Welcome
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You have the possibility to share an application with your colleagues or partners as long as the deadline for submission has not expired. Please note that any person accessing the form will need an EU Login account registered with the email address you entered. The application owner has the possibility to change the sharing permissions and rights at any time.
If two persons want to edit the same application at the same time, the latter is informed that the page is currently being updated by another user, and can request the permission to edit the form. This will result in an email notification to the current editor.
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Share the form as owner of the formAs owner of the form there are two ways of accessing the Sharing screen. The owner of the form is the person who has initiated the application request. There are two ways to access the sharing screen: Access the "Sharing" screen from "My applications"In My Applications, click on the Actions button next to the application form you want to share and select the Sharing option. Access the "Sharing" screen from within the applicationFrom within the application, click Sharing in the Content menu. Details of the Sharing screenBy default the sharing list is empty. Add colleagues/persons with whom you wish to share the application, by clicking on the buttons:
The type of access/permission to the application form must be detailed for each person. The types of permissions are:
In addition to these sharing permission, the permission must be activated and only one person at a time can edit a form. Each line item has a check box for activating the sharing permission and to give editing access. This implies that no permission is given until the check box Activate is selected for that person. Even if their permissions is set to Write or Submit, they will not be able to edit the form until the additional check box Editable by is selected. Only one person can edit the form at a time.
There are two action buttons, one for deleting the persons details as an option for sharing the application form and one for updating the persons sharing details. Share the applicationIn order to be able to share your application form you need to:
Once the sharing details are correctly added and saved, a new line item is added to the sharing list with the details of the sharing rule you have just created.
Share with a new personIn the Sharing screen click the Share with a new person button. A pop-up window is displayed.
Once the mandatory fields have been filled in, you will be able to save the sharing details for the application by clicking Save in the bottom right corner. Please note that the person will only be informed concerning the sharing rights when you activate them. Share with an associated personIn the Sharing screen click the Share with an associated person button.
Select to share the application with any person who is associated with the application.
Once the mandatory fields have been filled in, you will be able to save the sharing details for the application by clicking Save in the bottom right corner. Please note that the person will only be informed concerning the sharing rights when you activate them. Share from "My contacts" listIn the Sharing screen click the Share from My contacts list button. A pop-up window listing all persons in your contact list is displayed. Find the desired contact and click the corresponding Add button. Use the Items per page and page browsing options at the bottom of the list, if necessary. Note: If the button is disabled, it means the application had already been shared with the person in question. The contact list window closes and you must now fill in the sharing details.
Once the mandatory fields have been filled in, you will be able to save the sharing details for the application by clicking Save in the bottom right corner. Please note that the person will only be informed concerning the sharing rights when you activate them. Edit sharing
Remove a person from the list of persons with whom the application is sharedClick the Delete (X) icon next to the person whose details who you wish to remove. Confirm the action by clicking on Yes in the Revoke sharing confirmation pop-up. If you just want to remove the permission to the form, untick the checkbox in column Active and confirm by clicking on Save Changes. This will deactivate the permission for that person. Activating/deactivating a sharing ruleTo activate/deactivate sharing for a person: In the sharing list tick/untick the Active checkbox next to the person(s) you want to activate or deactivate the sharing rule for, then click Save Changes in the bottom left corner. Once the sharing is activated, the recipient(s) will receive a notification email. Activate editing rights for a personThe application owner can give editing rights to one person at a time. Using this option will not require the person to request editing, should the form be opened by another person with edit rights at the same time. To give editing to a person with whom a form was shared, access the Sharing screen in the form.
The person who now has editing rights is able to edit the form immediately. Only one person at a time can have editing rights. Email sent to persons with whom the form is sharedAn email is sent to a person with whom the application form is shared. This email indicates who has shared the application form, details of the application and gives a direct link to the form.
Persons with whom the form is sharedMultiple persons may have edit rights to a form but only one person at a time can edit the form. When the application owner changes those rights an onscreen message is displayed to the persons affected if currently reading or editing the form. If the owner changes the editing rights from one person to another, while the person previously editing the form is still active in the form, an on screen notification will inform them of the change of permissions. The message indicates that the previous editor no longer has priority to edit the form. The person must click ok and the form is reloaded in read-only mode. Likewise if a person is reading the form and their editing access is given, the same message is displayed to indicate that they have now been activated as the editor of the form. Upon confirming the message, the screen reloads and the form opens in edit mode. Reopen an application form sharedOnce the application is shared with a person, they will be able to see the shared form in their My Applications tab, including information on their access rights. Selecting the Shared with me option in the Search and filter panel will display only those applications forms shared with you. Permission given and permission activatedIf read access has been given:
If read/write access has been given and current editing rights active:
If read/write/submit access has been given and current editing rights active:
"Request editing" for an application form
If the form is read only as another person is editing it, you are notified by a message at the top of the screen. Use the request editing button. The current editor will receive an email notification about your request. In addition, the current editor receives pop-up notification on their application form screen, but only if they have the form open at the same time you request the editing. The current editor can choose to hand over the form or keep editing it. Expected Outcome
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