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            Track and Complete Intake for a Participant

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            Track and Complete Intake for a Participant

            Use the Intake Lightning app to streamline your intake process and manage applications that are in progress. The Intake app helps you submit one application form for multiple programs, collect applicant information, and check applicant eligibility for all the programs in one place.

            Required Editions

            Available in: Nonprofit Cloud
            Available in: Lightning Experience
            User Permissions Needed
            To complete participant intake:

            Advanced Program Management permission set

            AND

            Track Applications permission set

            AND

            Form Framework User permission set

            AND

            Action Plan permission set

            AND

            Create access for the Action Plan object and fields and Read access for Action Plan template object and fields

            AND

            Case Referral permission set

            AND

            Is Flow user system permission
            To update participant eligibility:

            Rule Engine Runtime permission set

            AND

            Run Decision Tables profile
            To capture client notes on the application form page:

            Interaction Summary permission set

            AND

            Omnistudio User permission set
            To complete assessments on the application form page:

            Industries Assessment permission set

            AND

            Omnistudio User permission set
            To create cases and case program records when completing an application: Care Plans Access permission set

            Before you can track and complete intake for a participant, set up program participant intake tracking.

            The participant intake process follows a clear sequence of tasks. Starting with creating an application, to collecting required information, to checking eligibility, and end with completing enrollment. This workflow is a good candidate for Path. With Path, you can guide intake staff through each stage. To ensure complete and accurate data collection, you can highlight key fields that need attention and provide customized guidance at each step. To learn more about setting up Path for Program Enrollment and other Program Management objects, see Use Path with Nonprofit Objects.

            Create an Application

            Start the intake process for one or more programs and review a checklist of requirements.

            1. In the Intake app, in the Application Form list view, click Create Program Application.
            2. Fill in the fields.
              1. In the Account field, search for and select the account that corresponds to the participant applying to the program.
              2. In the Referral field, add the inbound or internal referral that led to the creation of this application if applicable.
              3. In the Programs field, add one or more programs that the participant is applying to.
            3. Click Next.

              A confirmation message appears.

            4. In the confirmation message, click View Application, or return to the app home page and click the application name in the Application Forms list view.
              The Application Form page shows the Intake Checklist. The checklist includes the forms that require completion before you can finish the application and other supporting materials like referrals and interaction summaries.

            Collect Required Information from the Participant

            Provide the information required to enroll a participant in one or more programs.

            1. In the Application Form page, review the Intake Checklist.
            2. For any item in the checklist, click Edit, and work with the participant to provide the required information.
            3. Save your work.
            4. Repeat the previous steps for all the items in the Intake Checklist.
            5. If needed, record notes about the participant as you collect information.
              1. Go to the Supporting Material tab.
              2. Click New Interaction Note.
              3. Enter a note.
            6. If needed, refer the participant to another program or organization.
              1. Go to the Related tab.
              2. Click New on the Referrals related list.
              3. Fill in the fields.
              4. Save your changes.

            Check the Participant’s Eligibility

            Determine whether a participant is eligible for all the programs in an application form after a change. Salesforce saves a participant’s eligibility status for a program in the Status field of the Application Form Evaluation record. The date field of the record shows the last time that Salesforce checked or updated the status value. After you add information about a participant to your system, you can check a participant’s eligibility in two ways.

            • In the Application Form page, locate the Program Eligibility component, and click the button in the component.

              Your Salesforce admin sets the button name.

            • To view the Application Form Evaluation and details tracked by your organization, click View Details in the program’s action menu in the Program Eligibility component.

            Complete the Application

            After you complete the items on the Intake Checklist and review the application, you can complete the application.

            1. In the Application Form page, click Complete Application.
            2. Review the programs to enroll the participant in.
              If the participant’s status for a program isn’t Eligible, then the program won’t appear in this list.
            3. Click Save.
              The Intake app creates these records for the account associated with the application.
              • Program enrollments
              • A case
              • A case program for each program associated with the application
              • A case participant record
              The app also populates the Completion Date field on the application form record and the Eligibility Last Verified Date field on the program enrollments.
            4. Close the window.
            5. Refresh the application form.
              The Completion Date is populated.
             
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