> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/applications/an-application.md. Every page is listed at https://admin.backed.giving/help/llms.txt. > This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it. An application's page shows everything about one application: its answers, its details and what has happened to it. `Application` is your organisation's own term if you've renamed it. ## What you see The page shows the `Application Number`, the timeline (`Started`, `Submitted`) and its tabs: - `Answers` — the applicant's answers, page by page. - `Details` — the `Owner`, who it was `Submitted by`, the amounts, the `Collaborators`, the verifier and the decisions, assessments, contracts and milestones that belong to it. At its foot, the `Automations` panel lists the last ten times an automation fired for the application and what each action did; `Show all` opens the full log filtered to it. See [Automations](../communications/automations.md#log). - `Eligibility` — the screener answers, its verdict and the `Staff verdict`. If no screener was answered, it says so. See [Eligibility screener](../funding-rounds/eligibility-screener.md). - `References` — only when the form asks for referees: each referee, the status and dates, and `Reopen`. See [Referee requests and references](referee-requests.md). - `Communications` – after `References` (or `Eligibility`): every email, unemailed letter and conversation message about the application, newest first, read-only. The `Reply address` card is here too; it used to be on `Details`. See [An application's communications](../communications/application-communications.md). - `Funds` — the last tab, only when Funds is turned on and you can access payments: the funds the application is allocated to, each with its year and amount. See [Allocating applications to funds](../funds/allocations.md). Each uploaded file in `Answers` links to its download and has `View`, which opens it full screen: a PDF or an image shows in the viewer, other files say `Preview not available` with `Download`. A replaced file shows `Version n of m`; `History` lists each version, who uploaded it and when, with `Download` for each. Only the applicant can restore an earlier version, while the application is a draft. If the register check flagged the application, an `Eligibility check failed` message above the tabs gives the reason, such as `Register identifier missing`. Only staff see it. See [Registration templates and types](../registrations/registration-templates.md). If the application is in an open duplicate group, a `Possible duplicate` message above the tabs links to the round's `Duplicates` tab. An application archived as a duplicate shows `Archived as duplicate` and the day it was archived. See [Duplicate applications](../funding-rounds/duplicate-applications.md). Once the application has a decision, its `Decision` panel offers `Export decision record`: a PDF of how the decision was reached, each fact citing its audit entry. See [The decision record](../decisions/decision-record.md). A sent letter under `Application Decisions` opens with `View letter`. Above the letter it names the template it was `Generated from`, who sent the decision and when, and its `Review requests` in order. `Open the Decision` goes to the decision's page, and `Open the Application’s Assessment records` to this page's `Assessments` section if you can access both applications and assessments. See [Trace a sent letter](../decisions/decision-letters.md#trace-a-sent-letter). When the application has an open appeal, an `Appeal` panel under `Application Decisions` shows its status and reviewer. `Open the appeal` goes to the appeal's page, and `Open appeals` to `Funding Decisions > Appeals`. A task about an appeal opens this page on that panel. See [Appeals](../decisions/appeals.md). Once the application has an approved amount, the `Sources of funds` panel shows whose money it is and what is `Unattributed`, your organisation's own, and the `Co-funders` panel below it shows its funded total with each co-funder's share. See [Sources of funds](../funds/sources-of-funds.md) and [Co-funders on grants and rounds](../funds/co-funders-on-grants.md). While `Geocoding` is on, the `Map location` card shows where the application's address questions were placed on the map. `Address not located` means the geocoding provider could not place one, and `Pending` that it has not answered yet. `Place on map` or `Move pin` opens a map: drag the pin, or type the latitude and longitude, then `Save pin`. You need permission to edit applicants. See [Applicants](../registrations/applicants.md#map-location). The `Actions` panel lists what you can do now. If there is nothing, it says `Nothing can be done to this Application right now.` ## Draft a reply with AI If your organisation has `Administrator drafting` switched on and you may post in the application's `Conversation`, the message box offers `Draft with AI`. `Accept` adds the suggestion to the box, `Edit` lets you change it first, and `Discard` drops it. Nothing goes to the applicant until you select `Send`. ## Collaborators The `Collaborators` row in `Details` shows how many collaborators the application has and their names, or `No collaborators yet.` A collaborator marked `Suspended` keeps their place on the application but cannot open it while collaboration is turned off. `Manage Collaborators`, in the `Actions` panel and in the `Collaborators` row, opens the list of collaborators. Search for an applicant or an organisation, tick the ones to add, untick the ones to remove, and select `Update`. If adding collaborators is turned off for the application's round, you can still remove existing ones. To add someone who has never registered, select `Can't find them? Invite a new applicant` beneath the search box. Choose the `Type of applicant`, `Company` (with its `Company name`) or `Individual`, enter their `First name`, `Last name` and `Email address`, and select `Send invite`. You see `Invitation sent to` and their address, and you're back at the list with your changes kept. They get an email naming the application, with a link to set a password and register; the link expires in 7 days, and inviting the same address again sends a new link and cancels the old one. Once they've registered they're added as a collaborator. An address that already belongs to someone registered with your organisation sends nothing and shows `This person already has an account. Search for them instead.