Step-by-Step: Advanced Approach
The following approach is best suited for larger teams of registered users -- some of whom may be from external organizations, such as consultants, grant writers and sub-applicants.
Minimum Required Users for the Advanced Approach
1. Make sure all team members and external contributors have registered with Grants.gov
Without a Grants.gov account, team members or external contributors will not be able to access the workspace and fill out application webforms. For example, if you want seven different individuals to help complete webforms, then all seven should register a Grants.gov account .
2. Design an internal application workflow and assign responsibilities to your team members and external contributors
Use our interactive workflow graphic and Workspace roles and access chart to help you design your application plan. For example, in our scenario, you will want at least one "participant" to have the Workspace Manager role, so that he or she can create the workspace. You will also want a participant (associated with the UEI that owns the workspace) who has one of the core AOR roles, so that the application can be submitted when it has been completed.
3. Log in and create your workspace by clicking on the Apply button on the View Grant Opportunity page of the grant announcement
Any user with the Workspace Manager role or one of the core AOR roles may create the workspace. This user will automatically become the Workspace Owner.
4. Add team members from your organization as "Participants" so they can access the application forms
The Workspace Owner should add Participants to the workspace. At least one Participant should have one of the core AOR roles so that the workspace can be submitted.
5. Add any additional Participants who are registered with Grants.gov, though not part of your organization
The Workspace Owner can add any external contributors to the workspace as long as they have registered with Grants.gov.
6. Limit budget form access to only the Participants who need it
The Workspace Owner may want to control access to sensitive budget forms. This is most conveniently done when adding individual participants to the workspace.
7. Add subforms to your workspace so that sub-applicants can easily find and complete them
Some workspace forms contain subforms that must be filled out separately from the "parent" form. A Workspace Owner can access and enable a package's subforms by clicking the Go To Subforms button in the Form Name column on the Forms tab of the Manage Workspace page. After adding a subform, the Workspace Owner may want to change the form access level of any sub-applicants that have been added (or will be added).
8. Reuse forms from previous workspaces
Applicants may choose to reuse forms (or even an entire workspace). When a form is reused, the information on the form's cover sheet will be updated to match the current workspace. Also note, after a form is reused, any data in the new workspace form will be overwritten.
9. Complete all required forms that remain
Applicants may choose to complete either the PDF version or the webform version of each form. They may also switch between form types. Data is synced to the workspace upon uploading the PDF forms and upon saving the webforms. Grants.gov recommends that the person completing each form locks access to it, so that others cannot overwrite the work.
10. When all forms have been completed, the Standard/Expanded AOR can be notified and the application submitted
Workspace performs some error checks on form fields automatically. Other checks are run by clicking the Check Application button within the workspace. When the application is ready, the Workspace Owner (if he or she does not have either of the core AOR roles) has the option of clicking the Complete and Notify AOR button. However, at any point after all forms are in the "Passed" status, the Standard/Expanded AOR may log in and click the Sign and Submit button.
11. Track your application and download the submitted application for your offline record-keeping
After submitting, applicants can track the application using the tracking number received from Grants.gov. The Standard/Expanded AOR or Workspace Owner should also download a copy of the submitted application for offline record-keeping and verify the contents of the submission zip file. We recommend tracking and downloading the application via the Details tab of the workspace.