1:1 (One-to-One) Relationship
A 1:1 (one-to-one) relationship in Zengine refers to relationships between forms. It indicates instances where a parent form has a limit of one specific child form; in other words, only one record on the child form can be linked to any given record on the parent form. For example, in most cases, only one award will be given per application, so a 1:1 relationship likely exists between the Awards form (the child form) and the Application form (the parent form).
For more information on form relationships, see the article Linking Forms.
1:Many (One-to-Many) Relationship
A 1:Many (one-to-many) relationship in Zengine refers to relationships between forms. It indicates instances where a parent form does not have a limit of a specific child form; in other words, multiple records on the child form can be linked to the same record on the parent form. For example, in most cases, multiple reviewers will submit feedback on a single application, so a 1:many relationship should exist between the review feedback form (the child form) and the Application form (the parent form).
For more information on form relationships, see the article Linking Forms.
Application Package
An application package consists of an application and all of the necessary steps and forms to submit as complete. These steps could include a single application form, but could also have other parts like recommendation letters, authorization forms, or other support documentation required by the program.
Auto Email
Auto emails are emails that are automatically sent to a specified individual recipient when a certain event happens within a program. For more information, see the article Auto Email.
Blueprint
A program’s blueprint describes all the steps applicants, administrators and reviewers need to take to have an application work through the program cycle. This is a document that is prepared together by WizeHive and program administrators prior to building a program workspace.
Bulk Emails
Bulk emails are email messages that are sent to a specific group of people for a common reason. When a bulk email message is used, the same message is sent to all the recipients at the same time. For more information, see the article Bulk Email.
Child Form
A child form is a form within a program that is dependent on the information of a parent form to exist. For example, a parent form could be a user’s Profile Form and a linked child form might be an Application Form; a portal user would not be able to complete the Application Form without first completing the Profile Form.
For more information on form relationships, see the article Linking Forms.
Conditional Logic
Conditional logic is an if/then function on a form that can be configured to display specific questions (or "fields) on a form if certain conditions are met, based on a user’s responses to other form fields. For example, a field may ask a user if they plan on attending a four-year college; if they respond “yes,” a section of additional questions appears asking more detailed questions about that college. If the user responds “no,” that section remains hidden, or other questions may appear that are more appropriate to that response.
For more information, see the article Using Conditions and Rules.
Data Detail Tab (in a Review Portal)
The Data Detail tab is a sub-tab of the Data tab in the Review Portal Settings. In this tab, administrators can decide which forms the reviewers should be able to view for submissions (and which fields, if any, from those forms would be hidden to reviewers).
Data Tags (a.k.a. Field References)
Data Tags (also known as Field References) are variable-text entities representing fields from various forms that can be inserted into the text editors of specific Zengine tools (such as Auto Email, Bulk Email, and Document Templates). These data tags serve as placeholders that will insert the values in the referenced form fields for particular users or records, and can be used to personalize emails or documents. These function similar to they way "mail merge" works.
Data View
The Data View is the page within a workspace where all of the information for a specific form that has been collected is displayed as a series of rows and columns. For more information, see the article Data View Overview.
External Review
An external review is an assessment of an application or submission by an outside third-party, or individual, who is not part of the program’s administrative team. These often take place in a Review Portal.
Feedback Form
A feedback form (or Review Feedback Form, in some cases) is the form that is used by reviewers to capture their evaluation of an application package. Feedback forms are customized to criteria specific to a program and can include measurements for objective scoring (like simple scoring options and rating scales) alongside subjective sections to provide comments and explain rationale.
Fields
Fields are input areas on a form, structured specifically to collect data. These often appear as "questions" on an applicant-facing form, though some field types are designed to convey information rather than collect it, perform calculations or summarize other field values, or link records together across different forms. For a list of field types, see the article Form Builder Overview (Field Types).
Field References (a.k.a. Data Tags)
Field References (also known as Data Tags) are variable-text entities representing fields from various forms that can be inserted into the text editors of specific Zengine tools (such as Auto Email, Bulk Email, and Document Templates). These data tags serve as placeholders that will insert the values in the referenced form fields for particular users or records, and can be used to personalize emails or documents. These function similar to they way "mail merge" works.
