Manage Workflow Level Forms

Configure forms at each workflow level to guide applicants and grant managers through the process with clear requirements, timing, and communication. By managing forms effectively, you ensure consistent data collection, reduce manual follow-up, and keep applications progressing as expected.

How Workflow Level Forms Work

The Default Form automatically appears in the Workflow section of Program Details for each level. You can add forms, define requirements, and control the order in which users complete them based on how each level supports your program goals.

  • Assign required forms to collect the correct information at the correct time.

  • Set due dates to keep applications on schedule.

  • Trigger email notifications to prompt timely action.

When a form is sent to an applicant or grant manager, the system confirms that the most recent revision is used. If a newer revision exists, the system updates the form automatically to ensure accuracy.

Change the Default Form

Update the Default Form to align with program requirements before applications are submitted.

  1. Open Program Details, Workflow.

  2. Select a workflow level.

  3. Update the Default Form selection.

  4. Save your changes.

Note: You cannot change the Default Form after applications are submitted. To update form content, edit the current version or create a new revision. For more details, see Manage Published Forms.

Add Applicant Forms to Workflow Levels

Add forms to require applicants to complete tasks at specific workflow levels. This supports structured data collection and ensures applicants provide information when it is most relevant.

Note: This applies to forms with an Applicant audience.

  1. Open Program Details, Workflow.

  2. Select a workflow level.

  3. In Forms, Add form, select a form.

  4. Define the due date.

  5. Select an email notification to send when the form becomes available.

  6. Select Save to add the form and its settings to the workflow level.

  7. Save your changes to Program Details.

Note: The system sends the GC-18 Application Form Added (Applicants) email by default. You can use this template or create a version in Program Details, Communications.

Change the order of Forms

Control the sequence of forms to guide users through tasks in the correct order.

  1. Open Program Details, Workflow, and select a workflow level.

  2. In Forms, select the ellipsis next to a form.

  3. Select Move form up or Move form down.

  4. Save your changes.

Reordering forms ensures users complete required steps in a logical sequence, which improves completion rates and reduces errors.

Remove Forms from Workflow Levels

Remove forms that no longer apply to keep workflows focused and efficient.

  1. Open Program Details, Workflow, and select a workflow level.

  2. In Forms, select the ellipsis next to a form.

  3. Select Remove form.

  4. Save your changes.

Removing unnecessary forms simplifies the user experience and prevents confusion during the application process.