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Grants.gov Workspace Job Aid February 13, 2018

Gra nts.gov Workspace Job Aid

ASU – Research Operations of 21


Table of Contents:How to register in Grants.gov…………….…………………………………………………………..3Creating a Grants.gov Workspace……………………………………………………………………6Managing the Workspace: Overview……………………………………….……………………..8Managing the Workspace: Using the Forms……………………………………………………9Managing the Workspace: Adding Subaward Budgets……………………………….…12Managing the Workspace: Adding Participants…………………………………..………..13Managing the Workspace: Reviewing Workspace Activity……………………………16Managing the Workspace: Reviewing Workspace Activity……………………………17Managing the Workspace: Pulling a Sponsor Bundle……………………………………19Managing the Workspace: Accessing a Workspace in Progress…………………..20Managing the Workspace: Deleting a Workspace………………………………………..21



How to register in Grants.gov

1. Navigate to grants.gov. Once on the webpage, in the upper right corner of the screen, click on the word “REGISTER”.

2. After clicking “REGISTER”, will list different options for user types. Click on the red button that says “Get Registered Now” to start the process.



3. On the next screen, complete the registration information. NOTE: It is best practice to use your ASU contact information. Once all of the information is entered, click continue.

4. Grants.gov will then give you an opportunity to review that information. Once you have reviewed and verified your information, click “Sent Temporary Code”. You will receive an email at the listed email address with a code from grants.gov. Enter that code in the box at the top of the page. Once you have entered the code, click “Continue”.



5. On the next screen you will see several options to add an organization to your profile or skip this step. You should select “Add Organization Applicant Profile”.

6. Once you have selected “Add Organization Applicant Profile”, a second set of boxes will appear on the same screen for you to provide the ASU Tempe DUNS (943360412), your job function (research administrator), and you job title. Once this information is entered, click SAVE.

7. Once you have entered your information, verified, and submitted, you will then need to email [email protected] and request to be given the “Manage Workspace Role” in grants.gov.


mailto:[email protected]


Creating a Grants.gov Workspace

1. Begin a search for the specific funding opportunity your PI is interested in applying to. Once within the funding opportunity listing, you will need to navigate to the package screen. Then you will need to click “Apply” on the right side of the screen.

2. Once you click “Apply”, you will be given the opportunity to enter your email before accessing the Workspace. NOTE: It is recommended that you enter your email so that you are notified of any changes posted to the funding opportunity in grants.gov. Once you have your email entered, click “Submit”.

3. If you have logged in, before you complete the finding search, the screen below is what you see. If you have NOT logged in, you will be prompted to before being able to create a Workspace.



a. Before a Workspace is created, you will need to assign an Application Filing Name. NOTE: It is recommended to use at least the FP ID and the PI’s last name. Then you will click “Create Workspace” and will be redirected to a new page.

Managing the Workspace: Overview

1. Below is an example of what the Workspace looks like. At the top, you will see a progress bar that updates as you work on the forms within grants.gov. Below that bar is information about the funding opportunity. There are also four tabs in the middle of the page as follows:

1. “Forms” lists all of the required and optional forms needed for submission. You will see that with each form you have several different options. “Webform” will be the option that is used the most as it allows you to edit, save, and check the form all within the Workspace.



2. “Participants” is where you can see who has access to the Workspace. NOTE: It is important to know that anyone with the “manage Workspace role” will have access to your Workspace, without being added as a participant. This tab also allows you to add over users.

3. Activity shows who and at what date/time has made changes in the Workspace.

4. Details are more details about the funding opportunity.

Managing the Workspace: Using the Forms

1. You will see each form listed is either Mandatory or Optional. You will see that all mandatory forms are already included in the package. If there is a need to include an additional option form, you will want to check the box on the left to make sure it is included in the package. NOTE: It is recommended that you use the “Webforms”, but if there is a need, you can download an individual form from your workspace and upload the completed version. Only forms downloaded from workspace will be able to be uploaded.



2. Below you see an example of one of the Webforms (SF-424). You can see the sections listed to the left, which are clickable. Within the form any section marked with a red * is required. At the bottom of each form you will see three blue buttons, save, check for errors & close.



