Administration (Internal form)
What are Administration Forms?
Administration Forms can be used for recording any type of additional information internally. This can be helpful as any field recorded in any type of form can be reported on.
A few examples of this can include (but are not limited to):
A grant applicant calls to inform you of a variation to their intended grant expenditure. You may record this information in an Administration Form.
A grant applicant calls and they advise they have attached an incorrect document to their application; Or you follow up with an applicant about a document. The applicant can email you a copy of updated or correct document, and this can then be uploaded into an Administration Form.
For internal compliance and audit reasons, you need to map details about the applicant or funding to an internal identifier (e.g. supplier code or a similar classification). You may record this information in an Administration Form.
To record more thorough details about the decision made and funding information, you may decide to put this into an Administration Form.
You can create as many different types of Administration forms as necessary. Any information recorded in an Administration form can also be reported on.
Administration forms are not visible to applicants. They are also not visible to external assessors.
Build an Administration Form
From the relevant program, click on the Forms tab.
Click on the blue +Create/Copy Form button.
From the Purpose of Form drop-down, select Internal Administration Form.
Follow the usual Form building process to design and complete your Administration Form (see Creating Forms for more information).
Tip: If you wish to upload files as attachments to your administration form, you’ll need to ensure your form includes a file upload question. Find out how to do this in Creating Forms.
Attach and Complete an Administration Form
Select the Application you would like to add the Administration form to.
Select Administration.
Select Add Administration Form, and select the relevant form.
A copy of the Administration Form has now been added to the Application.
To fill out the Administration Form, select Fill Out.
Complete the form as required.
To save progress before submitting the form, select Save.
To submit the form, click Submit.
Tip: You can make changes to an unsubmitted Administration Form at any time by returning to the Administration tab, and next to the form, clicking on the Fill Out button.
Administration Form successfully added!
On the administration tab you can now see your form summarised on screen, along with any other added Administration Forms.
Note: After submitting your internal form, any attachments that have been added through the File Upload field will also appear in the Files tab of the application record.