Filtering (in the Data View)
Filtering uses the fields of a form to narrow the view of the displayed records in the Data View. After a filter is defined, only records that match the filter will show on the screen. The filter tool also appears in other Zengine tools, such as Bulk Actions, Bulk Email, and the Reporting Dashboard. For more information, see the article Filtering.
Folders
Folders are a function on a form that are used to display the status of a record in a program’s process, move records through a program's submission portal, send auto emails, track the status of review feedback, and more. Each record may have its own independent folder status, but the available folder options are configured at the form level.
Folder Movement
The act of a record moving from one folder to another through automated or manual action.
Form
A form is a vehicle that a program uses to collect and store specific data. For more information, see Forms.
Form Builder
The Form Builder is a tool within Zengine that allows an administrator build or edit forms. The available actions include add, deleting, or rearranging fields; setting field options and validation rules; defining conditional logic rules; changing form options, such as the form name and record identifier; and configuring the folders which are available for the form.
For more information, see the article Form Builder Overview.
Form Groups
Form groups are collections of forms within a program that are organized in useful ways, providing an efficient method to find forms, data, or records. For example, forms may be grouped by the program they pertain to, which cycle they are used for, or the program stage during which they are used. Form groups are created, maintained, and modified by program administrators.
For more information, see the article Form Groups.
Forms Request Template
The Forms Request Template is a spreadsheet template that collects all the information necessary to build the forms that will be used in a workspace. This document is provided by WizeHive and filled out by program administrators at the start of program implementation.
Grouping (in the Data View)
Grouping data into categories in the Data View is a way to sort records according to the values in one or more particular fields. The records on a form that are displayed in the Data View will be grouped together based on identical values. For example, grouping records based on the State in which they are based will create one "group" for each state.
For more information, see the article Working with Columns and Data Views (Grouping).
Instructional text
Instructional text is the text that can be added to forms, as well as to various pages in the submission portal, that provides direction and information to users about what actions they need to take in those areas.
Internal Review
An internal review is an assessment of an application or submission by an individual who is part of the program’s administrative team. These often take place in the program workspace.
Linking
Linking to other forms tells Zengine to establish a connection between specific records located on those different forms. Linking forms is a critical part of what makes Zengine function. For more information, see the article Linking Forms.
Listing Pages (in a Review Portal)
Listing Pages is a sub-tab of the Data tab in the Review Portal Settings. Listing Pages divide the submission listings in the review portal into multiple pages based on which folder the submission is currently in.
Listing Style (in a Review Portal)
Listing Style is a sub-tab of the Data tab in the Review Portal Settings. The Listing Style is responsible for how each of the submissions that a reviewer needs to evaluate is displayed on the screen.
Parent Form
A parent form is a form within a program that needs to be created/completed before related child forms can be completed. For example, a parent form could be a user’s Profile Form and a linked child form might be an Application Form; a portal user would not be able to complete the Application Form without first completing the Profile Form.
For more information on form relationships, see the article Linking Forms.
Plugin
A plugin is a small piece of software that adds new features or functionality to Zengine without changing the core platform. Plugins are added to each workspace independently from the Marketplace. Some plugins run in the background, while others add important and useful tools. In addition, some plugins can be installed by any workspace administrator, while others are paid or private plugins that would need to be installed by WizeHive employees.
Primary Form
A primary form is the form that is used to drive the submission portal process for a program in Zengine. It is the first form that a submission portal user will complete after the Profile, which is usually an Application, but may be a pre-application step such as an Eligibility, Letter of Intent, or other similar requirements. Folders on the primary form will control which stage a portal user will be able to access.
For more information on Primary Forms, see the article Submission Portal Key Concepts: Beginner (Forms).
Profile
A Profile Form is used to collect a limited amount of user data relevant to that unique user, or an organization they belong to. The Profile form is defined when a submission portal is first created and cannot be changed without creating a new portal. It is typically used to collect either (1) information more relevant to an applicant or organization than an application, enabling a single portal user to submit more than one application associated with the same Profile; or (2) information that the portal user can update at any time, such as contact information or address.