` The link isn't offered while adding collaborators is turned off. While your organisation's `Collaboration` setting is turned off, an application in a round that follows that setting offers no `Manage Collaborators`, and its `Collaborators` row lists the names, each marked `Suspended`. A round with its own `Allow applicants to add collaborators` setting keeps its collaborators' access either way: ticked, you can add and remove; unticked, you can only remove. ## Its milestones The `Milestones` section lists the application's milestones, its own and its contracts', by due date. Each shows its title, linked to its milestone page, its status, its due date (`Overdue` beside a late one), its `Funding amount` and its payment status. Under the list, `Totals` adds up the `Funding amount` and what has been `Paid`, with one line for each currency, never converted. An in-kind milestone's declared value is shown on its own `In kind` line and is never counted in the cash totals. When an approved extension request moved a milestone's due date, the row shows the new due date and `Moved by request`, with the date the request was approved. Select it to open that request on its contract's `Requests` tab. When the application has been paid, `Request repayment` asks the grantee to return money, and the `Repayments` panel lists each request with its remittance reference and status. An application paid more than its approved amount shows `Overpaid` with the amount in its tranche summary. See [Refunds, repayments, holds and void and reissue](../payments/refunds-and-corrections.md). ## Generate a milestone schedule from a reporting band When the application has an approved Funding Decision and its round or program has reporting bands, its `Milestones` section offers `Generate schedule`. You need permission to create milestones. 1. Select `Generate schedule`. Backed proposes one draft milestone for each slot of the band the granted amount falls in, with its due date and its share of the amount. The applicant sees nothing yet. 2. Open a draft milestone to change it on its milestone page, or select `Remove` to drop it. 3. Select `Send schedule` to publish the milestones and send the applicant the `Milestones Created` email, or `Discard` to drop the draft and start again. If the granted amount has since moved into another band, for example after a variation, the section names the band the current amount falls in. The milestones already generated stay as they are. See [Reporting bands](../milestones/reporting-bands.md) for what is refused and why. ## Change the application's details - Select the `Application Number` to edit it. Press Enter to save or Escape to cancel. - `Change the Approved Amount` sets the amount approved, in dollars. - `Transfer Ownership` moves the application to another applicant whose registration has been approved. - `Change the Verifier` assigns a verifier, or removes one. While the application is `With the Verifier`, `Submit Application` sends it to you without waiting for them. ## Classify it The `Classification` panel shows the application's staff coding and the applicant's proposal for each taxonomy its round uses. Codes the application took from its round show `Proposed`: select `Confirm` to accept them, or `Edit` to choose other terms. When the applicant has proposed terms too, `Confirm the applicant's proposal` uses theirs instead. A term a newer taxonomy version dropped shows `Retired`. You need Full Access to the application to change its coding. See [Classification](../classification/classification.md#coding-an-application). ## Let the applicant change it Use the `Application Editing` menu: - `Unlock with message` lets the applicant edit the application until a `Deadline`, then it locks again. They are sent your `Message`. - `Request more information` asks the applicant to fill in a Supplementary Information template you choose. The application shows `More information requested` until they send it. Their responses appear under `Requests`. - `Edit as Admin` opens the application for you to change. The applicant is not notified and changes save automatically. Select `Exit` when you are done. When an applicant asks to edit a submitted application, an `Edit request` appears. Select `Allow Editing` or `Decline`; either way, the applicant is told. ## Work as the applicant `Act as an Applicant` opens the application as the applicant sees it, so you can fill it in for them. The page shows `Acting as` and their name. Select `Resubmit` to submit their changes. `Copy into a new Application` starts a new application for the same applicant in a grant you choose, with every matching answer copied, and opens it so you can finish it for them. You need `Complete Application on Behalf`, and the grant must allow copying from previous applications. ## History and comments - `See Application History` lists everything recorded on the application: what changed, who changed it, and when. Each message in the application's `Conversation` is listed with its time; select `Open conversation` to read it. A sent decision letter shows `Email`, which opens its email log entry if you can see email logs. - An application the round's `Stale drafts` settings withdrew shows `Withdrawn automatically` in the history, with the reason and no person named. See [Remind and withdraw stale drafts](../funding-rounds/stale-applications.md). - A change made with an accepted or edited AI output shows `AI assisted` in the history. Select `View the decision log entry` to open that output's entry on the `Decision log` tab of [AI assistance](../../integrations/ai-assistance.md#the-decision-log), which names the capability that made it. You need `Can access Organisation settings` to read the log. It keeps references, versions and hashes, never the prompt or the output. - `Export` in the history saves it as a `CSV` or `Excel` file, using the filters the history shows, and the file downloads at once. You need `Can generate reports`. If the history is too large for one file, narrow the filters and export again. See [Export one record's history](../audit/audit-log.md#export-one-records-history). - `Internal Comments` holds notes for your team. Applicants never see them. See [Internal comments](../communications/internal-comments.md). - `Committee`, last on the page while Assessments is turned on, holds your committee's outcomes, with the rationale and any dissent, and its meeting notes. Assessors and applicants never see it. See [Committee records](committee-records.md). ## See also - [Classification](../classification/classification.md) - [The decision record](../decisions/decision-record.md) - [Exporting applications](exporting-applications.md) - [Troubleshooting applications](troubleshooting-applications.md) - [Outcomes](../milestones/outcomes.md) - [Reporting bands](../milestones/reporting-bands.md) - [Refunds, repayments, holds and void and reissue](../payments/refunds-and-corrections.md)