Collaborating on an application

A collaborator is another applicant, a person or an organisation, who works on your application with you. You choose them from the applicants already registered with the organisation, and you remove them from the same place.

Labels that name Grant, Application and Individual use your organisation's own term if you've renamed it.

Before you start

• Manage Collaborators appears only on applications you own, and only while collaboration is allowed for the application's grant. The organisation sets this for all its grants, and a grant can set its own.
• Members of your organisation already share its applications: see Your organisation's members. Collaborators are for people outside it.

Add or remove collaborators

You can open Manage Collaborators from two places:

• in Applications, from the application row's actions menu;
• on the application page, from its Actions (behind More actions on a smaller screen).

Then:

1. Under Search for a person or organisation, type at least two characters of a name or email address. Matching registered applicants and applicant organisations appear as you type.
2. Tick a result to add it. It moves to To add.
3. Under Current collaborators, untick anyone you want to remove.
4. Select Update. You see Collaborators updated.

Nothing changes until you select Update: closing the popup or selecting Cancel discards your changes. If someone else changed the collaborators while you had the popup open, it says so and reloads the list; make your changes again.

Invite someone who isn't registered

If the person you want to collaborate with has never used the Portal, they won't appear in the search. Invite them instead:

1. Beneath the search box, select Can't find them? Invite a new applicant.
2. Choose the Type of applicant: Company or Individual. For a company, enter its Company name too.
3. Enter their First name, Last name and Email address.
4. Select Send invite. You see Invitation sent to and their address, and you're back at the list.

The invitation is sent straight away; it doesn't wait for Update, and anything you've ticked or unticked in the list is still there. Back returns to the list without sending anything. If the email couldn't be sent, the popup says so and keeps what you entered: select Send invite again.

They get an email naming the application, with a link to set a password and register. The link expires in 7 days. Inviting the same address again sends a new link, and the old one stops working. They don't appear in the list until they've registered; then they're added as a collaborator. Someone invited to collaborate registers as described in Registering.

If a field is missing, the form says so under it, for example First name can't be blank, and sends nothing. If the address already belongs to someone registered with the organisation, the form says This person already has an account. Search for them instead. and sends nothing: search for them by name or email address.

When adding is turned off

If the popup says Adding collaborators is turned off for this Grant. You can still remove existing ones., the grant no longer allows new collaborators. There is no search box and no Can't find them? Invite a new applicant: you can only untick current collaborators and select Update.

If you're a collaborator

An application you collaborate on appears in Applications and in My Applications on your Dashboard, with the owning organisation named under its title, such as Collaborating with Wattle Trust.

As a collaborator you can:

• view the application, and edit and submit it while it is open to changes;
• answer a request for more information;
• add and read Notes, use View Conversation and Download PDF;
• read decision letters and complete decision conditions;
• see the application's milestones on your Milestones page, without payment details, and complete them.

You can't withdraw or delete the application, ask to edit it, accept or decline an offer, or manage its collaborators; only the owner can. You don't see its contracts or payments, or the owning organisation's other applications and members.

See also

• After you submit
• Your organisation's members
• Registering