Contents

• Overview
• What is the Add Applications Feature?
• Before You Begin
  • Turn on Add Applications
  • Check These Requirements
• Step-By-Step Instructions
  • Navigate to the Intake Round
  • Add Applications
• What Happens After You Add Applications
• Manage the Application(s)
  • Complete the Application(s)
  • Move the Application(s) Through the Cycle
• Frequently Asked Questions
• Related Articles
   

Overview

This article shows Program Admins how to add a draft application on behalf of an applicant to an Intake Round in Next. 

What is the Add Applications Feature?

Add Applications lets you create a blank draft intake form (application) for an existing applicant in the Participant Network. From there, either you or the applicant can fill out the intake form. 

• When to use: Use Add Applications when applicants are not expected to submit on their own. For example:  
  • Your team manages intake and creates applications on behalf of applicants, rather than waiting for applicants to apply on their own.
  • Applications were collected outside the system and need a record created so post-award reporting can begin.
• Who can add applications:
  • Organization Owners 
  • Client Admins (for Partner-managed organizations) 
  • Program Owners
  • Program Managers

Before You Begin 

Turn on Add Applications

1. Open the program, then click the gear icon on the far right of the cycle to open Cycle Settings. 
   
   
    
2. In Cycle Settings, click Workflow in the top menu, then select Workflow Options from the left menu.  
   
   
    
3. Toggle Add Applications to Enabled. A Beta Feature label appears next to the toggle.
   
   

4. Click Save Changes in the upper-right corner of the screen. 

• A confirmation message appears in the bottom-left corner of the screen. 

Check These Requirements

Before you add an application, make sure:

• The intake round deadline hasn't passed. You can't add applications after the deadline.
   
• The applicant already has a profile in your Participant Network. If they don’t have one yet, an Organization Owner or Client Admin can add them:
  • Organization profiles: Click “+ Add Profile” on the Participant Network screen.
  • Individual profiles: Import them using the “Import Data” button on the Participant Network screen. For instructions, see ➡️How to Import Applicant Profiles.

Step-By-Step Instructions 

Navigate to the Intake Round 

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

    

2. In the award cycle, select the intake round from the left-hand menu. (The name of this round reflects the title you gave it in the Workflow Builder).
   
   

Add Applications

1. Click Add Applications in the upper-right corner of the screen.
   
   

2. Use the search bar in the upper-left corner to search for the applicant by name, or browse the results using the page links at the bottom of the screen.


 

3. Select the checkbox next to the applicant’s name. Repeat for any additional applicants. 

4. Click Create Applications in the bottom-right corner of the pop-up.

• A confirmation message appears in the bottom-left corner of the screen: “Applications created successfully.”

5. Refresh the page to see the application(s) you added. If the intake round has more than one page of applications, use the page links at the bottom of the screen to scroll through. 
 

What Happens After You Add Applications

• The application appears in the intake round in "Draft" status. 
  
  
   
• The application will also appear on the applicant's Applications page in their portal. 
  
  
   

Manage the Application(s)

Complete the Application(s)

Once added, the applicant's profile is populated automatically in the intake form (application), but all other fields are blank. 

To edit the application, there are two options: 

A. Admins can edit the application using the Edit Application feature (if enabled for the program). For instructions, see ➡️Edit Submitted Applications.
 

B. Applicants can edit the application by opening it from the Applications tab of their portal. 

Move the Application(s) Through the Cycle 

You can move the application through the cycle as you would any other submission. For help, see these articles: 

➡️Start First Review Round: Deadline-Based Cycles
➡️Rolling Cycles Administration

Frequently Asked Questions

• Can the applicant see and edit the draft?
  • Yes, the draft is linked to the applicant’s profile, so they can access and continue working on it from the Applications page in their portal. The admin can also fill in the form on the applicant’s behalf using Edit Applications.
     
• Can I add the same applicant more than once?
  • Only if your award cycle allows multiple applications per applicant. If it doesn't, the applicant's checkbox will be greyed out in the search dialog and cannot be selected. 
     
• What if the applicant isn't in the Participant Network?
  • They must be added to the Participant Network before you can add an application for them. Only an Organization Owner or Client Admin can do this:
    • Organization profiles: Click “+ Add Profile” on the Participant Network screen.
    • Individual profiles: Import them using the “Import Data” button on the Participant Network screen. For instructions, see ➡️How to Import Applicant Profiles.
       
• What if the application doesn't appear after I add it?
  • Check that the intake deadline hasn’t passed. Applications added after the deadline aren’t created, even if you see a success message. (If your cycle uses Soft and Hard Close Dates, check the Hard Close Date instead).
  • If the intake deadline is still open: Refresh the page.

Related Articles

➡️Edit Submitted Applications
➡️Start First Review Round: Deadline-Based Cycles
➡️Rolling Cycles Administration
➡️Manage Applications During Intake (Admin Controls)
➡️Manage Applications During Review (Admin Controls)

 

What did you think of this article? Please leave a comment below! 
Your feedback helps us improve the experience for everyone.