SWG and WILD RFP

Submit a CBSF Application

Training tutorial: Create a pact

Walk through creating a pact and adding activities

Apply for funding

The following walks through the key steps to completing the FieldDoc portion of your application.

1

Create FieldDoc Account

To use FieldDoc, you must create an account within your organization of employment. All lead application organizations must have a FieldDoc account.

🌱 Learn More: Create Account

2

Navigate to the workspace of the lead applicant

Collaborators and technical service providers should create accounts within their own organizations, then be invited into the applicant organization’s workspace to help configure the Pact.

3

Create a Pact

A pact is like an envelope through which these records are shared.

• From the Home Page, click "Apply for Funding".

• Pact ID. Find the funding opportunity's unique Pact Code here.

• Pact Name. Your pact name must include your application's Easygrant ID and the Project Title as it appears in your application. Once a pact is created, you can create records and add programmatic metrics.

• Pact Description. This is an optional field where you can add information relevant to your proposal or notes for your team. It is visible to everyone who can see this pact.

4

Link Activity Records to the Pact

Activity Records capture the on-the-ground work that will be completed through the proposed funding. You can create new activity records in the pact or link existing records from your portfolio.

Activity records should include:

• A unique activity name

• Assign the Activity Type

• A footprint of the implementation location

• Run the Adapted CAST model to estimate sediment and nutrient load reductions

5

Calculate sediment and nutrient load reductions

Models must be manually run for each activity, they are not automatically calculated.

• Open the edit activity modal for a record.

• Navigate to the Models tab.

• Review the required inputs. Enter the input as instructed.

• Click Run.

6

Switch status to Submitted.

For Program Managers to review your FieldDoc data, you must submit the Pact by changing the status to "Submitted".

Follow any additional guidance provided in the RFP to complete your application.

Review your submission

• I have created a Pact within the correct funding opportunity RFP to which I am applying.

• The Recipient matches the lead applicant organization in the application.

• The Pact Name includes the grant application ID.

• All ame matches my project proposal title and of proposed activities are linked to the Pact.

• I have calculated the sediment and nutrient load reductions for each record.

Final submission steps

• Do you need to upload a pdf of FieldDoc to your application? FieldDoc does not have an in-app PDF converter. To create an uploadable file, please use your browser's print option or capture a screenshot of your Pact overview page to upload to your application.

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FAQs - Creating a proposal

Do I have to use FieldDoc for my Proposal?

2026 Small Watershed Grants: NFWF requires all applicants proposing to implement water quality improvement actions to utilize FieldDoc to calculate estimated load reductions. Those load reductions will be uploaded to the Easygrant application.

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2026 Chesapeake WILD: Are you proposing implementation of activities that will improve water quality? If yes, then you should use FieldDoc to calculate the sediment and nutrient load reductions. No other applicants need to use FieldDoc during the application stage.

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2026 Innovative Sediment & Nutrient Reduction: Please ask your Program Manager for specific guidance.

Which BMP should I select as my Activity Type?

The FieldDoc team cannot provide guidance on specific BMPs. If you are unsure which BMP to select, we recommend reaching out the the NFWF Field Liaisons, NFWF Program Managers, or reviewing CAST BMP Documentation.

What should the geometry represent?

Each Activity record must have corresponding geospatial component to represent the implementation footprint. You can use a point, line, or polygon to delineate your activity area.

• I know my implementation location. If the implementation area is known, please delineate the actual footprint to the best of your ability.

• I do not know my implementation location. If the implementation site has not yet been determined, use a point or polygon to indicate a general location. Make sure to indicate in your activity record name and description fields that this is a demonstration site. When running the model, input the estimated total extent value to calculate load reductions.

FieldDoc has options for how to delineate geometries to activity records.

1. If you have a .csv, shapefile, or GeoJSON file, use import. You can import a single geometry or batch import multiple geometries. Each row will create a new activity record.

2. Within the Activity record, navigate to the Edit Activity modal and select the Geometry tab and use FieldDoc's Map editor tools to delineate your point, line, or polygon within your activity record.

I don't think FieldDoc is providing an accurate model output for TN, TP, or TSS?

It is accurate. FieldDoc is using an Adaptive CAST efficiency table provided to us by the CAST modelers. If you do not agree with the outputs, you are welcome to clear the model inputs and enter in your own custom TN, TP, and TSS outputs within the Programmatic Metrics list!

How do I turn on the models?

Models do not run automatically. Open the Edit Activity modal and switch to the Run Model tab. Follow the prompts to input values into the required fields. Click run.

I don't know where I'm working yet. Do I need to put in geometry types?

At the application stage, you can use representative locations for your application if you have not yet chosen the implementation locations. Representative locations should look like a verifiable installation site. Do not use a large geometry that covers a large area to indicate where you are working.

Make sure to indicate in the activity name field that this is a representative site. If awarded funding, by the end of the period of performance your FieldDoc records must delineate actual installation sites for restoration work.

I want to use an alternative sediment and nutrient load reduction estimate. How do I associate those with my activity records?

You do not need to run the adapted CAST model for any of your activity records if you have alternative outputs that you would like to use. Once your activity record has been associated with the Pact, find the following programmatic metrics in the available list:

Total Nitrogen (custom)

Total Phosphorus (custom)

Total Suspended Solids (custom)

Enter in the values that you have calculated in the planned_value field. NFWF may ask that you provide the calculations to defend your alternative values. You can upload your calculation documentation to the Documents tab within the Activity record or Pact.

I have a technical service provider creating my proposal. How should we proceed?

FieldDoc is optimized for collaboration. The Pact must be owned by the organization that is submitting the proposal, which means that the organization submitting the proposal must have a FieldDoc account. Once the organization is in FieldDoc, the organization user can invite collaborators from outside of their organization to their workspace or to their Pact. We recommend that you invite your technical service provider to your workspace.

Once in the organization's workspace, any member of the workspace can create, edit, or delete records on behalf of that organization. The pact created within a workspace will be owned by that workspace. Technical service providers should not make pacts for their clients in the TSP's account.

Is my proposal ready to submit?

Here's a checklist to use to make sure you've followed the requirements.

• I have created a Pact within RFP to which I am applying.

• The organization name listed as the recipient on the Pact matches the lead applicant organization in Easygrants.

• The Pact name matches my Project Proposal Title and includes the Easygrants ID.

• Activity records have been linked to the Pact that represent the proposed activities that will be completed, if funded. Each activity record includes:

  • The programmatic metric planned_values in FieldDoc match those in Easygrants.

  • Geometries have been added for each activity record that delineate the implementation location or a representative site.

  • I have run the nutrient and sediment load reduction model.

• Hit submit.

FAQs - Sharing data to NFWF's Easygrant System

How do I create a PDF of my Pact?

FieldDoc does not have a PDF generation function. If you need to capture any views from FieldDoc, we recommend using your browser's print function and printing to pdf. Alternatively, capture the screen with a Print Screen command.

How do I convert geospatial exports from FieldDoc to import into Easygrants?

At the time that these FAQs were written, Easygrants only accepts shapefile imports. Because FieldDoc projects can include geospatial data in point, line, and polygon geometry types, we do not export data in the shapefile package. FieldDoc offers three geospatial files in the export package. The .csv, .GeoJSON, and Geopackage formats which allow for more analytical flexibility of extended use.

NFWF has created guidance on how to convert a FieldDoc GeoJSON files for use in Easygrants. If you require assistance in using the easygrants geospatial tools, please reach out to [e-mail] .

FAQs - Tracking Implementation

How do I replace representative records with my actual work?

You can create or link new activity records to your Pact at any time during your period of performance. Make sure to follow the activity configuration steps for any newly created records. You will also want to de-link or delete the representative records once you no longer use them.

TIP: It is better to create a new activity record than to try to update an existing record to reflect a changed location.

Do I need an activity record for every location where we conducted work?

Yes. The activity records in FieldDoc should represent on-the-ground installation locations. If you feel this is unachievable, reach out to your Program Officers for guidance.

Do I need to create records for my Match?

The activity records in your Pact and the programmatic metrics should align with the work that is documented in your Easygrant report.

How do I update the TN, TP, and TSS measurements?

The FieldDoc models that estimate the TN, TP, and TSS assume installation of the activity (BMP). Therefore, there is no way to track implementation progress on these modeled outcomes. Once you run the model, you are finished.

When do I need to use FieldDoc for implementation tracking?

SWG Tracking Implementation – Upon grant award, NFWF will require all projects submitted under this solicitation to utilize FieldDoc for tracking and reporting of on-the-ground conservation and restoration activities resulting from their grant project.

FAQs - System Updates and the impact on my project

FieldDoc 2.0 builds on the legacy FieldDoc platform that was in operation until November 2024. All of the data that was entered into the legacy system is preserved and accessible in FieldDoc 2.0. The following answer some common questions about the migration and platform update.

What is a Pact?

Legacy FieldDoc had limited functionality, automatically sharing all project data immediately with funders. This approach significantly restricted usability for our most important audience—on-the-ground restoration professionals.

In FieldDoc 2.0, we've redesigned the structure so organizations can build comprehensive portfolios of their nature-based activities and selectively share these records with funders. Organizations can now share the same records with multiple funders.

If your organization primarily uses FieldDoc to fulfill reporting requirements and you're familiar with the legacy system, you can continue using FieldDoc 2.0 similarly: create a Pact, then add activity records to that Pact.

The key point to remember is that only records attached to a Pact are visible to the Funding Program manager.

Why do I have a Project and a Pact with the same name?

When The Commons released FieldDoc 2.0, we ensured that all existing data was migrated into the new system and made available within the new data model structure. Because all activity records (formerly called practices) were initially created through Projects, and all Projects were associated with funding programs, we automatically created a Pact for each Project during migration.

If you have activity records that did not receive funding or were never intended for a funding application, you may now delete the associated Pact. The activity records and their project classifications will remain intact.

I created a new practice (now called activity record) in my Project. Why can't I add programmatic metrics?

Projects are no longer automatically shared with funding program managers. Projects no longer automatically include access to programmatic metrics. Therefore, in order to add programmatic metrics to an activity record, make sure to link the activity record to the correct Pact first. Once the activity record is linked, you can access the programmatic metrics and assign the correct ones to your activity.

How do I turn on the models?

In Legacy FieldDoc, models were automatically turned on for every practice. We have removed the automation to give users more autonomy over the data associated with their portfolio. To turn on models, in an activity record:

1. Open the Edit Activity modal

2. Assign an activity type,

3. Select the Models tab, enter the Unit Value

4. Click Save.

You can also turn off models by selecting the Clear button or Reset button.

I can't find a project that I used to be able to see. Where did it go?

If you cannot find a project that you used to have access you, then you need to reach out to your collaborators and ask for them to add you as a Workspace Collaborator.

Get updates

NFWF Chesapeake Bay Stewardship Fund

Visit the NFWF website to learn more about this program and its important work. https://www.nfwf.org/programs/chesapeake-bay-stewardship-fund

Program Contacts

Jake Reilly, Program Director

Oleksandr Faryga, Program Manager

Ragan Smith, Regional Program Coordinator

Victoria Moreno, Regional Program Coordinator