3. Once you have completed the form or need to step away to work on something else, before closing the form click “Save”. After you save, you should get a pop up with green text saying “Success” (1.1). Then you know that all information has saved. When you are ready to leave the form you will click “Close”, every time you click close you will get a message, “Do you want to unlock this form?” (1.2). NOTE: Locking the form means that no other Workspace user can edit the form. The third button is check for errors. This will review the form and make sure all of the required information is complete. If there is any information an error screen will pop up with the system validations. If there are no errors you will get a pop up that indicates there are “No errors on that form” (1.3).

- 1.1

- 1.2

- 1.3



Managing the Workspace: Adding Subaward Budgets1. From your workspace you can manage subaward budget. To enable this function you

will need to select the R&R Subaward Budget Attachments Form.

2. To add subaward budgets, click on the bolded text “Manage Subforms”.3. On the open screen, to add a subaward budget, click “Add Subform Row”

4. You will then be prompted to enter the Subawardee name.



5. Once you add the name of you Subawardee, you will have the same option for using forms as mentioned in the Using Forms section. NOTE: If you download a form for a subawardee to complete, you must download the form from workspace. You must also download a separate copy for each subawardee, as workspace assigns downloaded forms with unique file names.

Managing the Workspace: Adding Participants1. There may be instances where you want to allow another registered grants.gov user

to work within your Workspace who does not have the manage workspace role. One easy way to do this is by adding participants. From the main page of the workspace, click on the participants tab. You will see your name listed as the only participant if you have not yet added anyone. NOTE: Your PNT GCO does not need to be added as a workspace participant.

2. You can add people by searching their name or username.



2.3. Once you find the ASU user you want to add, click the checkbox next to the word

“add” and then click save. Then you will see their name in the list of participants and this person will receive an email



4. If you add a user (at ASU) who does not have the Manage Workspace role, you will be able to manage the level of access they have to editing the Workspace.



Managing the Workspace: Reviewing Workspace Activity1. Below you can see the activity of changes made in the Workspace.



Managing the Workspace: Reviewing Workspace Activity

1. Once you have completed all of the forms and completed the check for errors within each form, you will see the status of each form as passed (vs. in progress). Once all forms in the package have passed, you will want to click the check application button.

2. If there are no errors with the standard grants.gov validations, you will see a pop up indicating there are no errors detached. NOTE: Sometimes, sponsors have additional validations and checks that are run after a proposal is submitted. This means you might still receive an email about errors or warnings that need to be corrected.



3. Once you have checked the package, you will want to run the action, complete and notify AOR (which is ORSPA). Once you have notified the AOR, you will see that you can no longer edit the proposal forms. NOTE: Running the action (Notify AOR) in grants.gov is not enough. Once you run this action in grants.gov, you will need to go into ERA and run the action, forward to PNT review. This will make sure that a proposal ready for ORSPA review is not overlooked.

4. If needed, there is a reopen action that will allow you to edit forms. Once you have finished any additional edits you will need to run to complete & notify AOR action again.



Managing the Workspace: Pulling a Sponsor Bundle1. The preview application forms button will allow you to pull an un-editable set of PDF

forms with all of the information you have entered. This is similar to pulling a PDF package in ERA of a proposal going system to system.



Managing the Workspace: Accessing a Workspace in Progress

1. To find a Workspace that you need to continue to work on, navigate to grants.gov and click “Login”. Then enter you grants.gov username and password. Then you will click on the “Applicants” tab.

2. In the applicant center, onn the left side of the screen you will see a menu, click on “Manage Workspace”.

3. Then you will have the ability to search open Workspaces. To open a specific Workspace and continue with proposal development, click the “Manage Workspace” link on right side of the row with your proposal.



Managing the Workspace: Deleting a Workspace1. Sometimes, PI’s are unable to complete a proposal or make a decision not to submit.

With the Manage Workspace role, RA’s will be able to delete Workspaces for proposals that will not be submitted. If this is the case, navigate to the Workspace and on the buttons at the right side, click delete to delete the entire proposal from grants.gov. You will then be prompted to input your grants.gov password to complete the action.


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