{"id":358,"date":"2017-08-09T22:00:15","date_gmt":"2017-08-09T22:00:15","guid":{"rendered":"http:\/\/help.zoomgrants.com\/?post_type=ht_kb&p=358"},"modified":"2020-07-20T12:33:45","modified_gmt":"2020-07-20T18:33:45","slug":"invite-collaborators","status":"publish","type":"ht_kb","link":"https:\/\/help.zoomgrants.com\/index.php\/zgu\/invite-collaborators\/","title":{"rendered":"How can I invite another user to work on my application or add someone else to our account?"},"content":{"rendered":"

If you’re a new user and you haven’t yet set up your account, please read this\u00a0article first:\u00a0Setting Up Your Account<\/a>.<\/p>\n

\n

Inviting Collaborators to Work on an Application<\/span><\/strong><\/h2>\n

Applicants can\u00a0add other users to an application via the Collaborator<\/strong> feature.<\/p>\n

\"\"<\/p>\n

Summary Tab (first tab of the application) > Collaborators<\/em><\/span><\/p>\n

If you’re the application owner<\/a>, you can find the Collaborator feature near the bottom of the first tab of any\u00a0application in your account.\u00a0(If you’re not sure where to find your application, read more\u00a0here<\/a>.)<\/em>\u00a0Scroll down the page to\u00a0the\u00a0Collaborators\u00a0section, then:<\/p>\n

    \n
  1. Enter ONE email address into the Email Address<\/strong> field.<\/li>\n
  2. Enter that person’s first name<\/strong>, last name<\/strong>, and their job title<\/strong>.<\/li>\n
  3. Put a check in at least one of the Editing Access<\/strong> boxes. (See ‘Updating Collaborator Access<\/a>‘, below.)<\/li>\n
  4. Check the ‘Add to Additional Contacts<\/strong>‘ checkbox below the Email Address field if you’d like to also add that person as an additional contact.<\/li>\n
  5. Click the Invite<\/strong> button.<\/li>\n
  6. Repeat as necessary to invite your colleagues.<\/li>\n<\/ol>\n
    \r\n \t\t
    \r\n\r\n \t\t\t \t\t\t\t
    \r\n\t \t\t\t\t
    Updating Collaborator Access<\/div>\r\n\t \t\t\t\t
    \r\n\t \t\t\t\t\t
    \r\n\t \t\t\t\t\t\t<\/div>\n
    As far as collaborator access goes, until an application has been submitted and approved, only an Application checkbox will appear in the Editing Access columns.<\/div>\n
    <\/div>\n
    After an application is approved and that decision is made visible in the applicant account, additional boxes will appear in the Editing Access section.<\/div>\n
    \n

    *************************************************<\/strong><\/p>\n

    APPLICATION OWNERS MANAGE COLLABORATOR ACCESS<\/strong><\/p>\n

    When an application is approved, applicants may need to come back to the Collaborators section of an application to give existing collaborators access to the new sections or to add additional collaborators. <\/strong><\/p>\n

    The applicant can give the current collaborators additional editing access by putting checks in the other boxes that appear in the Editing Access section. <\/em><\/strong>(ZoomGrants staff, administrators, or other collaborators cannot update collaborator access.)<\/em><\/p>\n

    *************************************************<\/strong><\/p>\n

    \t \t\t\t\t\t<\/div>\r\n\t \t\t\t\t<\/div>\r\n \t\t\t\t<\/div>\r\n \t\t\t \t\t\t\t

    \r\n\t \t\t\t\t
    Confirming Collaborator Account Access<\/div>\r\n\t \t\t\t\t
    \r\n\t \t\t\t\t\t
    \r\n\t \t\t\t\t\t\tAfter you've finished inviting your collaborators, you can refresh the page or log back in later to check the Status<\/strong> column to see if those users have their accounts set up.<\/p>\n

    Until the user has an account, the Status column will display the word 'Invited' in grey, and you can click the 'remind' link to re-send the invitation with the temporary password and the link to the login page.<\/p>\n

    Invited users who have created their accounts or who already had accounts when they were invited will have a checkmark in the Status column.\t \t\t\t\t\t<\/div>\r\n\t \t\t\t\t<\/div>\r\n \t\t\t\t<\/div>\r\n \t\t\t \t\t\t\t

    \r\n\t \t\t\t\t
    Collaborator Credentials<\/div>\r\n\t \t\t\t\t
    \r\n\t \t\t\t\t\t
    \r\n\t \t\t\t\t\t\tWhen you click Invite<\/strong>, the system sends an invitation to that email address. The invitation email will come from Notices @ ZoomGrants.com, and they may need to check in their spam or junk folder.<\/p>\n

    That invitation includes a temporary password (if the invited user does not have an account already) or a password reminder (if the invited user already has an account). It also has a link to the Invitations page, where new users can finish setting up their collaborator accounts. Once the account has been created, all users have the option to log in on our homepage.\t \t\t\t\t\t<\/div>\r\n\t \t\t\t\t<\/div>\r\n \t\t\t\t<\/div>\r\n \t\t\t \t\t\t\t

    \r\n\t \t\t\t\t
    Revoking Collaborator Access<\/div>\r\n\t \t\t\t\t
    \r\n\t \t\t\t\t\t
    \r\n\t \t\t\t\t\t\tTo revoke a collaborator's access to the application, click the grey trashcan icon. They'll no longer be able to view or edit the application in their account.\t \t\t\t\t\t<\/div>\r\n\t \t\t\t\t<\/div>\r\n \t\t\t\t<\/div>\r\n \t\t\t \t\t\t\t
    \r\n\t \t\t\t\t
    Adding Collaborators To Multiple Applications<\/div>\r\n\t \t\t\t\t
    \r\n\t \t\t\t\t\t
    \r\n\t \t\t\t\t\t\tIf you have multiple applications in your account and there are people who need access to all of them, add them as a collaborator on each application<\/em> (or consider sharing your login credentials so that you all have the same access).<\/p>\n

    More than one user can work in the same application at once (even in the same account, if you'd like!). Just be sure to read the note about the Auto-Save feature, below.\t \t\t\t\t\t<\/div>\r\n\t \t\t\t\t<\/div>\r\n \t\t\t\t<\/div>\r\n \t\t\t \t\t\t\r\n \t\t<\/div>\r\n \t\t<\/p>\n<\/div>\n<\/div>\n

    Very Important Notes on Collaborators<\/h2>\n

    Application Access<\/h3>\n

    First, only the application owner can submit, archive, or delete an application or edit the Applicant and Organization Information fields in the application.\u00a0<\/strong><\/span>Collaborators cannot do\u00a0any<\/span>\u00a0of those things.<\/p>\n \t\t

    \r\n \t\t\tCollaborators cannot submit applications.<\/span> \t\t\t \t\t\t\r\n \t\t<\/div>\r\n \t\t\n

    If the application owner\u00a0has\u00a0created an application and will not be available\u00a0when the\u00a0application will be submitted, they should\u00a0share their\u00a0login credentials<\/span>\u00a0with someone who can submit the application\u00a0in their\u00a0account in their\u00a0absence or\u00a0request that the application be transferred<\/span>\u00a0to someone else’s account (read more about the latter\u00a0here<\/a>).<\/p>\n

    Access Permissions<\/h3>\n
    \n

    Second, the application owner is the only person who can add or remove collaborators or update their access permissions.\u00a0<\/strong><\/span>Neither the program administrator with the funding organization nor ZoomGrants tech support staff can update access permissions or add or remove users from applications.<\/p>\n \t\t

    \r\n \t\t\tApplicants control collaborator access.<\/span> \t\t\t \t\t\t\t

    \r\n \t\t\t\t\tIf an\u00a0application is approved and the applicant is\u00a0asked to submit reports or invoices or to sign contracts, the application owner may need to\u00a0update the\u00a0collaborator access<\/a>\u00a0<\/strong>or invite new users to complete those tasks. \t\t\t\t<\/p>\r\n \t\t\t \t\t\t\r\n \t\t<\/div>\r\n \t\t\n

    Collaborators can\u00a0see\u00a0<\/em>all of the sections of the application but can only work on the ones that they’ve been given access to.\u00a0If you’re an applicant, you can do that by logging into your account, finding the application, and then checking the new boxes to give your collaborators\u00a0access to the additional\u00a0sections.<\/p>\n<\/div>\n

    Auto-Saving<\/h3>\n

    Third, if two (or more) users are working on an application and are in the same field at the same time, the Auto-Save feature will\u00a0automatically save the\u00a0last<\/em>\u00a0change that was made<\/strong>, whether or not the users\u00a0are logged into the same or different accounts.\u00a0<\/span><\/p>\n

    Multiple users\u00a0can\u00a0work on the application concurrently, but they should not edit the same question at the same time, as the last person to save their answer will ‘win’. It is important that users either work on completely different questions, sections, or tabs, or that they reload the page (using the Refresh Page button in the upper right corner of the application) to ensure they are seeing the latest version of the application before making any additional changes.<\/p>\n

    For example, two users – Jill and Matt – are working on an application at the same time. Jill inputs an answer to question #5 then clicks outside the box to save her change. At the same time, Matt also starts to work on question #5. He inputs his answer then clicks outside the box a few seconds after Jill does. Since Matt saved his answer last, that is the answer that is now saved in the system. Jill has not\u00a0refreshed her page, so she doesn’t know that Matt has since saved over her answer. When she refreshes the page\u00a0using the Refresh Page button, the\u00a0system will\u00a0display the last\u00a0answer\u00a0that was saved (which was Matt’s).\u00a0<\/em><\/p>\n

    Submission Access<\/h3>\n

    Last,\u00a0collaborators cannot use their\u00a0collaborator accounts to\u00a0submit their own applications.<\/strong><\/span>\u00a0<\/strong><\/span>This means neither can they submit an application on which they’ve been invited to collaborate nor can they create and submit applications on their own behalf.<\/p>\n \t\t

    \r\n \t\t\t \t\t\t \t\t\t\t

    \r\n \t\t\t\t\tIf you want to be a collaborator on an application AND submit your own application(s), set up your applicant account and create your application first<\/span>, then let your colleague add you as a collaborator on the other application(s). This will ensure that you have the correct account type to submit your own application later. \t\t\t\t<\/p>\r\n \t\t\t \t\t\t\r\n \t\t<\/div>\r\n \t\t\n

    Adding Another User To An Account<\/strong><\/h2>\n

    Currently, we recommend that each organization has\u00a0a single applicant account. That main account is\u00a0owned, controlled<\/em>, and\u00a0managed\u00a0<\/em>via a single set of login credentials (email address and password). If you want others to be able to access the full account, you will need to share with them your login credentials.<\/p>\n

    If multiple people will need access, we recommend setting the email address associated with the account to either be the person who will be\u00a0primarily responsible\u00a0<\/em>for managing your organization’s applications or a\u00a0general email address<\/em>, perhaps even an alias that sends emails to multiple people who will be managing\u00a0your applications. After establishing the\u00a0login credentials for the account and adding the applications, you can add additional users to specific applications as collaborators by following the instructions below, or share the login credentials for the main account.<\/p>\n","protected":false},"excerpt":{"rendered":"

    If you’re a new user and you haven’t yet set up your account, please read this\u00a0article first:\u00a0Setting Up Your Account. Inviting Collaborators to Work on an Application Applicants can\u00a0add other users to an application via the Collaborator feature. Summary Tab (first tab of the application) > Collaborators If you’re the…<\/p>\n","protected":false},"author":3,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[33,18,38],"ht-kb-tag":[81],"class_list":["post-358","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-appfaqs","ht_kb_category-applicantkbs","ht_kb_category-all","ht_kb_tag-jul20"],"_links":{"self":[{"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/ht-kb\/358","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/comments?post=358"}],"version-history":[{"count":16,"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/ht-kb\/358\/revisions"}],"predecessor-version":[{"id":3183,"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/ht-kb\/358\/revisions\/3183"}],"wp:attachment":[{"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/media?parent=358"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/ht-kb-category?post=358"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.zoomgrants.com\/index.php\/wp-json\/wp\/v2\/ht-kb-tag?post=358"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}