Step-by-Step: Intermediate Approach
The following approach is best suited for small teams of registered users who want to complete webforms and collaborate online.
1. Make sure your team members have registered with Grants.gov
Without a Grants.gov account, a team member will not be able to access the workspace and fill out application webforms. For example, if you want three individuals to help complete webforms, then all three should register a Grants.gov account.
2. Design an internal application workflow and assign responsibilities to your team members
Use our interactive workflow graphic and Workspace roles and access chart to help you design your application plan. For example, you will want one collaborator or "participant" to have the Manage Workspace role, so that he or she can create the workspace. You will also want a participant who has the AOR role, so that the application can be submitted when it has been completed.
3. Log in and create your workspace from the Package tab on the View Grant Opportunity page of the grant announcement
Any user with the Manage Workspace role may create the workspace. The user who creates the workspace will automatically become the Workspace Owner.
4. Add your team members as "Participants" so they can access the application forms
The Workspace Owner (an access level automatically assigned to the user who creates the workspace) should add Participants to the worksapce. At least one Participant should have the AOR role so that the application can be submitted.
5. Fill in all required form fields
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. Want to go deeper? Consider reusing forms from previous workspaces or managing access to budget forms.
6. When all forms have been completed, the 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/she does not have the AOR role) has the option of clicking the Complete and Notify AOR button. However, at any point after all forms are in the "Passed" status, the AOR may log in and click the Sign and Submit button.
7. 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 submitted application via the Details tab of your workspace.