Account Registration & Login

Account Registration & Login – External Users

The Account Registration feature allows an external person to register for an account to access eGrantsPlus from the Login screen. There are three types of external accounts that can be created:

• Organization Applicant User Account: An organization (represented by a person) that will apply for financial assistance in the system. Prior to being able to create applications as an organization applicant, the organization record must be verified. The steps for organization verification are explained later in the document.

· Individual Applicant User Account: A person who will apply for financial assistance as an individual and not as a member of an organization.

· External Review User Account: A person who will participate as a reviewer in the funding process but who is not a member of the granting organization.

Account registration, regardless of applicant type, begins on the Login screen by clicking the ‘here’ link in the Click here to register for an account phrase.

The account registration screens will guide the user through the account creation process. The process for each type of applicant is described on the following pages.

Register for Account as Organization Applicant

Select the Organization Applicant type and enter the text string that is shown on the “captcha” image. This security measure helps to combat automated attacks on the system. If the image cannot be clearly read, click on the Refresh Image button to get a new image.

Click the Continue button. The Check for Existing Organization screen is displayed. The organization name and either EIN or DUNS must be entered.

Click the Search button after entering the data. The information entered will be compared against the existing verified organizations to determine a match. If there are no existing verified organizations under the organization name and EIN or DUNS, the user will be prompted to create a new organization.

Click the Create New Organization button and enter the organization information. Required items are indicated via a red asterisk.

Click the Update Applicant button. The user will be prompted to enter personal information.

Click the Continue button. The user will be prompted to enter the account information. The password is case sensitive. The password policy is displayed to provide guidelines for creating a password and the answers to the security questions are used in the event a user forgets their password. The user may select which security questions are assigned to their profile from the list of available active security questions. The password policy and security questions are specific to each client’s configuration.

Click the Continue button and the following message is received.

The user requesting the account will receive an Activation email sent to the email entered on the personal information screen. The user must click on the Activation link in the email prior to being able to login to eGrantsPlus. This email confirms the email address entered is indeed valid for the user requesting the account. See the screenshot below.

The following message is displayed once the activation URL is clicked.

Activation URLs are set to expire after 10 days. If the user has not activated their account prior to the expiration of the URL, they will see the following message and will need to re-apply for an account:

The user will receive a second email providing information to login to eGrantsPlus.

At this point, the user is now able to successfully login, but will not be able to create an application until their organization has been verified by staff. They will be able to update their profile and change their password, if necessary, prior to organization verification. Once staff has verified the organization, the user will be able to create applications under their organization.

Organization Verification

Newly created organizations (through the registration process) must be verified prior to creating applications against them. The verification process requires the staff person to search for the organizations record by using the Find/Create Organizations sub-menu item under the Administration à Account Administration à Find/Create Organizations.

The organization record will be in a status of Unverified. The organization in the following screenshot is Unverified.

Clicking the Unverified link will display the following screen, if there are no existing similar verified organizations. The button reads Add This Organization and clicking it would verify the organization and change the status to Active.

If there were existing verified organizations – for example, a future organization similar in all but name for the recently verified organization, the following screenshot would display. The name, DUNS, EIN, phone, fax, and email of the new organization are shown at the top of the screen. The comparable information, if applicable, for existing verified organizations is shown at the bottom of the screen. The staff person may click the organization name link at the bottom and the Use this Organization button to verify the organization.

Once verified, the organization status changes to Active and the staff user is returned to the home screen. It is at the point of organization verification that the user is automatically given the Grantee (GRTEE) role to permit application creation under the verified organization. The first person under the organization is designated as the organization’s administrator and automatically receives the Grantee Administrator (GRTAD) role.

Organization Match Found

In the event the search for the following information returned a match with an existing verified organization, the organization information would not need to be re-entered. The user would need to confirm the information displayed as their organization information.

Clicking the Confirm button will continue with the normal process of the user being prompted to enter personal information (see screenshot below). However, once the account is activated by clicking the URL in the activation email, the user will be able to immediately create applications under their organization. The organization has already been verified and the user automatically receives the Grantee (GRTEE) role.

Register for Account as Individual

Select the Individual Applicant type and enter the text string shown in the “captcha” image.

Click the Continue button to display the screen for entering personal information. At a minimum the user should populate all fields with a red asterisk.

Clicking the Continue button will allow the user to enter their account information and provide the answer to the security question(s). All elements of the password policy must be met when creating a password.

The following message is displayed once the Continue button is clicked. The user is also automatically given the Grantee (GRTEE) role, but will be unable to create applications until the account has been activated.

An email containing a link to activate the account is sent to the email address entered when completing the personal information screen to provide validity to the email address of the user requesting the account.

Clicking the activation link will display the following screen.

A second email will provide instructions for login.

When an individual account is requested, there is no organization verification necessary. Therefore, the user is able to login and create applications immediately after the activation link is clicked. See the following two screenshots.

Register for Account as Reviewer

Select the External Reviewer applicant type and enter the text string shown in the “captcha” image.

Click the Continue button to display the screen for entering the reviewer’s personal information. At a minimum the user should populate all fields with a red asterisk.

Clicking the Create Reviewer button will allow the user to enter their account information and provide the answer to the security question(s). All elements of the password policy must be met when creating a password.

The following message is displayed once the Continue button is clicked.

An email containing a link to activate the account is sent to the email address entered when completing the personal information screen to provide validity to the email address of the user requesting the account.

Clicking the activation URL in the email displays the following message.

A second email provides instructions for login. The user applying as an external reviewer must still adhere to the reviewer acceptance process. This registration process allows the user to obtain login credentials so they may continue entering the necessary information to apply as an external reviewer. Thus, the screen displayed upon login is the reviewer application.