Requesting Changes

Submitted applications are locked

Once an applicant has submitted their application, every field in the portal is locked. They cannot change, complete, or add anything on their own.

To let an applicant supply something, the application has to be actively reopened for them. There are two ways to do that.

Which one is needed?

The difference: a revision reopens specific fields that already exist. A form part opens an entirely new set of fields that were defined when building the form.

Request a revision

1. Open the application. There is no separate step to create a revision first, the form is directly editable.
2. Hover over the field the applicant should change. A padlock icon appears in the top right corner of the field.
3. Click the padlock icon. The Add Comment dialog opens. Describe what is needed. This comment is shown to the applicant in the portal, right next to the field.
4. Repeat for every affected field, then click Save Application in the side panel. Only this creates the new revision and makes the request visible to the applicant.

The submission status changes to Revision Requested. In the portal the applicant sees a Fields to Revise list at the top, and the affected fields are highlighted in yellow with the comment attached. The highlight turns green once they edit a field. All other fields stay locked.

When they submit, the submission status changes to Revised.

Activate a form part

If the form has several form parts, only the first one is visible at the start. Every further form part has to be unlocked per application.

Manually:

1. Open the application.
2. Switch to the tab of the form part that is not active yet. Active form parts carry a green dot, form parts that have not been activated a gray one.
3. Flip the Activate this application part switch at the top of the tab.
4. Click Save Application in the side panel. The switch alone is not enough, the form part is only unlocked once the application is saved. Only one new form part can be activated per revision.

Automatically: set up an automation with the Activate Form Part action. See Example Recipes for a ready-made one.

Nobody is notified automatically

There are two options:

• Manually: open the application and click Send Email in the side panel.
• Automatically: set up an automation with the Send Email action. Suitable triggers are “submission status changes to Revision Requested” for questions, and “application status changes to …” when a form part is activated.

Always use the {application.link} variable in the email template. It produces a link straight to the existing application in the portal. Without it the applicant lands on the portal home page, and experience shows they will then start a new application. See Template Variables.

Text blocks for applicants

Copy these into the email templates and adapt them.

After a revision request:

Hello {applicant.fullname}

Some information is still missing for the review of the application
"{application.title}".

Please add it directly to the existing application. Do not start a new
application, otherwise the request arrives twice.

Steps:

1. Open the application via this link: {application.link}
2. The fields still needed are highlighted in yellow and carry a comment.
   All other fields stay locked.
3. Complete the highlighted fields and submit the application again.

Kind regards
{organization.name}

After activating a further form part:

Hello {applicant.fullname}

The next step for the application "{application.title}" is now unlocked.

Please submit the requested information directly in the existing application.
Do not start a new application.

Steps:

1. Open the application via this link: {application.link}
2. Switch to the newly unlocked tab at the top.
3. Fill in the fields and submit this part.

Kind regards
{organization.name}

If a duplicate was created anyway

Two applications cannot be merged automatically. Transfer the content into the existing application by hand and save it, which creates a new revision. Then archive the duplicate. It disappears from the applications list but is preserved.