The illustrations in the Application Forms wiki pages are for consultation purpose only and may not 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 for all application forms.
When filling in the application form, go through the sections 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 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.
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 moving 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.
After you click Apply for the desired opportunity the Application details screen opens. The following elements are available for all forms:
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:
To access a specific section, 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 in the Content menu should be completed in sequence.
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).
Alternatively you can use the previous/next buttons in the content area to navigate through the various sections and subsections in the application form.
You can also use the Full Screen button in the content area to maximise the information you see on screen. The main menu and Content menu will no longer be visible.
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 Exit full screen button.
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, such as organisations, to your application form.
Click on the available arrow > next to the section title to see the available subsections to complete. 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 or by using the previous/next arrows in the Content area.
The completion of a subsection is indicated by a dot. A red dot displays for incomplete subsections and a green dot for completed subsections.
Below are the most frequently encountered types of fields (the list is not exhaustive):
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.
Tick boxes and radio buttons are used in some sections instead of drop-down lists.
Mandatory fields are marked with a red asterisk. They must be filled in before you are able to submit the form.
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.
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.
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.
All the forms you have created or to which you have been granted sharing rights can be found in Application forms by opening My Applications and searching for the Form ID. The Form ID
is the unique identifier for your application and is specified in the form header.
Once the complete is complete, and all sections are marked with the green check, you can submit it as explained on the page Submitting an Application Form.
In order to assist you in completing the sections of a form a number of form-specific pages have been prepared.
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 contents form and its structure and content. It also provides links to available specific pages for individual sections of the form, where a more detailed description has been found useful.
Here is an example of how to find the available documentation for completing a ESC50 Quality Label application forms. The bolded entry is the overview page for the specific application form, the children pages are pages for sections which may require further specific clarification.
Click the ? icon next to the Application details to open the guidelines. Here you will find information and links to help you complete the form. Click the Close button to close the 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.
Some fields contain tooltips to help you complete the form. Placing the mouse cursor on the field title opens the related tooltip.
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: