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Step-by-Step: Basic Approach

The following approach is best suited for organizations with one or two registered Grants.gov users. Any unregistered collaborators will need to be given PDF versions of the application forms.

Minimum Required Users for Basic Approach

1. Make sure at least one person at your organization is registered and has the AOR role

Without a Grants.gov account, a team member will not be able to access the workspace and fill out application webforms. At least one registered user should have the AOR role so that a workspace can be created and an application submitted. If you want additional individuals to help complete online webforms, then all these contributors should register a Grants.gov account.

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2. Design an internal application workflow that ensures each PDF form is downloaded from the workspace and shared with unregistered team members

Use our interactive workflow graphic to understand, at a high level, the process you will need to follow to complete your application. Not all steps in the workflow will apply to teams of one or two applicants.

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3. Log in and create your workspace from the Package tab on the View Grant Opportunity page of a posted grant announcement

Any registered user with the Manage Workspace role may create the workspace. The user who creates the workspace will automatically become the Workspace Owner.

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4. Download individual PDF forms and distribute them to unregistered team members.

Registered users who have been added as Participants may complete webforms within the workspace. Unregistered applicants on your team will be restricted to completing only the individual PDF forms that are shared with them. Without a Grants.gov account, they will not be able to access the online workspace and its webforms. Want to go deeper? Consider reusing forms from previous workspaces.

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5. Upload all completed forms to the workspace and submit the application

Be sure to click the Check for Errors button on the PDF form before uploading it back to the workspace. Workspace performs some error checks on form fields automatically. Other checks are run by clicking the Check Application button within the workspace. At any point after all forms are in the "Passed" status, the AOR may click the Sign and Submit button.

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6. Track your application and download the submitted application for your offline record-keeping

After submitting, you can track your application using the tracking number you receive from Grants.gov. You may also want to download a copy of your submitted application for your offline recordkeeping. We recommend tracking and downloading your application via the Details tab of your workspace.

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Process Checklist

_ Do you or another team member have the AOR role (required to submit a completed application)?

_ Have you instructed unregistered team members how to complete PDF forms assigned to them?

_ Have you created your workspace?

_ Have you downloaded and distributed the PDF versions of all required forms?

_ Have you uploaded all required forms?

_ Have you ensured that all required forms are in the "Passed" status?


_ Have you submitted the application?


_ Have you checked on the status of your submitted application?