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STEP 3: SELECT THE PARTICIPATING ORGANISATIONS
In Step 1, you obtained the PIC numbers of the organisations participating in your application. You
must now use those PIC numbers to build the list of participating organisations. The Applicant
Organisation is also selected during this step.
For each organisation participating in your application, enter in turn their PIC number and click on
the Add to list button:
As you add your organisations, they are listed in an on-screen table:
Select the Applicant Organisation
Directions for applications with ONLY ONE PARTICIPATING ORGANISATION
If there is only one organisation participating in your application, click on the Next step button to
proceed to the next page where you can confirm your various selections. In this scenario, the
organisation you added will automatically be defined as the Applicant Organisation.
Directions for applications with TWO OR MORE PARTICIPATING ORGANISATIONS
When you add a second organisation, a new selection menu automatically appears above the
partner list table. This is the menu for choosing the Applicant Organisation:
This new menu should be used to specify which organisation in the list will perform the role of
Applicant Organisation. If the Applicant Organisation already appears in your list you may select it
now using the menu. Or you may continue adding all your organisations and then use the menu to
select the Applicant Organisation from the full list.
Enter a PIC number
and click Add to list
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The organisation that you select to be the Applicant Organisation is highlighted in pink:
Whichever organisation you select as the Applicant Organisation, it will appear first in the eForm
that you will eventually create. The Applicant Organisation is always the first one in the eForm.
Once you have created your application form, it is not possible to switch the role of
Applicant Organisation to a different organisation.
If, after creating your form, the responsibility for performing the role of Applicant Organisation
passes to another organisation you will have to abandon the application form you had created and
create a brand new application form.
Selection of the Coordinating organisation, where relevant, is wholly managed within the application
form itself. There is no requirement during the creation of the list of participating organisations to
specify which organisation will perform the role of Coordinator / Coordinating organisation.
To remove an organisation from the list, check the corresponding checkbox at the end of the
organisation row concerned…
…and then click on the Remove checked organisation(s) button.
Check multiple rows for multiple organisation deletion.
To remove all rows in one go, check the checkbox on top of the column…
…and then click on the Remove checked organisation(s) button.
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Organisation list complete
When you selected the Applicant Organisation, the Next step button was added to the bottom of the
page. When you have finished building your organisation list, click on the Next Step button to
proceed to the next page where you will have the opportunity to confirm your selections and create
your application form:
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STEP 4: CREATE AND SAVE THE APPLICATION EFORM
This page summarises the selections that you made in the previous steps:
If all the details are complete and correct, click on the Create application eForm button. If any details
are incorrect or missing click on the Previous step button to make the necessary changes.
When you click on the Create application eForm button, a popup message appears:
Carefully read the message content and then click OK to continue or click Cancel to return to the
details confirmation page.
Save the application eForm
When faced with the option to open or save the form, SAVE it to your local computer or network
drive. It is recommended that you use the Save As option, so that you can precisely select the
location where the file is saved.
It is not possible to open and fill in the application form within the browser. You must first save the
form to your local computer or network drive. Once it has been saved, you can begin filling it in
(using Adobe Reader or one of the Adobe Acrobat products).
If you do not save your application form, you risk losing all the information you entered so far (PICs
etc.) and having to start again.
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List of partner organisations is not valid
If, when you open your eform, the list of partner organisations is displayed and is accompanied by
the message that your list of partner organisations is not valid, you will not be able to use the eForm
you just created. You will have to abandon the eForm as the partner list error(s) mean that it is not
possible to validate or submit the form.
The following screenshot provides an example of the error message:
Please note: this is only an example of the error. Other types of invalid list error may be
If you encounter an error in your list of partner organisations when opening your eForm, please take
the following action:
take a print or make a note of any rules that have not been respected;
check the eligibility rules that apply for the funding opportunity you are applying under;
start again the process of creating a new application eForm, making sure that this time you
respect all applicable eligibility rules.
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Your saved form - protected fields
The funding opportunity details that you selected will appear in the form as protected i.e.
unmodifiable fields. This is indicated by grey diagonal lines that provide the background to the fields:
Likewise, the organisation information you incorporated will appear as protected fields. For
If the organisation information that appears in the protected fields is incorrect or is out-of-date, the
data cannot be modified directly in the eForm but must be modified in the Participant Portal. After
the modifications have been carried out in the Participant Portal, they must also be integrated into
your eForm (if it has not already been submitted). In order to integrate the modifications into your
eForm, please follow the steps described in part B of this guide, 'Revise list of participating
organisations and update existing application eForm'.
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STEP 5: COMPLETE THE APPLICATION EFORM
This section provides generic guidance on how to work with and complete an application eForm.
From the Tools menu you can customise your toolbar e.g. you can add the Save button if it is not
already displayed. There are also various display and navigation options that you can add.
DO NOT USE!
The eForm has its
own attach facility
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Here are some of the commonly used display and navigation options:
If you activate the Page Thumbnails option, a new panel is opened up on the left-hand side of the
screen. It contains miniature previews (͚thumbnails͛) of each page:
Zoom in / Zoom out
To rapidly zoom in or out, press CTRL on your keyboard and move the scroll wheel on your mouse:
to zoom out, increasing the size of the image
to zoom in, decreasing the size of the image
Fit form to
width of window
and scroll across
at a time
jump to different
pages of the form.
A frame outlined
in red indicates
where you are in
Right click on the
panel to access
options to enlarge
or reduce the
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The eForm is an interactive PDF form that contains form fields that are either selected from a
restricted list or filled in using free text:
click inside a text field to enter data;
click to select options from e.g. dropdown lists, checkboxes, pop-up calendars and
press Tab to move forward one field or Shift+Tab to move backward one field;
point and click with the mouse to select a specific field.
Mandatory, optional and protected fields
Field label is accompanied by an
Field label has no asterisk
Field contains diagonal grey lines.
These fields are either incorporated
into the eForm when it is created or
they are calculated / filled
automatically by the form itself.
Tooltip for long descriptions
Where a description overflows the menu box, hover your cursor over the menu item to display the
full description in a tooltip:
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How to highlight mandatory fields
Click on the purple button
in the navigation panel and this will activate the Document
message bar which incorporates the Highlight Fields feature.
Mandatory fields – red border and a light blue background
Optional fields – light blue background (and a black border when you hover the cursor over them).
Please note: if any mandatory field remains incomplete the eForm will not validate successfully and
it will not be possible to submit your form. Where a numerical field is mandatory but you have no
value to enter, please make sure you enter a zero to indicate your null value.
Once you have activated the highlighting you can click the purple button
again to remove the
Document message bar (and maximise the display of your form).
Saving your form
To save your form, click on the Save button on the toolbar or select Save from the File menu or press
CTRL and S.
Please ensure that you save your form on a regular basis. If you encounter a problem in your local
computing environment and your form or your computer crashes, the Adobe Reader auto-recovery
function will only restore your form to the point of the most recent save.
Click on the Highlight Fields button and all
mandatory and optional fields will gain
highlighting that makes them easier to identify
(and easier to differentiate from one another).
Documents you may be interested
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