Collaboration allows you to collaborate with other individuals to help complete specific sections of your application. The collaborator must have a user account in the system in order to be used as a collaborator on an application. If the collaborator does not have an account then you can create an account for them, prior to adding them as the collaborator on your application. An email will go out to that individual notifying them that an account has been created.
Important Note: If the site administrator has turned off the feature to allow applicants to create user accounts for other users, you will not be able to create the user account. Only accounts that have already been created will be able to be selected.
If you assign a section to be completed by a collaborator you will still be able to view that section to see how it was completed.
- Step 1: When you log in and select an application to apply to, once you are on the dashboard for that application select the Add Collaborators option that is located at the top of that dashboard.
- Step 2: Once you click on that option, the “Collaborations” screen will appear. If you have not added any collaborators the listing should be blank.
- Step 3: You will first need to add the collaborators by clicking on the Add Collaborator
- Step 4: A search box will appear where you will need to search to see if the collaborator already has a user account.
- Step 5: Enter the collaborators information and click enter. You can search on all fields or just one.
- Step 6 a: If there is an account for the individual, you will see the name listed in the box below, and will click the Add next to that user’s name:
- Once you click the Add, you will receive a message notifying you that the collaborator was added successfully. Click OK. (Then proceed to Step 7.)
- Step 6 b: If there is not an account for the individual, you will see an Add User button that you can click on to create a user account for the individual.
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Important Note: If the site administrator has turned off the feature to allow applicants to create user accounts for other users, you will not be able to create the user account. Only accounts that have already been created will be able to be selected.
- Once you click the Add User the following box will appear will you will enter the information for the person you are needing to add as the collaborator and click the Add Select the Include in Commnication box if you wish for this collaborator to receive all automatic communication sent to you from the site regarding the application form.
- This will create the collaborators login account for them.
- Once you click the Add, you will receive a message notifying you that the collaborator was added successfully. Click OK
- You will then be directed to the Collaborations page again where you can then add this new individual as a collaborator by clicking on the Add Collaborator
- Step 7: Once you add the Collaborator, you will return to the Collaborations screen and the new collaborator’s name will appear in the Applicant Column. You can add additional collaborators if needed. There is no limit on how many collaborators you can add.
- Step 8: Once the Collaborators have been added, you will then have to select the Sections in the application that you want to assign to them. Click the Assign Section button.
- Step 9: The Assign Sections screen will appear showing all the available sections in your application form. Select the section(s) you want to assign to the collaborator by putting a check mark in that section(s) box.
- Step 10: Once you select the section, a select box will open to the right of that section under the Collaborator column. Click on the Dropdown error in that box and select the name of the Collaborator(s) you want to assign to that section, and select OK.
- Step 11: After you have assigned all the applicable sections. Click on Save to save the assignment.
- Step 12: Once you return to the Collaborations page the Section assignment will show at the bottom in the Sections associated to Collaborators section.
- Step 13: An email will go out to their email address, notifying the individual that they have been invited by you to assist in filling out the application and the link to click on to access it.
- Step 14: Once you have completed assigning all the sections, you can click on the application name in the breadcrumb navigation at the top of the page.
Important: You will not be able to submit your application until all sections are completed. You will be responsible for communicating with the collaborator in regards to completing their assigned section(s).
You will still have access to the assigned section and be able to review those for completeness, as well as, answer any questions you would like to repy to within that same section. However, if you answer a question in that section, the collaborator can stil go in and change your replies.
6.1 Removing a Collaborator or Un-assign a section from your application Form.
If you need to remove a Collaborator or un-assign a section that you collaborated with, you can do so by returning to the Collaborations page. Removing the collaborator or the assignment will not remove the data that the collaborator entered on your application form, it will only remove their ability to access that section or the application form if removed completely.
- Step 1: Return to the Collaborations page by selecting the Add Collaborator option on the Application Dashboard.
- Step 2: This will take you to the Collaborations page. Locate the individual you wish to remove and click on the Remove icon that is located to the right of their name.
Selecting Remove in the Applicant section will remove the collaborator completely from the application form.
Selecting Remove from the Sections Associated section will only remove their access to that section.
6.2 How does the Collaborator access a Collaborated application
- Step 1: When you (the collaborator) log into your account you will see the “My Collaborations” tab in the dashboard.
- Step 2: When you click on that tab you will see the listing of applications you have been asked to collaborate on.
- Step 3: You will click on the application name under the Funding Sources Column and this will open the dashboard for that application showing the section icons for the sections you have been assigned in the collaboration.
- Step 4: You can click on the icons and complete each section assigned.
Once you complete the required information the questions are automatically recorded on the applicant’s dashboard for them to review. (Note: As the collaborator, you are actually in that section on the applicant’s dashboard, therefore any replies you enter and save on that section will automatically appear on the applicant’s dashboard)
- Step 5: Once you have completed the section you will simply log out or go to your Home page in the breadcrumb navigation.
Important: Once you are completed with entering your information, you will need to communicate back to the applicant that you have completed. There is no automatic notification notifying the applicant when you are completed. The only way the applicant will know is to log in and review the section that was assigned to see if it was completed.