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Profile Auditing and Approval

Everything you need to know about the Nonprofit Catalogue (Philanthropy Hub) profile auditing functionality.

GiveGab Customer Success avatar
Written by GiveGab Customer Success
Updated over a year ago

General Information

Organization Profile Auditing

The purpose of the GiveGab auditing functionality is to allow Nonprofit Catalogue (Philanthropy Hub) partners to manage and review changes made to organization profile pages. For many Nonprofit Catalogue (Philanthropy Hub) partners, this provides insight on how often organizations are making updates to their profiles and therefore how current the data on each profile is. This can be especially important when our partners are re-verifying that an organization has provided the most current information and specifically allows our Nonprofit Catalogue (Philanthropy Hub) partners to approve, edit, and reject updates made to certain data fields on the organization profile.

How to use the Profile Auditing Tool

Getting Started

Navigate to the Nonprofit Catalogue (Philanthropy Hub) Partner Dashboard.

From the sidebar, select the dropdown "Manage Organizations" then select "View Organizations".

You can filter by organizations that have an outstanding data field that needs to be reviewed by clicking the "Requires Audit" checkbox. This will only show organizations that have an audited field that needs to be reviewed and will be sorted by oldest request.

On the list of organizations, you will see an “Actions” column with a set of icons for each registered organization. The “Auditing” icon is the circle with the checkmark inside of it.

Click on the “Auditing” icon and a new tab will open with the auditing dashboard for that specific organization.

In the first column on the top half of the dashboard you have following information:

  • Last Submitted Date - This reflects the date that the organization admin last clicked the “Submit Profile for Review” from the organization’s admin dashboard.

  • Expiration Date - This reflects the expiration date you have set for the profile on the partner dashboard.

  • Last Reviewed - This date reflects the last time you approved, rejected, or edited an audited field from the audit dashboard. This date will automatically update each time you take action on an audited field for an organization.

In the second column on the top half of the dashboard you have tools to filter the data being presented on the dashboard:

  • The dropdown menu will allow you to select one of your custom categories. This will allow you to only see changes on a specific tab of the profile, such as finances, governance, or management.

  • The start and end dates allow you to filter the data being shown by a specific date range.

In the third column on the top half of the dashboard, you have the notes section. This allows you to take and see notes specific to the organization you are looking at. This notes section is the same notes section you can access directly from the partner dashboard so that if any notes are made while looking at the auditing dashboard are also easily accessible from the partner dashboard.

Keep in mind that the notes section has a 10,000 character limit and it does not have additional formatting functionality.

The auditing feature will show and track the following data points. Be sure to keep in mind that the language is slightly different depending on which tab you are looking at:

  • Current/Proposed Value

  • Old/Original Value

  • Changed/Requested by

    • The ability to track who made a change to the system was put into place on 3/28/2021, any changes previously that will appear blank.

  • Changed: DATE and TIME (in the users timezone) of Change Made/Approved.

The bottom half of the dashboard is where you will find the profile content. There are two tabs, each providing a different view.

  • Changes Requiring Review: This first tab is where you will view any changes that are pending your review. This will always show the most recent update to the data field. As the partner, you can choose which custom data fields you want to have marked as “Requiring Update Approval”. This can be enabled during the data structure setup or at any time afterward.

  • Other Recent Changes: The second tab will allow you to view any profile updates that have been made. Using the filters above you are able to filter the updates made by date range and custom categories.

For changes requiring review, you have the option to “approve” the change, “reject” the change, or “edit” the submitted change. At this time, the organization does not receive a notification for when a change is approved, rejected, or revised by the partner.

  • Approve - Approving the change will allow the change to be made on the organization profile both on their admin dashboard and the front-facing profile (if the data field is publicly visible).

  • Reject - Rejecting the change will cancel the change made on the organization profile.

  • Edit - The Edit functionality will open up a new box pre-populated with the new proposed data value. The box will allow you to edit the data field and then “Save & Approve” the update.

Organization Perspective

Here is how your organizations will see and interact with the data field marked for auditing:

  • All data fields that require partner audit are marked with “*Approval Required”. This is different from the *Required notation which simply indicates that the data field itself should be completed.

  • Once the organization has entered data into the field, new data, or an update, a blue box with the information icon will appear. When the user hovers over the information icon it will allow the user to see the requested change to the data field and the current status that it is in.

  • Once the update has been approved or edited and approved by the partner the blue box will disappear.

  • At this time; the organization does not receive a notification for when a change is approved, rejected, or revised by the partner.
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Additional Notes

  • At this time, the partner does not receive a notification for when a change is ready to be approved, rejected, or revised.

  • At this time, the organization does not receive a notification for when a change is approved, rejected, or revised by the partner.

  • The copy "approved" and "rejected" cannot be customized.

  • The ability to track who made a change to the system was put into place on 3/28/2021, any changes previous to that will appear blank.

  • The notes section has a 10,000 character limit and it does not have additional formatting functionality.

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