Contents

• Overview 
• What Is Admin Application Editing
• Step-By-Step Instructions 
  • Enable Admin Application Editing 
  • Access the Application 
  • Edit the Application 
• What Happens After Edits are Saved 
  • Applicant Email Confirmation 
  • Applicant View 
  • Program Member View

Overview

This step-by-step guide shows Program Admins how to edit submitted applications (Intake Forms) in Next.
 

What is the "Edit Application" Feature? 

When enabled, the Edit Application feature allows you to edit applications (Intake Forms) after they’ve been submitted. This is helpful when applicants can’t update their applications themselves and small fixes are needed.  

• Who can edit applications:
  • Organization Owners 
  • Client-Admins (for Partner-managed organizations) 
  • Program Owners (PO)
  • Program Managers (PM)
• When to edit applications:
  • It’s usually best to have the applicant make changes themselves using Request Revision. (For details, see  ➡️Manage Applications During Intake).  
     
  • Use the Edit Application feature for quick fixes (e.g., correcting typos, editing a table) or to make a minor edit on behalf of an applicant.
• Which fields can be edited: 
  •  All intake form fields are editable except the Request (References) section. 
    
    📌 Note: Program admins can edit hidden fields, which are not visible to applicants, but may be needed for internal processing.

Step-By-Step Instructions 

Enable Application Editing for Program Owner and/or Program Manager

1. Open the program. 

2. In the program, click Program Settings in the left-hand menu. 



3. Click the dropdown arrow on the far-right of the Member Types section.

4. At the bottom of the Member Types section, under "Application Editing Permissions" select the checkboxes next to the role(s) you want to allow to edit applications: Program Owner and/or Program Manager. 

Access the Application 

1. In the program, click the cycle name to open the cycle. 

2. Click the Intake or Review Round in the left-hand menu. 

⚠️ IMPORTANT: You can only edit applications in an active round. This includes both the Intake Round and Review Round.



3. Find the applicant in the list; click their ID number in the Applicant ID column. 

• The application appears.
   

Edit the Application

📌 Notes: 

• All form fields are editable except the Applicant Profile and Request (References) section. 
• If the applicant is also editing the application at the same time, the applicant's version is kept.

1. Once the application is open, click the pencil icon next to the applicant’s name near the top of the screen. 

2. In the Edit Application pop-up, click Continue to confirm that you want to edit the application. 

3. A message appears at the top confirming the application is in Edit Mode.

4. Scroll to the necessary fields and make your edits directly in the application. 

5. Once finished, click Save in the top-right corner of the screen. 

⚠️IMPORTANT: Clicking “Cancel” will discard all changes and exit Edit Mode.

6.  In the Save Changes pop-up: 

a. Select a reason for the edit.

- Applicant’s Request
- Spelling or Grammatical Correction
- Internal Operational Needs  
- Other

b. Optional: Add a comment (Required only if “Other” is selected in Reason for Edit).

c. Click Save. 

• Notifications appear in the bottom-left corner of the screen confirming the application edits are saved. 

🔍 Looking for the Application Edit History? If you need to review who made specific changes to an application and when, see ➡️View Application Edit Logs. 
 

What Happens After Edits are Saved

Applicant Email Confirmation

• After a Program Admin saves an edited application, Next automatically sends an email to the applicant with the subject “Application Edited.”
• The email notifies the applicant that changes were made and includes a link to log in and view the updated application in Next.

📌Note: This email is set up by default, under the trigger "Application Edited" in the Intake and Review stages. To remove this email or edit the template, see ➡️How to Manage Your Email Communications Setup + How to Manage Your Email Communications Template Library. 

Applicant View

Applicants can view all their applications in the Applicant Portal under Applications.

• When the application is opened, a information message at the top notifies the applicant that a Program Admin edited their application 
• An "Edited" tag appears next to each edited field. 
• If the application is downloaded by the applicant, all saved edits are reflected. 
  
  📌Note: When an application is edited by an admin, the application status does not change (for example, “Submitted” remains “Submitted”).
  
  
   

Program Member View

• Program Members (Organization Owners, Program Owners/Mangers, Program Staff, Reviewers) see the same "Edited" tag as applicants when viewing an edited application.
  
  

🔍 Looking for the Application Edit History? If you need to review who made specific changes to an application and when, see ➡️View Application Edit Logs. 
 

Related Articles

➡️View Application Edit Logs
➡️Manage Applications During Intake (Admin Controls)
➡️Manage Applications During Review (Admin Controls)
➡️Add Applications 
 

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