The collaborator feature allows applicants to work together on a single request in Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM), including Universal Application. Collaborators can view, edit, or submit forms within a request based on their assigned permission level. Applicants can also use the collaborator feature to add a new user to their organization without contacting an administrator.
If two users are editing the same form concurrently, the changes saved will be those made by the last user to click save. Applicants should avoid working simultaneously on the same form to prevent overwriting each other's changes. Collaborators invited to a Common Application in a Universal Application will not have access to relate opportunity requests unless they are also invited to individual opportunities.
User Role: Administrators and applicants managing collaborative grant or scholarship applications.
When to Use the Collaborator Feature
Use the collaborator feature when multiple people need access to a single grant or scholarship request:
- Multiple people from an organization need to work together on a request.
- Someone else needs to upload documents, complete specific questions, or provide sign-off on the application, such as a fiscal sponsor or executive director.
- An organization works with a grant writer who needs access to the request.
- A new staff member needs to submit a request and requires access.
- An applicant needs an efficient way for someone else to view or submit their request.
Collaborator permissions in GLM/SLM apply to the entire grant or scholarship request, not just a single form. If a follow up form is assigned to a different applicant than the one who sent the invitation, the collaborator can view that form but cannot edit or submit it.
The collaborator feature offers three permission levels:
- View - The collaborator can view each form in the request the applicant has access.
- Edit - The collaborator can view and edit each form in the request the applicant has access.
- Submit - The collaborator can view, edit, and submit each form in the request the applicant has access.
Applicant-Managed Collaborators
The information below is intended as a reference for administrators. Applicant Tutorial - Collaborator provides a detailed tutorial to share with applicants.
To add collaborators to a request as an applicant, use the Collaborate button any form within the request.
- Upon viewing the first form in a process, the applicant can click the Collaborate button.
- The Collaborate pop-up allows the applicant to invite individuals to collaborate on their request.
- This option also appears on any follow up forms assigned to the request.
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The applicant will enter the applicable Collaborate information, and then click Invite.
- The applicant can view existing collaborators, resend an invitation, invite additional collaborators to the request, change permission levels of existing collaborators, or remove collaborators from the request.
- The applicant can view existing collaborators, resend an invitation, invite additional collaborators to the request, change permission levels of existing collaborators, or remove collaborators from the request.
Administrator-Managed Collaborators
To add or manage collaborators on behalf of an applicant, administrators can access the Collaborate feature from the Request Summary page or any form within the request.
- On the Request Summary page or a form for a specific request, click Collaborate.
- In the Collaborate pop-up, view existing collaborators, resend an invitation, invite additional collaborators to the request, change permission levels of existing collaborators, or remove collaborators from the request. Click Invite when done.
- Enter the email address of the person being invited to collaborate on the request.
- Enter a message to that person, including any specific instructions about questions they need to complete or review.
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Select the permission level for this collaborator.
- The permission levels are view, edit, and submit.
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These collaborator permissions apply to all forms within the request such as the application and any follow ups assigned to you. If edit is selected, for example, the collaborator can edit any forms within the request.