Welcome


Take note

The illustrations in the Application Forms wiki pages are for consultation purpose only and may not always reflect the latest implementation.

There may be minor changes to the screen appearance and layout which are described on the updated page: How to complete the application form

This page explains the basic functionalities and common elements used in application forms.

To complete an application form you must:

  1. Select the desired Key Action in Opportunities and click Apply;
  2. Complete the contents of all mandatory sections and subsections in the application;
  3. Check that all sections of the form have been correctly filled in;
  4. Submit the application to your National Agency for validation and approval.

How to complete the application form

An application form consists of a number of sections and subsections. When filling in the application form, complete the sections and subsections in the order in which they are listed in the Content menu (from top to bottom), as the information provided in one section often affects fields or calculations in a later section. The form content will adapt based on your input and will provide feedback such as warning messages or error messages if information is missing or eligibility rules are not observed. 

You can interrupt the completion of an application form at any time, all updates are automatically saved. You can later reopen a form and continue from where you were from My Applications, provided the form was not yet submitted and the deadline for submission is not reached. 

There are detailed onscreen instructions, notifications and warning messages specific to the form you are working on. In addition, certain fields have explanations which you can read by placing your cursor on the field title. Please read this information carefully and if you require further assistance, consult the content related to the specific application form action. 

For information on how to complete a specific form, please refer to the dedicated pages available in Specific information on how to complete your form.

Take note

Some functionalities may not yet be implemented in all forms. 
Forms for previous calls may not include the latest user interface improvements.

 

1. Application form screen layout

After you click Apply for the desired opportunity, the Application form screen opens. The following elements are available for all forms:

  1. Header

    • Basic information about the call and your application form is displayed at the top of the work area.
    • The ? (question mark) next to Application Details is used to view general information about how to complete the application. 
  2. Content menu

    • Allows you to navigate to the various sections and subsections in the form. The available sections vary depending on the Action you apply for. 
    • Initially all sections which require input display a red X. When a section has been correctly completed, the icon changes to a green check. 
    • Sections containing subsections can be expanded or collapsed by clicking on the down/up arrow.
    • A number in a blue circle shows how many entries/subsections are currently defined.
    • The buttons All and Red marks on top of the Content menu can be used to show all sections for the form or only the incomplete ones, meaning the ones with the red X
  3. Content area 
    • Shows the content of the section or subsection you have currently selected in the Content menu. In the below example, the Content area displays the Participating organisations section of the form.
    • A red X or a green check before the title shows the status of the selected section / subsection (complete or incomplete, respectively). 
    • A number in a blue circle after the title shows how many entries/subsections currently are defined (same as in the Content menu).
    • The information icon next to the title of the content area is used to view additional information about the current section/subsection. 
    • Scroll to allows a quick scroll to a subsection of the current page.
    • Next/previous section buttons: to access the next or previous section or subsection of the form.
    • Full screen button: will open the currently selected section in full screen mode.
  4. PDF button
    • Click on the button to export the application form to a PDF file.
  5. Download Form Translations
    • Click on the button to download translations of the form in your language, if available.

 Application Details screen

 

2. Header

The header in the work area of the application forms displays basic information about your form. By default, it only shows key details. Click on the arrow to expand and view further information.

Information displayed in the header:

  1. Form ID - Unique identifier of your application form
  2. General information on the selected application form: Programme, Call year, Round, and Action type and title
  3. Status of the form (e.g. draft, submitted) and Submission deadline
  4. Detailed information (available when the card is opened) such as Application owner and creator, creation, deadline and last modification dates, and a progress bar indicating the completion percentage of the form. 
    If the page is shared, sharing information is also available here.

Application Form Header

 

3. Card layout and functionality

Cards are now widely used to define details in sections of a form with many input fields. Cards replace the previously used tables.

  • When adding a subsection to a form, such as an activity or a flow, initially a card is displayed, containing empty fields to fill in. Multiple cards of the same type can often be added. 
  • In some application forms cards are also used to display read-only budget details.
  • Cards are preceded by a vertical bar indicating the status of completion of the details in that card (red for incomplete and green for complete).
  • Cards may be expanded or collapsed by clicking the down / up arrow to the right of the card. Where a card includes subcards (e.g. Flow cards), you can close the details for all cards by clicking the up arrow on the top card. 
  • Individual cards can also be opened by clicking on the Edit icon to the right of each card.
  • Open each card in sequence and fill in the details. The form will adapt based on the information you provide, and you may need to fill in additional subsections or correct errors based on messages displayed on the screen.
  • After completion you can close the card details, leaving only the header with the name, key fields and status visible.

