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Forms Tab—Managing Forms

The Forms tab on the Manage Workspace page is home to the application package’s individual forms. The Forms tab is also where you access webforms to apply online.

Note: Many funding opportunities in are compatible with online forms, but if the Webform link does not appear in the Actions column then that form is not currently compatible with online forms. Review the Download Forms and Upload Forms help articles for more information on how to use the PDF forms. Webforms development will continue until all forms are compatible.

A range of actions are available under the Forms tab, depending on the workspace participant’s role and level of access. These actions include downloading individual forms, uploading completed forms, locking forms, reusing forms, and managing subforms.

Forms tab on the Manage Workspace page

Actions and Buttons

The following actions and buttons may be available to participants under the Forms tab, depending on their role(s) and level of access:

  • Actions Column: Completing and submitting a form includes the Lock, Download, Upload, Reuse, and Webform actions. These actions are not always activated; refer to each help article for an explanation of how and when to complete each action.

Tip: Complete the SF-424 form before any other form in the application package. The SF-424 form populates certain fields on additional forms within the package, so it will save you time and avoid technical issues to complete the SF-424 form first.

  • Preview Application Forms: When clicked, this button opens a single PDF with all the mandatory and optional forms. The PDF is a preview of the workspace package before submission. To view a submitted workspace package, refer to the Details Tab--View Details help article. The Preview Application Forms button is activated for all participants.

  • Check Application: Clicking this button validates the entire application. If the validation fails, a list of relevant errors will be displayed. This button is activated where there are no outstanding alerts and the selected forms are in the “Passed” status.

  • Complete and Notify AOR: When clicked, any locked forms will be unlocked and the participant(s) with the AOR role will be notified. This button is activated for the Workspace Owner when there are no alerts, when the selected forms are in the “Passed” status, and when the workspace has a Participant with the AOR role.

  • Sign and Submit: This button is used to submit the application. It is only activated for participant(s) with the AOR role and with the Workspace Manager role. When clicked, the participant(s) with the AOR role will be prompted to enter their password, after which the application will be submitted for processing.

  • Reopen: This button is used to change the Workspace Status back to “In Progress,” even if an application has already been submitted. This button is activated for participant(s) with the AOR role and the Workspace Owner when there is no alert.

  • Get Updated Grantor Package: When clicked, this button updates the set of forms in the workspace. This action will only be necessary if the grantor modifies the application package. As a result, this button is only activated when the set of forms in the Workspace does not match the most up-to-date package forms.

  • Delete: This button is only activated for the Workspace Owner. When clicked, the Workspace Owner will be prompted to enter his or her password and the workspace will be deleted.

  • Download Instructions: This button allows Workspace Participants to access the application instructions provided by the grantor.

  • Read-Only Form Assurance and Certification: For assurances and read-only forms that do not require data entry, clicking the Download link functions as your assurance and certification that you have read and will operate in accordance with all the requirements contained in the form. After clicking the Download link, the form status will change to Passed. You are not required to upload the form because no new data is added to the form

  • Manage Subforms: Click this link to access the subforms modal, where you will complete subforms of the package. This link will only be present in the Form Name column if the package includes subforms.

Individual Applicants: If you are registered in as an individual (i.e., not applying on behalf of an organization), the Lock, Unlock, and Complete and Notify AOR actions do not apply to you. Review the Variations for Individual Applicants help article for more information.

Contents of the Forms Table

In the Application Package Forms table, information is divided into the following columns:

  • Include in Package: Contains checkboxes for forms that are to be included in the application package. Mandatory forms cannot be unchecked.

  • Form Name: Contains links to each form in the application package. (On the View Workspace page, the form names will be displayed without the links.) If a form contains subforms, the Manage Subforms link will open a pop-up window listing each subform.

  • Requirement: States whether each form is optional or mandatory.

  • Form Status: States the status of the form, including whether the form is locked or unlocked. These statuses refer to that of the individual form; it is not the status of the entire workspace package.

    • Empty: When the Form Status column is blank, then no action has been taken by a Workspace Participant and the form is empty.

    • Passed: A form has been filled out and uploaded to Workspace with no errors. "No errors" refers to the results of an automated system check that required form fields have the appropriate data. "Passed" does not mean the forms have been submitted to the grantor agency. For more information, refer to the Upload Individual Forms and Cross-Form Errors help articles.

    • In Progress: A form has been downloaded or locked by a user.

    • [Locked]: A user has clicked the Lock link or Upload link. This status indicates a user may be working on the form or wish to prevent future changes by other workspace participants. For more information, refer to the Lock Forms help article.

  • Last Uploaded Date/Time: Lists the most recent date and time the form was uploaded, if applicable.

  • Locked By: Lists the name of the participant who locked the form, if applicable. If you need to work on a locked form, contact the person who has locked the form to coordinate your work.

  • Actions: Contains links to five possible actions: Lock, Download, Upload, Reuse, and Webform.

Note: If your organization uses custom roles rather than the core roles in, please refer to your internal training resources about The Online User Guide uses the core roles (i.e., Workspace Manager, Standard AOR, and Expanded AOR) to explain which users may access and perform actions. For more information, review the Manage Organization Roles help article.


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