Change Application User
Manage users have the ability to change the user of an application. This can be quite common, for example, the original user who submitted the application then leaves an organisation and needs to give another staff member access to the application or the original user who submitted is not the person responsible for managing the acquittals and now needs access. The application 'user' is the owner of the application login and any e-mail notifications sent from SmartyGrants is sent to this 'user' e-mail address.
If an application has been submitted on behalf of a SmartyFile organisation, this is displayed in the right hand panel view on the application. Users of a SmartyFile organisation have access to change ownership of applications themselves - instructions for applicants on how to do this can be found on the applicant help site here. For these applicants you can advise that they can perform the action of changing ownership/user themselves either via logging into 'my submissions' on your applicant site or via SmartyFile.
Whether the Application has been submitted on behalf of a linked SmartyFile organisation or not, manage users can still change the user on an application.
Important: If you are performing a change user request on an application linked to a SmartyFile organisation it is important to verify with them that the new application user is in fact a user of the SmartyFile organisation.
If the application user does not belong to the SmartyFile organisation, the organisation ownership will take precedence. This will result in the application not being listed on the 'My Submissions' page of the application user. The application will be listed for the SmartyFile organisation members who have appropriate access on their SmartyFile 'My Submissions' page.
Change User
- Go to the specific application you wish to change the user of.
- Click on the 'Change User' button in the application toolbox.
- Enter the e-mail address of the new user you wish to assign the application to.
*See important note above for those applications that are linked to a SmartyFile organisation.
Click on the 'Change User' button.
- If the new 'user' is already registered with SmartyGrants both the previous and new user will now receive an e-mail advising of the change.
- If the new 'user' is not registered with SmartyGrants you will be prompted to add some further details. Enter these details and click on 'Change User'.
- You will now see that the application correctly reflects the new user added.
User Notification
- Once you change the user of an application, both the original applicant and the new user will be sent an email from SmartyGrants advising them of this change. They will recieve an email similar to the one below.
- If the new user does not have a pre-existing account with SmartyGrants, they will receive the following information about how to set up their account and password.
