Contents

• Overview
• What is the Add Applications Feature?
• Before You Begin
• Step-By-Step Instructions
  • Add the Application
    • What happens after you add an application
  • Manage the Application
    • Fill in the application
    • Move the application 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 Add Applications: 
  • 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 use Add Applications:
  • Organization Owners 
  • Client Admins (for Partner-managed organizations) 
  • Program Owners
  • Program Managers

Before You Begin

⚠️ Before you start, confirm that:

• The Intake Round is open. You cannot add applications after the intake deadline.
   
• The applicant already has a profile in your Participant Network. Only Organization Owners and Client Admins can add profiles to the Participant Network. If they don't have a profile:
   
  • Organization profiles can be added directly using the “+ Add Profile” button on the Participant Network screen.
     
  • Individual profiles must be imported using the “Import Data” button on the Participant Network screen. For instructions, see ➡️How to Import Applicant Profiles.

Step-By-Step Instructions 

Add the Application

1. Open the program. 
2. Select the Intake Round from the left-hand menu. (Note: The name of this round reflects whatever title you gave it in the Workflow Builder).  
   
   
    
3. Click Add Applications in the upper-right corner of the screen. 
   
   
    
4. Search for the applicant by name or browse through the results using the page links at the bottom of the screen.  
   
   
    
5. Click the checkbox next to the applicant’s name. Repeat for any additional applicants. 
   
   
    
6. Click Create Applications.
   
   📌Note: The applicant is not notified when you create an application on their behalf. 
   
   

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

What happens after you add an application: 

• 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

Fill in the application 

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: 

1. Admins can edit the application using the Edit Application feature (if enabled for the program). For instructions, see ➡️Edit Submitted Applications.
    
2. Applicants can edit the application by opening it from the Applications tab of their portal. 

Move the application 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 program 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?
  You must add the applicant to the Participant Network before you can add an application for them. Organization profiles can be added directly using the “+ Add Profile” button on the Participant Network screen. Individual profiles must be imported 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?
  First, check that the intake deadline has not passed — if it has, the application will not be created even if the process appears to complete successfully. If the 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)






 

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