For more information on Profile Forms, see the article Submission Portal Key Concepts: Beginner (Forms).
Program
A program in Zengine is a complete cycle of data collection and management for a specific use or set of uses, from application intake through final data reporting and analysis.
Record
The data associated with a completed form is called a record.
Review Assignment
When an application package has been assigned to one or more reviewers to assess, usually in a Review Portal. Review Assignments can be made using a specific plugin called "Program Manager."
Assignments can be made manually, automatically, or in random batches. Follow the links for information on each method.
Review Portal
The Zengine Review Portal is an online tool that provides external judges a way to view and evaluate submissions in a Zengine program.
Review Processes
Review Processes are functions that form part of the underlying structure of a program's review stage (along with Review Programs). They are configured using a plugin called "Program Manager." Review Processes define:
- Who can access the application packages to be reviewed;
- Which application packages are eligible to be assigned and when; and
- If feedback is part of the review process, and if so, which form is designated to collect that feedback.
One or more Review Processes are generally associated with a single Review Program. Typically, each Review Process will represent a different phase in an overall review stage, and one Review Portal will be set up for each Review Process.
Review Program
Review Programs are functions that form part of the underlying structure of a program's review stage (along with Review Processes). They are configured using a plugin called "Program Manager." Review Programs define which form stores submissions (i.e., application packages) that should be reviewed. Submission Groups for a review stage are also set up within Programs.
A Review Program may have one or several Review Processes associated with it.
Reviewers
Reviewers are the external judges who view, evaluate, comment on, and recommend which submissions should progress through to the next stage in the program’s workflow.
Stages
Stages are essentially checkpoints or milestones along a program’s lifecycle through which application packages pass. Stages are created in a Submission Portal and may contain one or more Steps. Stages are associated with folders on the Primary Form of a submission portal. Typical Stages may include Application Intake, Under Review, Awarded, and Progress Reporting.
For more information on Stages, see the article Submission Portal Key Concepts: Beginner.
Steps
Steps are actions that need to be completed within a Submission Portal Stage by a portal user before they can submit the Stage and progress. Each Step represents a form that a portal user must fill out. For example, an Application Intake Stage for a scholarship program may include three Steps: a basic Application, one inquiring about an applicant's Education History, and a third for Extracurriculars. A portal user would need to fill out the forms represented by all three Steps before completing the Stage.
For more information on Steps, see the article Submission Portal Key Concepts: Beginner.
Submission Groups
Submission Groups are used for review purposes to group submissions (i.e., application packages) that have similar characteristics together. Those submission groups can then be used to assign those submissions to specific reviewers based on those shared characteristics. Submission Groups can be set up within a Review Program.
Submission Portal
The Submission Portal in Zengine is an online tool providing a portal user (i.e., an applicant) with a single point of access to a program, their application, and information related to their application.
Third-Party Application (App)
Third-party applications are software services that are separate from Zengine, but are used in a program’s workflow and often integrated into a Zengine workspace using either specific plugins, or a Zengine API.
User Form
The User Form is a simple form that usually contains only an email field to capture applicant/portal user email addresses, providing a unique login identifier. This form is defined for a submission portal when the portal is first created. A Profile form is linked to the User form, connecting all records related to that user login email address.
For more information on User Forms, see the article Submission Portal Key Concepts: Beginner (Forms).
Views
Views (also known as Data Views) are custom data views that can be saved for individual forms. Saving a data view ensures that workspace users will be able to easily access frequently needed records. For more information, see the article Working with Columns and Data Views.
Workflow
Workflow is a term used to describe the steps and stages of a program as a whole, from creating user logins and a Profile, to the completion of awarding and applicant progress reporting.
Workspace
A workspace is a relational database within Zengine. The relational database has multiple forms that are related to each other using linking, each having its own data records and role in the program workflow.
Zapier / Zapier Automation
Zapier is a third-party software application that can integrate with Zengine and other third-party apps to automate specific actions or processes that cannot be done natively. These are typically programmed and managed by WizeHive specialists.
Zengine
Zengine is the name of WizeHive’s software solution that is designed to help centralize and streamline grant, scholarship, fellowship, or other mission-based program efforts.
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