Screen a grant proposal in the Grants Proposal Playbook

  • Release version: Australia
  • Updated June 24, 2026
  • 3 minutes to read
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    Summary of Screen a grant proposal in the Grants Proposal Playbook

    The Grants Proposal Playbook in ServiceNow enables grant program managers and directors to efficiently screen grant proposals by reviewing applicant information and submitted documents. From Grants Management version 1.41 onward, enhanced document verification features allow users to flag documents for resubmission and request updated versions from applicants directly within the playbook, improving accuracy and auditability during the screening process.

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    Screening Process

    • Review proposal details: View all case details submitted by applicants in an accordion-style layout for comprehensive evaluation.
    • Check eligibility: Confirm applicant eligibility as part of the screening tasks.
    • Approve new contacts: Validate and approve any new contacts associated with the proposal.
    • Verify documents: Review submitted documents for compliance with grant requirements.
    • Decision making: After verification, assign the proposal to yourself and either reject it or advance it to the Evaluation stage.

    Document Verification Enhancements (Version 1.41+)

    • Flag documents: Instead of deleting non-compliant documents, flag them to retain metadata such as file name, size, applicant name, and document type, maintaining a clear audit trail.
    • Reset status: Easily reverse flagged status to return a document to the “Requires verification” state without losing any content or metadata.
    • Request updated documents: Permanently delete flagged documents and generate a case task for the applicant to upload corrected documents via the applicant portal, with automatic notifications sent.

    Document Verification Workflow

    When a document is flagged, the grant program manager provides a reason for resubmission. The flagged document is deleted and the case state changes to Awaiting Documentation. An “Upload Additional Documents” task is created for the applicant, who receives a notification to upload corrected documents. Once the applicant submits and completes the task, the playbook automatically closes the task, allowing the grant manager to continue verification seamlessly.

    Document Verification States

    • Requires verification: Document uploaded and pending review.
    • Verified: Document meets application requirements.
    • Flagged: Document does not meet requirements; remains in system with all metadata.
    • Pending resubmission: Resubmission requested; original document deleted; applicant tasked to upload replacement.

    Practical Benefits for ServiceNow Customers

    • Improved accuracy and compliance: Flagging and requesting document updates ensures proposals meet all requirements without losing audit history.
    • Streamlined communication: Automated notifications and task creation simplify interactions between grant managers and applicants.
    • Efficient workflow management: Clear status states and activity transitions help managers track proposal progress and documentation status effectively.

    You can use the Grants Proposal playbook to review information provided by the applicant, along with other relevant documents. From Grants management version 1.41 onward, during screening, you can also flag documents for verification and request updated documents from applicants.

    gpm screening view
    The Screening stage of the Grants proposal playbook consists of the following tasks:
    • Reviewing the proposal
    • Checking and confirming eligibility
    • Approving new contacts
    • Verifying documents submitted by the applicants

    As the grants program manager or the grants program director, you can review the proposal details and the required documents from the proposal. After verifying the documents, you can assign the proposal to yourself, and either reject the proposal or move it to the Evaluation stage. The case details entered by the applicant in the intake stage are displayed to the grant program manager or the grant program director in an accordion view for a comprehensive review experience.

    Document verification

    During the Verify documents activity, you can flag documents and request resubmission without losing the audit trail. From Grants management version 1.41, the document verification capability provides enhancements to the Verify documents screen:

    • Flag documents: When you flag a document, the document remains in the system and is visible in the Flagged section. Flagged documents retain all metadata including file name, size, applicant name, and document type. Prior to Grants management version 1.41, flagged documents were simply deleted and there wasn’t any options to undo it.
    • Reset status: You can reverse a flagged document by selecting the reset status icon on the flagged document row. The document moves back to the Requires verification section. No confirmation is required, and no file content or metadata is lost.
    • Request documents from applicant: You can request updated documents from the applicant by selecting Request Documents at the bottom of the Verify documents screen. This action permanently deletes the flagged document, creates a case task for the applicant to re-upload a new document, and sends a notification to the applicant in the applicant portal.

    How document verification works

    From Grants management version 1.41, the document verification capability provides grant program managers the option to flag a document for a re-upload. The document verification flow involves the following process:

    1. The Grant program manager flags a document during the Verify documents activity and provides a reason in the Message for Applicant field. The document moves to the Flagged section and the Flagged count increments.
    2. The flagged document is deleted and its status changes to Pending resubmission. A case task is created and assigned to the applicant who owns the flagged document.
    3. The case state changes to Awaiting Documentation, and an Upload Additional Documents activity is added to the playbook.
    4. The applicant receives a notification and can re-upload the corrected document through the applicant portal in the Upload additional documents activity.
    5. After the applicant uploads the corrected document and marks the activity complete, the Upload Additional Documents activity closes automatically and the grant program manager can continue the verification.

    Document verification states

    From Grants management version 1.141, documents in the Verify documents activity can have the following states:

    Table 1. Document verification states
    State Description
    Requires verification The document has been uploaded by the applicant and is waiting for review by the grant program manager or grant program manager.
    Verified The grant program manager has confirmed that the document meets the application requirements.
    Flagged The document does not meet the requirements and requires resubmission. Flagged documents remain in the system and retain all metadata.
    Pending resubmission A document resubmission request has been sent to the applicant. The original flagged document has been deleted and the applicant has a case task to upload a replacement.