Manage Workflow Level Forms

The custom form that is selected as the Default Form is automatically added to the Program Detail > Workflow section shown for each workflow level. Based on how you expect to use the level, you can add additional forms, change the Default Form, etc.

Note: If a form is scheduled to be sent to an applicant or Grant Manager, the system will verify that the form being sent is the most revision. If it isn't, it will be updated automatically.

The custom form that is selected for the Default Form can be changed at any time before the program has accepted applications. It cannot be changed to a different form if applications have already been submitted. If updates do need to be made to the existing form, you can edit the current version or create a new revision.

Note: For more information, see the Form Revisions resources.

 

Forms can be added to a workflow level, requiring Applicants to complete them when their application has reached that particular level.

Note: These steps are only applicable to forms with an Applicant audience.

  1. Navigate to the Workflow tab in Program Details.

  2. Select the workflow level to expand its details.

  3. In the Forms section, select the Add form button.

  4. Take the following actions in the Add Form screen to select the form and define its settings.

    1. Select the form to add in the Form field.

    2. In the Due Date tab, select the due date for this form. For example, the Date entered workflow level + 30 days.

    3. In the Email Notification tab, select the email to send when this form is made available to the Applicant.

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

      Note: GC-18 Application Form Added (Applicants) is the system email that will be sent. You can either use the email template or create a copy in Program Details > Communications. Learn more.

  5. Save your changes to the Program Details.

 

If there are multiple forms assigned to a workflow level, you can change their order to determine which form an Applicant or Grant Manager will need to complete first.

  1. Navigate to the Workflow tab in Program Details.

  2. Select the workflow level to expand its details.

  3. In the Forms section, select the ellipsis icon next to the form.

  4. Choose either Move form down or Move form up depending on the placement.

  5. Save your changes.

 

  1. Navigate to the Workflow tab in Program Details.

  2. Select the workflow level to expand its details.

  3. In the Forms section, select the ellipsis icon next to the form.

  4. Choose the Remove form option.

  5. Save your changes.