Collaborative submissions (beta)

The collaborative submissions feature of the Good Grants platform allows your program's applicants to add collaborators to their submissions. In this all-in-one guide we'll cover how to toggle on the feature, how to add and update collaborators, and more. 

Enable collaborative submissions

1. In the Manage workspace, navigate to Forms 
2. Click the ellipsis (three dots) next to your form's name and choose Form settings
   
3. Select the Allow collaboration between multiple users checkbox
4. Click Save when finished

Configure the collaborator notification

To alert a collaborator that they've been added to the platform a notification should be sent. A default message is seeded into your account but can be customised to fit your needs. 

1. In the Manage workspace, go to Settings > Communications > Notifications
2. Click on the 'Collaborator invited' notification
3. Make your desired edits to the email's subject and body and the SMS message, taking special care to include the "{message}" merge field as it will be replaced by the applicant's note if added
   
   Important: SMS messages are limited to 160 characters. To comply with local regulations, SMS messages cannot be sent to numbers registered in Singapore or to UAE residents between the hours of 9pm and 7am.
4. Click Save when finished

To learn more about notifications, check out our dedicated guide: Ultimate guide to notifications.

Adding collaborators

After an applicant has selected the category for their application, provided it a name, and clicked Save + next within the first tab of the form, collaborators can be added. Here's how:

1. In the application, click the + icon near the top of the form 
   
2. In the pop-up that appears, input the email addresses for your desired collaborator(s)
   
   Tip: multiple users can be added at once with email addresses separated by a comma, new line, semi-colon, or colon.
   Note: if the email addresses input are associated with a Good Grants account no registration will be required. New users will be required to complete registration and be granted the program's default role.
3. Select the proper permissions for the collaborator(s)
   • View: able to see the entire application but not take any action.
   • View + edit: able to edit all fields within an application but not submit.
   • View + edit + submit: able to edit all fields within and submit an application.
4. Key in an optional message to the collaborators--this message will be added to the configured program notification with the "{message}" merge field
5. Click Send invite when finished

Updating the application owner

Only an application's owner is able to add collaborators. If the owner of an application needs to be updated, both managers and application owner can accomplish this.  

Managers

1. In the Manage workspace, navigate to Applications
2. Locate the desired application and click on its name or ID 
3. Hover your cursor over the applicant's name and click Edit
   
   
4. Begin typing in the new owner's name or email address and select them when they appear
   
   Note: the user must be added to your program prior to making this change.
5. Click Save

Applicants

1. In the Apply workspace, open your desired application
2. Add the new owner as a collaborator if they aren't already
3. Click on Collaborators near the top of the application
   
4. In the pop-up that appears, click the ellipsis (three dots) next to the collaborator who should become the new owner
   
5. Choose Make owner
6. A confirmation pop-up will appear, click Continue to transfer ownership
   

Editing collaborator permissions

Occasionally a collaborator will need to have their permissions updated. For example, a 'Viewer' may want to make changes to the application. Changing their permissions can be done in just a few clicks.

1. In the Apply workspace, open your desired application
2. Click on Collaborators at the top of the page
   
3. In the pop-up that appears, open the permissions drop-down next to the collaborator
   
4. Select their new permission level
5. Click the X to close the window when finished

Removing a collaborator

If you need to remove a collaborator for any reason doing so is simple.

1. In the Apply workspace, open your desired application
2. Click on Collaborators at the top of the page
   
3. In the pop-up that appears, click the ellipsis (three dots) next to the collaborator
   
4. Choose Remove collaborator
5. Click the X to close the window when finished

Customise your user profile

When collaborating, users working on the same application will appear to one another within a small circular icon. Users can customise the colour of this icon or upload a photo to act as their avatar. Those who choose not to customise their profile will be assigned a random colour.

Set a profile photo

1. Click on your name in the top right corner of the page and select Profile
   
2. Either drag-and-drop an image into the 'Profile photo' field or click Select file to upload one
   
3. Resize, scale, and edit the photo as desired in the pop-up window that appears
   
4. Click the checkmark at the top right of the pop-up when finished editing
5. Hit Save when finished

Select a profile highlight colour

1. Click on your name in the top right corner of the page and select Profile
   
2. Click the small circular icon 
   
3. Choose from the available swatches in the 'Swatches' tab or open the 'Picker' tab to select a custom colour
   

   Swatch	Picker

4. Click Save when finished

Collaborative editing in practice

After a user has been invited to collaborate on an application, it will appear to them in their Applications list view in the Apply workspace. Collaborative submissions are identified by a small person icon next to the application name as well as a new 'Owner' column. 

Multiple users can be editing the same application at the same time. To prevent users from overwriting one another's input, only one user can edit a field at any given time. When one user is working in a field, it appears greyed out to other collaborators with a "___ is editing" message as shown below. 

Updates made by collaborators are displayed in real time so there's no need to refresh the page to view changes. 

FAQs

Can you assign fields to another individual?

With collaboration all application fields are available to all collaborators. Specific fields cannot be assigned. If only some fields should be available to third parties action flow should be used instead. 

Can multiple people edit a field at the same time?

Yes! Collaborators can all work within an application at the same time. 

Can I see changes that people made to fields?

As others are editing fields, they will appear greyed out with a "____ is editing" message that indicates the collaborator making the changes. 

Can you get back files that have been deleted?

Deleted files cannot be recovered. 

How many owners will there be?

Applications can only have one assigned owner. If ownership needs to be transferred to another collaborator, the original owner is able to do so by choosing Make owner when managing collaborators; see: Updating the application owner.

Can you hide certain fields from a collaborator?

No, the entire application form is available to all collaborators. 

Will there be any updates/notifications when changes are made.

As of now collaborators are not notified of changes or updates within the application, but our product team is working to develop this feature in the future. 

Can you message collaborators? Is there a comment thread?

Collaboration does not currently support in-app messaging. 

Can you remove collaborators?

Yes, collaborators can be removed in just a few clicks. For instructions see the Removing a collaborator section above.

Can collaborators that have been removed still see the application?

No, once a collaborator has been removed they will no longer have access to view or edit the application. 

Can we use SSO with collaborative applications? 

Yes! Any program that supports SSO will also support single sign on for collaborators. 

Can the program manager submit the application on behalf of an applicant in the rare case the owner is away sick?

Program organisers can always edit or submit an application on behalf of an applicant. For instructions see our dedicated guide: How to submit/modify an application on behalf of an applicant. 

Can collaborators see when the grant manger is viewing the application.

No, collaborators can only see when other collaborators are working in an application. 

Is there a maximum number of collaborators?

No! Application owners may add as many collaborators as necessary to their applications. 

Can the grant manager set a maximum number of collaborators?

Currently grant managers cannot set a maximum or minimum required collaborators on an application.  This is at the discretion of the application owners themselves. 

Can submission collaboration be used so reviewers can collaborate on a submission?

To maintain the integrity of the platform reviewers are not natively able to see the scores or comments left by other reviewers on an application. Should you wish to allow this, follow the steps outlined in this help article: Display (share) scores and comments between reviewers.