Download Applications

Applications and their attachments can be downloaded either individually or in bulk. This may be helpful if you need to send them to decision-makers or even store them outside of the platform.

 

About application downloads

By default, downloads include the Application.pdf file that shows basic application details and form responses. You can choose to include award and payment details in this file. You can also export additional files - Application emails.pdf and Activity.xlsx - that log emails sent by the system and the application's Activity Trail.

Note: Award and payment details, emails, and Activity Trails cannot be exported when downloading applications in bulk or downloading individual forms.

The Application.pdf file is broken into several sections:

  • Application Details - Basic information about the application, including Application ID, date it was submitted, applicant(s), current workflow and workflow level, etc.

  • Award and Payment Details - Information about awards and payments, including award amount, number of payments, payment amounts, etc.

    Note: If the application's program cycle has both cash and in-kind budgets available, then these details will be broken out into a Cash Award and In-Kind Award section.

  • Form Responses - All responses for the specified forms.

The Applications emails.pdf file includes a preview of every email sent by GrantsConnect as well as the following information.

  • Email ID

  • Subject

  • Recipient

  • Date sent

  • Audience

  • Email description

Note: This export does not include communications sent by Grant Managers.

The Activity.xlsx file shows the Activity Trail of the application, including:

  • Application ID

  • Activity ID

  • Type (e.g., Application moved to Awaiting Review)

  • Description

  • Workflow level

  • Updated by

  • Impersonated by

  • Date

  • Comment

Note: For more information, see the View Activity Trail resource.

 

Download individual applications

  1. Go to the Applications area.

  2. In the Applications tab, take one of the following actions.

    • Option 1 - Select the ellipsis icon next to the application and then Download application.

    • Option 2 - Select the checkbox next to the application followed by the Download button from the toolbar.

    • Option 3 - Open the Application View. Click on the ellipsis icon and then Download application.

  3. From the Download Application screen, specify the information you want to include in the download.

    1. Select the forms to include.

    2. Determine what additional data should be downloaded, such as the application's Activity Trail, emails sent by GrantsConnect for the application, and award and payment details.

      Tip: The Activity Trail can assist organizations with auditing applications. Learn more.

      Note: This option is not available if downloading applications in bulk.

    3. Specify which attachments associated with the application will be downloaded.

      • Include all attachments

        Note: This includes form upload attachments as well as files that were manually added like external files and merge documents.

      • Only include form upload attachments

      • Do not include attachments

    4. Specify if masked form data should be downloaded.

  4. Click on the Download button.

The resulting files will be automatically saved to the Downloads folder on your computer.

  • Applications without additional data or attachments will be exported as an Application.pdf file.

  • Applications with additional data or attachments will be exported as an Application.zip file that contains the Application.pdf file as well as an Attachments folder with all attachments related to the application's forms.

    Note: The Attachments folder only includes files that are uploaded as part of the application. Files that are manually added to the Attachments area (e.g., external files) are not included.

 

Download applications in bulk

Warning: The applications selected must be part of the same program. Additionally, a maximum of 10 applications can be downloaded at a time.

Tip: The download size is limited to 2 GB. If an error message appears stating that the export exceeds this limit, it is recommended to select a smaller number of applications and export them in batches.

  1. Go to the Applications area.

  2. Select the checkbox next to all applications you want to download followed by the Download button from the toolbar.

  3. From the Download Applications screen, specify the information you want to include in the download.

    Note: You do not have the option to include additional data (e.g., Activity Trail, communications) when downloading multiple applications at once. If you need this information, it is recommended to download the applications individually.

    1. Select the forms to include.

    2. Specify if masked form data should be downloaded.

  4. Click on the Download button.

An Application.zip file will be automatically saved to the Downloads folder. This output is similar to what is exported when downloading individual applications.