Each card has a number of action icons which differ depending on the type of card, for example to edit the details, delete the card and a down/up arrow to expand/collapse the card details.

Edit, delete, close or open card buttons

Some cards also contain a status label - incomplete in red or complete in green, and/or a result label, for example displaying the total grant for the card.

Status, Edit, Close or open button

Result message and status


Here are examples of different types of cards from a KA153 application form:

Empty flow card (collapsed)

Completed set of budget cards

Empty and completed card

 

4. Navigation through/within application sections

4.1. Content menu

To quickly access a specific section or subsection in the application, use the Content menu. The content menu also allows to easily check the progress of the completion of the sections and subsections of the application form.

The sections and subsections in the Content menu should be completed in sequence.

  1. It is possible to collapse the Content menu using the dedicated arrows (<). Click > to restore the Content Menu.
  2. The All button on top of the Content menu is selected by default, displaying all available sections of the form. Click on the Red marks button to display only sections that are incomplete.
  3. Initially, all sections in the content menu which require input display a red X, which indicates the sections are incomplete. When all mandatory information in a given section and all its subsections is complete (all mandatory fields have been correctly filled in), a green check displays. 
  4. Sections containing subsections display a Down arrow to the right of the section name when collapsed and an Up arrow when expanded. Click the arrow to toggle the view. By default, the entire menu is expanded when you open the form for the first time or after a period of inactivity.
  5. Numbers in a blue circle next to a section/subsection name indicate the number of included elements, for example in the Annexes section.
  6. The sections Sharing, which allows the sharing of an application form, and Submission History, which contains the Submission history for the application, do not display the red X or green check. 

Here are two examples of the Content menu for a KA131-HED - Mobility of higher education students and staff application form. The first image shows the content menu with all available sections where the Context section is marked as complete. The second image shows the content menu only displaying the incomplete sections and the Participating organisations section expanded to display the available subsection(s). 

 Content Menu 

4.2. Subsections in the Content menu  

The previously used navigation tree has been replaced by Subsections in the Content menu. This may not yet be reflected in text and screenshots on all detailed documentation pages.

Subsections are available for certain sections by default or are added dynamically when you add elements to your application form, such as organisations, activities, flows, etc. 

A number in a blue circle shows how many elements/subsections are currently defined. As a general rule, a subsection is added to the Content menu in the relevant section for each element you define.

Click on the available Down arrow next to the section title to see the available subsections to complete, if not visible. The title of a subsection can change to reflect the name of the element it refers to, such as an organisation name, to distinguish between different subsections of the same type within a section.

You can select any subsection directly by selecting it from the Content Menu, using the Scroll to button or by using the previous/next arrows in the Content area. See Special navigation and view functionalities below for further details.

The completion status of a subsection is indicated by a dot. A red dot displays for incomplete subsections and a green dot for completed subsections. 

Subsections in Content menu

4.3. Special navigation and view functionalities

  1. In some sections you may scroll to a specific subsection in the current section by clicking on Scroll to and selecting a subsection from the drop-down list.
  2. Alternatively you can use the previous/next arrows to navigate through the various sections and subsections in the application form.
  3. You can use the Full Screen button in the content area to maximise screen area and view more information. The main menu and Content menu will be hidden but you can still navigate through the sections and subsections of the form by using the previous/next buttons.
    To revert to normal view, click on the blue X (Exit full screen) button.

Navigation between subsections and cards

 

5. Types of fields

Below are the most frequently encountered types of fields (the list is not exhaustive):

5.1. Text fields

  • Text fields are basic fields where you can type your answers to the questions in the form. Text fields may have a character limit. The maximum number of characters that can be used for a specific answer is indicated in the top right corner of the text box. It is not compulsory to use the maximum allowed number of characters. The character limit will count down automatically when you start filling information. If the maximum number of characters has been used, a red 0 is displayed. No more text can be added.

Text fields

5.1.1. Filling text fields in languages other than English

If you have selected to fill in your form in a language different from English, certain text fields need to be filled in both in the selected language and in English.

In our example, the Consortium summary is required in both the foreign language and English in a KA130-HED application form.


Forms in other languages

5.2. Drop-down lists

  • Simple Drop-down lists are used where the user must select a single item from a list of predefined options.
    • In the following illustration there are two examples of simple drop-down lists. In the left one, click on the arrow in the drop-down field to change your selection. In the right one, first click on the X to remove the current selection, then click in the drop-down field again to select a different item.

