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

These are general rules and may not be implemented in all forms and all sections.

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.

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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.  Remember to resubmit any changes to your form before the deadline.

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.

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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, to your application forma 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 of a section with subsections 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. 

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Special navigation and view functionalities

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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.

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Types of fields

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

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.

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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.

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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.

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• 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.

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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. 

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• 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.

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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.

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• 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.

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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. Image Removed

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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.

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Auto-saving

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All updates you make in your application form are The form is 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 .  

After closing the form, you can find it again by returning to My Applications via the main menu.

Filling in form in other language than English

If you answer the questionnaire in any language other than English, you may be required to provide an English translation of your answer to certain fields. 

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

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Additional help and guidelines

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.

Additional help and guidelines

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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.

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Online guidelines

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

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Section-specific guidelines

Throughout the form it is possible to find more information about a particular section to be filled in the current section by clicking on the relevant information icon in Information icon next to the title of the section in the Content menuarea. The relevant Section information pop-up window displaysopens. Clicking Click on OK will to close the Section information window.

Once a section is completed, a green check is displayed instead of the information icon. 

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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. 

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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:

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Character limits in text fields

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.

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Date and number formats

Dates in the application forms must follow the dd/mm/yyyy format. A date picker (calendar) is available for most 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. 

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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.

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