Technical Service Providers - Grant Application Guide
Your guide to assisting a partner organization with an upcoming grant application in FieldDoc. Updated 04/2025
Last updated
Your guide to assisting a partner organization with an upcoming grant application in FieldDoc. Updated 04/2025
Last updated
There have been significant changes to the application workflow in FieldDoc 2.0. Whether you're reviewing data, entering activities, or guiding another team through their submission, it’s important to ensure that your FieldDoc setup is right from the start. We've put together this reference email to help you learn the new workflow, avoid common issues, and make sure data is correctly shared and reported.
What's changed?
Projects are not automatically shared with funder.
Modeled metrics no longer automatically turn on.
Import geospatial data to create new activity records, not halfway through the set up process.
Use Pact Codes to share your records with funders and assign programmatic metrics.
And more!
If you're collaborating across organizations, this guide is for you.
We recommend familiarizing yourself with the FieldDoc data model to best understand how the different components fit together.
Within an organization workspace, you can view your portfolio. The portfolio provides structure for your folders, much like Google Docs or your file manager does.
are the top-level organizing structure and should be used for organization programs. We do not recommend giving a project folder the same name as a grant application.
(formerly known as Sites) provide a sub-folder management. These can be used to organize groups of activities within a project.
records each represent a single, trackable restoration or conservation action. They serves as the core unit of nature-based work, capturing detailed information about what was done, where, when, and what outcomes are expected.
Activity records can be nested Project Folders > Sections > Activities. Use of the Project and Sections is not required and is available to support better organization.
Workspaces are only visible to the users who have access to that workspace. Collaborators can be invited to a workspace so that they can create records within that workspace.
To share data with funders, or other third parties, you must use Pacts. Pacts allow a third-party program manager to view the activity records and provide access to programmatic-metrics.
Activity records are the only portion of your workspace portfolio that can be shared via Pacts.
A single activity record can be shared to multiple pacts.
Make sure you use the Pact opportunity code for the correct funding opportunity.
The “Pact recipient” field is automatically set based on the workspace you're in. This field cannot be edited. Therefore, the Pact must be created within the workspace of the lead applicant—the organization applying for funding.
You will not enter the Start Date, End Date, Funding Amount, or Unique Identifier fields.
If you're applying for funding, follow these tips to get started:
When you are applying for funding, Do not create a project, create a Pact. Projects are now just an organizational folder within each organization’s portfolio. You must create a Pact.
Naming your Pact. The Pact name should match the name of the title used in your grant application. If you use any alternative, the program managers will not be able to align it with the correct application.
Remember to click submit. Funding program managers cannot view Draft pacts.
Uploading your Pact to a Grants Management System. FieldDoc does not have an in-app print report function. Use the browser’s file>print commands or take a screenshot of your Pact page (including the URL) to upload to another system.
Do not share any Project views, those are not visible to your funding program manager!
Records that you create in a Project are not visible to Program Managers until they are linked to the Pact. Programmatic metrics are not available to add to records until they are linked to a Pact.
There are two ways to create activity records in FieldDoc: manually (one by one) or by importing a file.
Only use the “+ create” button if you will be using the FieldDoc draw tools to delineate your activity footprint. Once you have created your activity record shell, open the “Edit Activity” modal via the upper right hand corner. You will add:
Use the Import File button if you have geospatial files on hand, whether you are importing them individually or in batch format.
With Import, you can create a single activity record or batch create up to 1,000 records.
Each user must create an account within their own organization in FieldDoc. However, if you are not the lead applicant for the grant, do not create any records or start a Pact in your own workspace.
If you're assisting another organization (e.g., a grantee or client), they must invite you to join their FieldDoc workspace. Once you've accepted the invitation, you can switch to their workspace using the workspace selector. From there, you can create a Pact and activity records on their behalf.
Only activity records that are created within the same workspace as the Pact can be linked to it. Make sure you are creating all project records, activities, and metrics from within the lead applicant’s workspace.
Pacts are the new way to share your activity record data for a specific funding opportunity in FieldDoc.
Finding your pact code. Each finding opportunity has a unique Pact code for this funding cycle. Check in the Help Doc for your code.
Activity records were formerly called practices. How you create these records and share your activity records to a funder has changed in FieldDoc 2.0. We recommend learning about the new setup, this will help you understand the changes to sharing with funders.
To save time and ensure your records are correctly linked, we recommend creating your first, then from the Pacts > Activities tab.
. Select what you are implementing via the standard list.
. Draw your activity footprint to indicate the location and extent of the installation using a point, line, or polygon.
. Calculate associated sediment and nutrient load reductions by entering the required fields. Models in FieldDoc don’t turn on by themselves. To use a model and see estimated environmental benefits, you'll need to manually activate it by completing the required input fields and running the calculator.
. Select programmatic metrics based on the funding program’s list and add planned values. These should match the work proposed in your grant application. Programmatic metrics only appear if you have linked your activity record to a Pact.
FieldDoc can import , , or , as long as the files meet the FieldDoc requirements.
Learn more:
If your funding application manager publicly shares the Pact code, you will find it in theRFP’s specific help documentation via the .
For more details, check out our expanded help center. For technical support, send an email . Remember that the support desk is open 9:00-5:00 Monday through Friday. Expect a 24 hour response time for your ticket.
