How to Create a Workspace and Start Your Grant Application

Previous posts have highlighted the benefits of using the Grants.gov Workspace feature and provided example cases that illustrate those benefits in real-world situations.

If you’re ready to give Workspace a try, the only thing that remains is to create a workspace for the funding opportunity for which you want to apply.

This video walks you through the process.

If you prefer a written set of instructions, we have included them below. You can also find these instructions – along with many other help articles – in the Grants.gov Online User Guide.

Please note that to create a workspace, a Grants.gov applicant must have the Manage Workspace role.

How to Create a Workspace

  1. Log in to your Grants.gov Applicant account and ensure you have the Manage Workspace role. Your Grants.gov roles are listed under the Role(s) heading on the Applicant Center page.

2. After logging in, search for the grant opportunity for which you want to create a workspace. Refer to the Search Grants help article for instructions on using the Search Grants tab.

3. Click the funding opportunity number link in the Funding Opportunity Number column. You will be taken to the View Grant Opportunity page.

4. Click the Package tab.

5. Ensure that the application package is compatible with Workspace. You should see a “Yes” in the Workspace Compatible column.

6. Click the Select Package link in the Actions column.

7. Enter your email address to subscribe to change notifications for the package, or select the option, “No, I do not wish to provide my email address.”

8. Click the Submit button.

9. Enter an Application Filing Name, such as “Department of Energy Federal Grant Application”.

10. Click the Create Workspace button. After creating a workspace, you will be taken to the Manage My Workspace page. At this point you can begin adding participants and completing forms, such as the SF-424.

Comment on this postHave you applied for a grant with Workspace? Leave your feedback, ideas, and suggestions in the comment section below. Read our Comment and Privacy Notice.

24 thoughts on “How to Create a Workspace and Start Your Grant Application

  1. We used Workspace on our most recent application. It was much easier since we are located in two different buildings in different parts of town and we knew that we could easily see what was going on and what was updated by entering the Workspace.
    We’re still not sure about documents submitted as ‘non-editable’ .pdf. We have been scanning and uploading our final versions into the system.

    Like

    1. Thanks for sharing about your experience, Jennifer. For the non-editable .pdfs you reference, are you speaking of attachments to the application, or to read-only application forms?

      Like

      1. If the application forms are already set up as read-only, and we fill them out, do they remain read-only?
        Attachments are the ones that we have been required to submit as non-editable .pdfs

        Like

      2. When an application has a read-only form, the read-only form typically has no required fields and only needs to be downloaded and read. By downloading the form, the form status will be updated to “Passed” in Workspace (even though no fields have been filled in). You are not required to upload the form since no new data is added to the form. For more, see this help article: http://www.grants.gov/help/html/help/index.htm#t=Manage_My_Workspaces%2FDownload_Forms.htm%3Frhhlterm%3Dread%2520only%2520form%26rhsyns%3D%2520

        Like

      3. Sorry to be so confusing – if we do this: 2.Click the Upload link and, in the pop-up window, select the saved form PDF file (on your computer) to upload to the workspace.
        Will the form then be uploaded from my computer as a non-editable .pdf? Or do I have to make some sort of change to the upload to make it non-editable. That’s where we had a problem, so that’s why we scanned all our uploads.
        Thanks!

        Like

      4. No worries at all. Applying for federal grants is a complicated process.

        Three points:

        1) You will get errors if you try to upload a required form that has been scanned. Basically, you will not be able to submit the application with scanned forms in Workspace. So don’t do this.
        2) To keep other Workspace users from editing/changing field data in forms after they have been completed, the forms should be placed in “Locked” status. If another user tries to access the form, they will only be able to see a read-only (flat) version. They will not be able to edit the form (unless they have been given a higher level of access — see point #3 below).
        3) Note: Some users with specific roles/access levels will be able to override locks on forms. See this article for more on overriding locks on forms: http://www.grants.gov/help/html/help/index.htm#t=Manage_My_Workspaces%2FOverride_Locked_Forms.htm%3Frhhlterm%3Dlocking%2520forms%26rhsyns%3D%2520 To ensure that only one or two participants in the Workspace are able to override form locks, you may need to remove roles/access from some users.

        Does this help to clarify?

        Like

      5. We did follow those instructions for using the provided forms – the locking and unlocking worked very well, and the Workspace forms kept things well-organized within our office.
        For attachments only, we scanned and uploaded. We scanned because we did not know of any other way to make the attachments non-editable .pdfs.

        Like

      6. Thank you for your time and for the helpful information. We find Workspace to be much easier than the prior system. Each system build has been a great improvement!

        Like

  2. Hi Admin, Thank you for your time and for the helpful information. We find Workspace to be much easier than the prior system. Each system build has been a vast improvement!

    Once again thanks for sharing this incredible article.

    Liked by 1 person

Comments are closed.