Simple drop-down lists

  • Multiple-choice drop-down lists - are used where the user can select more than one item in the list. Clicking on an item in the list will add it to the selection list which is displayed above or below the drop-down field.
    A selected item can be removed again by clicking on the X as shown in the image below.

Multiple-choice drop-down lists

5.3. Tick boxes and radio buttons

Tick boxes and radio buttons are used in some sections instead of drop-down lists.

  • Tick boxes - are used to confirm completion of tasks (e.g. items in a checklist) or where you are asked to make one or more choices from a list of options (e.g. participant role), etc. 

Tick boxes

  • Radio buttons - are used where only one answer of several possible is allowed, for example where you are asked to provide an answer to a simple Yes/No question.
    If you are not allowed to change the predefined values, the radio buttons are greyed out. In our example, the values are populated from the Organisation Registration system and not modifiable in the application form.

Radio buttons

5.4. Date, time and measures

  • Calendar (date picker) - is available for editable date fields, offering only dates in a certain range in case there are duration restrictions. The default date in the date picker is today's date, unless otherwise specified. It is displayed in dd/mm/yyyy format above the calendar, and also highlighted in dark blue in the calendar. Pointing the cursor on a different date highlights that date in light blue, without changing the currently selected date.

Date picker - Calendar

  • Date and number formats
    Dates in the application forms must follow the dd/mm/yyyy format, for example: 01/10/2023.
    The default currency used in the forms is the Euro unless otherwise specified. Currencies in the forms are displayed using the following formats: 1.300,00 / 23.140,05 / 1,20 / 0,50.

 

6. Mandatory fields and sections

Mandatory fields are marked with a red asterisk. They must be filled in before you are able to submit the form. 

Mandatory fields
If a section is marked with a red X it means that mandatory information is missing, not all rules have been observed, or that one or more subsections are incomplete. 

In certain cases, even if each subsection is correctly completed, the main section cannot be completed due to an interrelated field, if for example the sum of fields from subsections exceeds a global value. 

If a section includes subsections, these are also marked with a green dot when all mandatory fields are filled in and all business rules are observed. All subsections in a section must be completed in order to mark the section complete.

Incomplete and complete sections

Certain sections are read-only, which means no information can be filled in.

Some of these sections are already marked as completed, with a green check. Other sections, which contain vital information that must be read, are only marked as completed once you have opened the section and read the onscreen information to the end.

For example the Budget section in most forms is read-only.

 

7. Auto-saving, continue editing

All updates you make in your application form are automatically saved as you fill it in. You can therefore interrupt your work at any time during the process and come back to the form at a later time. Note that you may need to log in again using your EU Login credentials.

All the forms you have created or that have been shared with you can be found in Application forms by opening My Applications. Use the search function to quickly find a specific form, by example by searching for the Form ID. The Form ID is the unique identifier for your application and is specified in the form header.

Once the application form is complete, namely all sections are marked with the green check, you can submit it as explained on the page Submitting an application form.


8. Additional help and guidelines

8.1. Form-specific wiki documentation

A number of form-specific pages have been prepared in the wiki to assist you in completing certain sections of each form. They are all available under Specific information on how to complete your form.

For each application form a Key action overview page is available. Navigate to this page for the desired form as a starting point. The overview page provides a short description of the form and its structure and content. It also provides links to available pages for specific sections of the form, where a more detailed description can be found. 

Here is an example of how to find the available documentation for completing an ESC50 Quality Label application form. The bolded entry is the overview page for this application form, the children pages are pages for sections which may require further specific clarification.


Form-specific documentation, example for ESC50 Quality Label

8.2. Online guidelines

Click the ? icon next to the title Application form to open the online guidelines. Here you will find information and links to help you complete the form. Click the Close button to close the guidelines.

Form specific guidelines

 

8.3. Section-specific guidelines

Throughout the form it is possible to find more information about the current section by clicking on the Information icon next to the title of the section in the Content area. The relevant Section information pop-up window opens. Click on OK to close the Section information window.

Section specific guidelines

 

8.4. Field specific tooltips

Some fields contain tooltips to help you complete the form. Placing the mouse cursor on the field title opens the related tooltip. 

Field specific tooltips

9. Warning and information messages

You might find notifications in certain parts of your form. Your actions in the form may also trigger certain warning messages. Read those notifications and messages carefully and, in the case of warning messages, make the appropriate corrections. 

Here are some examples:

Warning and information messages