Sharing an application form

Share the form as owner of the form

The owner of the form is the person who has initiated the application request. As owner of the form 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 Sharing from My Applications

Access the "Sharing" screen from within the application

From within the application, click Sharing in the Content menu.

Access sharing from Application form

Details of the Sharing screen

By default the sharing list is empty. You can add colleagues/persons with whom you wish to share the application by clicking on the buttons:

• Share with a new person
• Share with an associated person
• Share with a contact from my list

The type of access/permission to the application form must be detailed for each person. The types of permissions are: 

• Read - implies the person may view and read the application form
• Read/Write - implies the person may read and edit the application form
• Read/Write/Submit - implies the person may read, edit and submit the application form. Only one additional person to the owner can have access to submit a form. 

In addition to these sharing permission, the permission must be activated and only one person at a time can edit a form. 

In the Sharing list, column Active and column Editable By allow you to activate the sharing permission and grant editing access by selecting the corresponding checkbox(es).

This implies that no permission is given until the checkbox Activate is selected for that person. Even if the permissions is set to Write or Submit, the person will not be able to edit the form until the additional checkbox Editable by is selected. Only one person can edit the form at a time. 

There are two action buttons, one for deleting the person with whom the form is shared from the sharing list and another one is for updating the person's sharing details.

Selection buttons for sharing and cancel sharing

Share the application

In order to be able to share your application form you need to:

1. Add new person(s) that you want to share with
   1. At this point you will also define the recipient's permissions to work on the application.
2. Activate the sharing rule for one or more persons.

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 person

In the Sharing screen click the Share with a new person button.

A pop-up window is displayed.

1. Provide the email of the person (must be linked to an account registered in EU Login).
   
2. Select the permissions from the drop-down list. 
   
3. Select the language used to communicate from drop-down list.
4. Optionally add a comment describing the reason for sharing the application.

Sharing details

Once the mandatory fields have been filled in, you will be able to save the sharing details for the application by clicking OK.

Please note that the person will only be informed concerning the sharing rights when you activate them.

Share application with a new person

Share with an associated person

In the Sharing screen click the Share with an associated person button to share the application with any person who is associated with the application.

The "Share application with" window opens and you must complete the sharing details:

1. Select the email of the associated person from the drop-down list (must be linked to an account registered in EU Login).
   
2. Select the permission from the drop-down list.
   
3. Select the language used to communicate from the drop-down list
4. Optionally add a comment describing the reason for sharing the application.

Once the mandatory fields have been filled in, you will be able to save the sharing details for the application by clicking OK 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 person

Share with a contact from My list

In the Sharing screen click the Share with a contact from my list button and a pop-up window Search on my contact list is displayed showing all persons in your contact list.

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 application had already been shared with the person, a green Added button is displayed instead of the Add button.

Search on my contact list

The "Share application with" window opens and you must complete the sharing details:

1. The email field is automatically filled in and cannot be changed. 
2. Select the permission from the drop-down list. 
3. Select the language used to communicate from the drop-down list
4. Optionally add a comment describing the reason for sharing the application.
5. Once the mandatory fields have been filled in, the OK button in the bottom right corner becomes active, click on it to close the Share application with window.

After the "Share application with" window is closed, in the Search on my contact list window, click on OK in the bottom right corner to confirm all the information you have provided. 

Please note that the person will only be informed concerning the sharing rights when you activate them.

Sharing details screen

Edit sharing

1. Click the Edit (pen) icon next to the person whose permissions you want to update. A pop-up window "Share application with" is displayed, prefilled with the current sharing details for that person.
2. The email field is automatically filled in and cannot be changed. 
3. Select the permission from the drop-down list. 
4. Select the language used to communicate from the drop-down list.
5. Optionally add a comment describing the reason for sharing the application.
6. Click OK in the bottom right corner to confirm.

Edit sharing

Remove a person from the list of persons with whom the application is shared

To remove a person from the sharing list, click the Delete (bin) icon and confirm the action by clicking on Yes in the Revoke sharing confirmation pop-up. 

If you just want to remove the permission for a person, untick the checkbox in column Active and confirm by clicking on Save Changes. This will deactivate the permission for that person. Removing a person from the sharing list

Activating/deactivating a sharing rule

To 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 / deactivate sharing

Activate editing rights for a person

The 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 right to a person with whom a form was shared:

• Tick the box in column Editable by to activate the editing rights. The tick box is not active for persons with Read access.
• Confirm the changes by clicking OK in the warning message Priority on the form changed window. The screen will reload and the owner will no longer have access to edit 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. 

Give edit rights to a person

Email sent to persons with whom the form is shared

An 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 shared

Multiple 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 the person about 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 the editing access is given, the same message is displayed to indicate that the person is now activated as the editor of the form. Upon confirming the message, the screen reloads and the form opens in edit mode. 

Editing right activated for user

Find application forms shared with you

Once 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.

Find applications shared with you

Permission given and permission activated

If read access has been given:

• Selecting Preview from the menu button will enable the person to view and read all the information you provided in the application, however they cannot make any changes to it. 

If read/write access has been given and current editing rights active:

• Selecting Edit from the menu button will enable the person to edit/complete the information in the application.
• The person will not be able to submit the form, once all data has been completed.

If read/write/submit access has been given and current editing rights active:

• Selecting Edit from the menu button will enable the user to edit/complete the information in the application.
• The user will also be able to submit the form, once all data has been completed.

 "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. If you need to edit the form, click on the REQUEST EDITING button and then the REQUEST EDITING button is changed to REQUEST SENT.

"Request editing" for an application form

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.

Handover form screen