View and Filter Applications
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Viewing Submitted Applications
Click into the relevant Grant Program name.
Click the blue Applications tab.
This page shows a list of all Submitted Applications for the particular program you are in, this can all be filtered. To view the detail of a Submitted Application, click its Application Number.
Note that any general content/instructions that were given within a form template will appear when viewing the application form by default. If you want to 'View the Responses' only given by the applicant, you can change your login account setting to 'View Responses Only' option. See our View Responses Only to learn how.
Use the Search bar.
At any point whilst using SmartyGrants you can also use the search bar function (see arrow in image above).
Click on the Search Bar located at the top right corner of screen.
Type in a search term and press Enter. This could be the Applicant's name, organisation name, or the Application Number. To search for an exact match, use double quotes in your search term: "John Anderson".
Your search may return more than one result. If you see the Application you are looking for, click on it. If there are too many results, you can filter the search further by using the blue buttons on the left.
Filter Applications
All applications can be filtered by:
Application Number(filter applications by a specific number or a list of numbers)
Round (round applications were submitted through).
Stage (stage applications are currently assigned to).
Decision (status and date).
Form (any particular type of form submitted, form status, submission dates and whether a form is is is not present).
Task (task name, status and date).
Responses (a particular response to a question/field on a form response, match any or all. This can include a choice offered in the field or by characters/word in a text response).
Funding (by financial periods, sources, budgets, total allocated amount - min/max, conditional funding flag).
Payments (status, amount, paid date).
Standard Fields (a response to any standard field, match any or all). This can include a choice offered in the field or by characters/word in a text response.
Contact (a contact linked to applications by type, flag, tags, contact name, primary address, ABN status, DGR status or GST).
Contact Fields (any custom contact field categories and fields that may have been created in your account)
Apply Filters:
You can add as many filters as you wish.
Click on the filter option/s you wish to filter by; there you can choose multiple options.
In the example below, I wish to filter by grant round. I select 3 rounds and click save.
Each time you apply a new filter you will be brought back to the application screen. There you will see that the filters have been applied each time you add a new one. In the example, it is clear that there is a filter on three rounds: Festivals and Events, Festivals and Events 2016 and Final Round.
You will see that this screen will also tell you the number of applications which have been found to match your filter conditions. There will also be the option to Clear, Save or Load your filters. See below for more informaiton.
Clear FIlters
To clear all filters click on 'Clear'
Note: filters will be saved if you click over to another screen. Filters will only be removed if you click on 'Clear' on the yellow filter bar.
If you wish to add/remove columns from the filter table on screen click on the 'Column' button
Tick on the columns you wish to be shown, if you would like one removed, click it is not highlighted in blue
If you wish to sort by any particular column click on the arrow that appears next to the column name. This will sort the filter table alphabetically or numeric by that particular column.
Moving Columns
If you would like to reorder the columns of the Application list click and hold on the title of the Column and drag it into your preferred position.
Personal options selected for showing/hiding columns and sort orders are maintained in the same browser you are using when you set them. If you browser cookies are cleared, your preference would be set to the default.
Query Search
Note: When filtering applications there a particular filters that allow you to filter for key words, and to add wildcard queries. See Query Search for information about how to apply wildcard searches.
Filter Grouping
Occasionally you may have more than 10 of the same filter choice. When this occurs, the system will automatically summarise the list in the filter display.
For example: if I have 11 stages that I wish to filter by, rather than listing each round the 'Active filter' bar will display "Stage = 11 Selected Stages" - see image below.
Save/Load Filter Set
If you use the same set of filters frequently you can save the set so that you do not have to reset your filters every time you use the system. *Note: this favourite set is personal for each user, adding it as a favourite under a specific user will not appear for another user in the same account.
Add all the filters you wish to apply (see Add Filters above)
Once applied click on the blue Save link
Give your set of filters a name. Use something simple that you or another user will recognise if you go to reload the set of filters. Click on Save.
Your set of filters has now been saved and is ready to re-load at any time. When you are done you may clear those filters.
To load a set of saved filters, click on the blue Load link.
You will be given a list of saved sets of filters, click load next to the filter you wish to apply.
Your filters will now be reapplied. *Note: the number of matching applications showing may be different from the first time you ran the filter, dependent on any changes that may have been actioned on applications.
Application List Snapshot Excel Report
The Applications Snapshot Report is designed to give you a quick Excel report containing all data that has been collected from applications. You can download information for all the applications in the program or you can first apply a filter and download all the information for the selected applications.
To generate an Application Snapshot Report for all the applications in a program:
Click on the relevant Program and click on the 'Applications' tab
Click on the 'Download' button and select 'For: Full Application List'
If you would like to generate a Application Snapshot Report for selected applications only, please begin by applying the filters you require and select 'For: Filtered Application List'
Quick Snapshot Excel Report
The Quick Snapshot Report is designed to give you a quick Excel report containing all data that has been collected from all submitted applications in a particular Grant Round. If you have any completed Assessment forms for any of these applications, the spreadsheet will also contain extra sheet tabs for Assessment forms.
Click on the relevant round for which you wish to obtain the report.
Click on the 'Download Submitted' button in the top right hand corner.
This will download the Excel report of all submitted applications at that point in time.
Unsubmitted Applications
The detail of Applications in Progress cannot be viewed unless an applicant gives you permission. To learn more about viewing a listing of your unsubmitted applications, or requesting access to view an incomplete application, see View Unsubmitted Applications.
How to View Attachments
When documents have been attached to a submitted application, you can view them in a number of ways.
Once in the application, click the 'Download' drop-down button, and select the attachment you wish to view.
In order to view all of the attachments associated with the submission, click on the files tab. This shows all attachments, as well as the form type they are attached to.
