
3.9. Zapier
• Feature/Setting: Automator set for “New Email → Add Row in Airtable” for grant tracking.
3.10. Jira
• Feature/Setting: Automate issue creation for tracking grant reporting tasks via REST API “/rest/api/2/issue”.
3.11. Airtable
• Feature/Setting: Automated form submissions populate grant tracking base; use Automations to notify for review.
3.12. Smartsheet
• Feature/Setting: Automate row creation in grant management sheet using Smartsheet API “rows.addRows”.
3.13. Asana
• Feature/Setting: Auto-task generation for application and reporting via API “/tasks” endpoint.
3.14. Freshdesk
• Feature/Setting: Automate support ticket creation on grant status queries with Freshdesk API “/api/v2/tickets”.
3.15. HubSpot
• Feature/Setting: Automate contact and deal tracking via Workflows and “Create Engagement” API.
3.16. Box
• Feature/Setting: Automate folder and permission set-up for grant files via Box API “folders.create”.
3.17. Mailchimp
• Feature/Setting: Automate funding opportunity broadcasts to research team via Campaign API.
3.18. Intercom
• Feature/Setting: Automate notification for grant updates using “messages.create” API endpoint.
3.19. QuickBooks Online
• Feature/Setting: Automate fund entry and reporting transactions via API “/v3/company/{companyId}/journalentry”.
3.20. Xero
• Feature/Setting: Automate financial report sync for grant allocation using Xero API “POST /Reports”.
3.21. AWS S3
• Feature/Setting: Automator uploads all supporting documents to secure bucket upon grant submission status update.
3.22. Dropbox
• Feature/Setting: Automate grant document collection folders per applicant via Dropbox API “/files/create_folder_v2”.

Benefits

4.1. End-to-end automation of grant workflow saves staff hours and reduces errors.
4.2. Automated triggers ensure no missed deadlines or unfiled reports.
4.3. Automation integrates multi-platform tools and keeps all stakeholders updated automatically.
4.4. Automates audit trail creation for compliance and transparency.
4.5. Automatable reminders, escalations, and archiving strengthen organizational resilience in recurring funding cycles.