Application Pages – Forms, Pages, and Questions

Once you have created the logistics for a cycle using the Program Cycles editor, you will need to add pages that will be grouped into forms. These forms will be the opportunities that you offer to your applicants as they apply for your grants. Your opportunity must include an Application form and it may also include optional Intent to Apply, Interim Report, and/or Final Report forms. You may also create an additional associated cycle to create a flexible page set, such as a reimbursement form, an invoice, etc. Alternatively, you can offer additional form opportunities by extending your cycle for multi-year cycles.

Table of Contents

CREATE YOUR INTENT TO APPLY PAGE (OPTIONAL)

      1. Navigate to the Front End Manager tab > Application Pages subtab.
      2. Select your program and cycle from the drop-down menu.
      3. Scroll toward the bottom of the window and select Intent to Apply from the Add New Page drop-down.
      4. Type a title for this page, this title will appear to your applicants in the Table of Contents for this form.
      5. Click Add to add this page to your cycle. It will appear in the page table above in purple.
      6. Click the Edit button to the right of this page as listed in the page table.
      7. Add Info/Instructional language.
        1. Learn more about formatting this language with the Text Editor tools.
      8. Set the appropriate rules for the page and add question fields.
        1. Administrators can create the Intent to Apply page as an individual HTML/PDF, making it visible only to admin; or make it part of the Application HTML/PDF where it will be visible to panelists and admins.
        2. Administrators can manually approve the intent to apply before applicants have access to the application; or they can opt to allow applicants to continue with the application without approval.
        3. Administrators can populate the Intent to Apply page into the application making it the first page in the application; or they can make the page appear separately as its own form.
      9. NOTE: You can only add one Intent to Apply page per cycle.
Image of the Front End Manager tab Application Pages sub tab showing the Intent to Apply Page type selected from the drop down menu followed by a title field, a sequence toggle and an add button
Select the Intent to Apply page from the Type drop down menu
Give the page a title that will appear to your applicant in the Intent to Apply table of contents

CREATE THE PAGES OF YOUR APPLICATION (MANDATORY)

    1. Navigate to the Front End Manager tab > Application Pages subtab.
    2. Select your program and cycle from the drop-down menus at the top of the window.
    3. Scroll to the Add New Page tool.
    4. Select your page type from the Add New Page drop-down menu. It will be added as an application page by default if you do not check the Interim checkbox or the Final Report page checkbox.
    5. Type in a title for this page; this title will appear to your applicants in the Table of Contents for this page set.
    6. Click Add to add this page to your cycle Application and it will appear in the page table shown above in Peach.
    7. Click the Edit button to the right of this page as listed in the page table.
    8. Add optional Info/Instructional language.
      1. Learn more about formatting this text with the Text Editor tools.
    9. Add question fields that will help you gather data from your applicants. Learn more about pages here.
    10. If the page is a template, you won’t need to add questions. However, be sure to add Info/Instructional language that will direct your applicants on how to navigate this page.
    11. Navigate to your applicant site “[domain].gosmart.org”,” register and log in so that you can view and test the application while you are creating it.  From your cycle editor, ensure that your cycle status is Active and that the dates selected are appropriate for the current date.

PAGE NOTES:

  • If you are using a Work Sample Select page to request support materials, please review this guide.
  • If you report to the NEA, use this guide while you create your applications and final reports
Image of Front End Manager tab Application Pages sub tab; Custom narrative is selected from the Type drop down menu
As you add page types below, you will see them populate this page table
The title you give a page here will appear to your applicants in their Application table of contents
Select your page type(s) from this drop down, set the order if you don’t want it to default to the end of the pageset list, and click Add

CREATE INTERIM AND FINAL REPORT PAGES (OPTIONAL)

  1. Navigate to the Front End Manager tab > Application Pages subtab.
  2. Select your program and cycle from the drop-down menus at the top of the window.
  3. Scroll to the Add New Page tool.
  4. Select the appropriate checkbox for Interim or Final Report, located to the right of Add New Page.
  5. Select your page(s) as you did for the application.
    1. If you are using templates or tables that were used in the application page set, you will have the opportunity to clone the applicant’s data into the report by checking the Pre-populate box and/or using the Link To drop-down menu.
  6. You will see the Interim page set appears in yellow; the Final Report page set appears in green.
  7. Edit the pages as you did on the application.
    1. If you want to add a column to an Interim/Final report table that was created in the application, you will need to edit the table in the application page set.
  8. Interim and Final Report page sets are available to applicants after their statuses have been changed to Funded.  If you have both an Interim and Final Report, the Final Report page sets will be available to applicants after their status is changed to Interim Report Approved.
Image of Front End Manager tab Application Pages sub tab showing the Page Table followed by the Add New Page tool with the Final Report page box checked; Custom Narrative selected as the page type and Final Report Project Narrative typed in the Title field followed by the sequence toggle showing '5' and the add button
Check the appropriate Interim or Final Report Page checkbox when you want to add a page to either of those pagesets

CREATE A FLEXIBLE PAGESET (OPTIONAL)

You may find that you need to create an additional page set that does not follow the standard GO Smart cycle workflow of Intent to Apply -> Application -> Interim Report -> Final Report. For instance, you may need to create a reimbursement or invoice form–or maybe you offer more than one interim check-in. In these instances, you need to create an additional cycle to give your applicants these other types of data opportunities.

Follow the steps of the “Create all subsequent cycles in an existing program.” Give your new cycle (which will become your flexible page set) a title that aligns it with the existing cycle. For example, if your cycle is “Community Support 2017,” call the flexible page set something like “Community Support 2017 Reimbursement Request #1” so that your applicants can easily locate this opportunity.

After you create your new flexible page set, it will appear to your applicants as an additional opportunity in their Current Programs & Applications tab (shown below).

Image of the Applicant portal showing Current Programs & Applications tab to view programs and flexible pagesets as a program. View of an initial cycle called Community Support 2017 with an Intent to Apply, Application, Interim Report, and Final report and the ability to edit each along with the dates and deadlines for each. Followed by a flexible pageset titled Community Support 2017 Reimbursement Request #1 that appears in the same way and is associated with Community Support 2017 in name only
The initial cycle will appear to your applicant with the optional pagesets you have created
The flexible pageset(s) will appear just beneath the original with the name you have created

DELETING A PAGE

Click Remove to the right of the page that you would like to permanently delete. If Remove is not an option, you will need to first remove the fields of that page, then you will be able to delete the page.

Image of Front End Manager tab Application Pages sub tab showing a purple Intent to Apply page titled Eligibility and two Peach application custom narrative pages titled Work Sample Requirement and Organization Questions followed by Edit buttons and a Remove button
Click Remove to permanently delete a page from your pageset. NOTE this cannot be undone.
If Remove is not an option, click Edit and remove every question, then return to this table and click the Remove button that will become available.

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