Create a SmartyFile Organisation
SmartyFile is coming soon to the UK - stay tuned!
To create a SmartyFile organisation, you'll need to have a registered SmartyGrants account. If you don’t have a SmartyGrants account, head here to register first.
Then, you’ll need to log into SmartyFile using your SmartyGrants account. To log in, head to http://app.smartyfile.co.uk.
Table of Contents
Create your Organisation Profile
Once logged in, you will have the opportunity to create an organisation. Go to My Organisations. Select New Organisation. Type in your organisation’s name and select Lookup. Alternatively, if you have been given a SmartyFile ID for an existing organisation profile, you can type this in instead. You will have the option to request to join one of the existing organisations or create a new organisation profile. To join an existing organisation, see the steps here instead. Type in the name of the organisation, and then select Create. Important: Organisation management is key. By creating an organisation profile, you will be the administrator of this organisation. As administrator, you will have the authority to manage the organisation's profile, invite additional users, manage their permission levels, and add additional administrators. It is highly recommended that you assign an additional administrator as a back up in the case that you leave the organisation or are unavailable. Multiple profiles for the same organisation should only be created if necessary. Organisations cannot be merged together, and one organisation profile cannot see any submissions from another profile. Relevant permissions within an organisation can be used to manage which submissions within an organisation can be accessed by whom. Once you’ve created a new organisation, you can fill out organisation details from the OrgHQ page. These details can be used to auto-fill into SmartyGrants forms by you or your team members when completing submissions. Select the pencil icon to edit or add details: Organisation Details. Contact Details. Bank Accounts. Head of Org. Mission statement. You can tag any set of contact details as Primary, Postal, Office or Other, depending on their purpose. Select Add another to add additional contact details. 
Member access
Now that you’ve created a SmartyFile organisation, the next step is to add in members to that organisation and give them the right permissions. This is critical - you won’t be able to use most of SmartyFile’s collaboration features if you don’t have other members or they don’t have the right user role!
Understanding User Roles
There are five different levels of access that can be assigned to users: Administrator. Author. Contributor. Viewer/Analyst. Custom. The functions available to each role are outlined below. As an Administrator, when assigning a role to a user, you can define their access levels and whether they have permission to make submissions. Administrators have the ability to create a custom role for their organisation if none of the default roles suit. To create a custom role, toggle the permissions you wish to enable for that role. They will appear green if that function is active. Manage organisation: This includes permissions to manage the organisation profile and user access. View organisation profile: This includes permissions to view the organisation profile and user access. Edit items: Changing submission ownership/user is restricted to users with Administrator roles. View items: Users with Create / Start Items and Edit Items permission automatically have access to view submissions. Submit items: This permission needs to be further configured on an individual user level. Go to the Users tab and select Edit user to set this permission.
About permissions
Managing users
As the administrator of your organisation, you’ll have the ability to add, edit, approve or remove users.
To manage users, go to My Organisations, then select the name of your organisation. Then, from the OrgHQ page, select the Users tab.
Select the Add User button. Enter the email address of the user you wish to add and select the role you wish them to have (user role access is outlined above under User Roles), and if required, adjust their permissions to edit, view or submit items. Then select Add. If you attempt to add a user who does not have a SmartyGrants/SmartyFile user account, you will receive additional prompts to set up an account for them. Once you have entered their first name, last name and selected their user role, select Register user and add. The user will receive an account activation email delivered to their email address.Add user
Under Actions, select the pencil icon. In the pop-up window, you can modify the roles and permissions for the user. Select Update to save your changes.Edit user
If you need assistance with approving or removing users, see our documentation here.
Multi-Factor Authentication (MFA)
As an extra layer of security, you may require all users who belong to your organisation/s to use an authenticator mobile app (such as Google Authenticator or Authy) each time they log in. Only an Administrator can enable or disable this setting.
To enable multi-factor authentication for all users: Under My Organisations, select the name of your organisation. Select the Security tab. Select the toggle for Enable Multi-Factor Authentication. It will show purple when enabled. Select Save. When any of your users next log in to your organisation, they will be presented with the following screen containing three steps to set up MFA: Step 1: An authenticator app must be installed on the device. Step 2: The QR code must be scanned via the installed authenticator app. Step 3: The six-digit code generated by the authenticator app must be entered in the field on the screen, followed by clicking the Activate button.Enable MFA
If you want to see what those steps above look like for a user, you may refer to our documentation here.
File storage
Applicants with a SmartyFile profile will have the ability to upload and store files either via their individual My Profile or under any of their organisational profiles via the Files tab. These centrally stored files can then easily be accessed by applicants completing any attachment fields/questions in forms powered by SmartyGrants. Users who have permission to manage an organisation have access to upload and manage the files, whilst those with access to edit and submit submissions can access the files when completing a form. Users can include a document expiry date and are notified as documents are approaching expiration. The maximum individual file size that can be uploaded is 25MB and must be of a file type supported by SmartyGrants. For a full list of file types supported by SmartyGrants, please see here. Individuals and organisations will have a maximum of 2GB of storage available for all stored files. If this storage limit is reached, users will be able to delete any files that are no longer required or whose due date has expired.
Pre-fill details into forms
You can pre-fill information from your organisation profile or individual profile when completing a submission through any funder using SmartyGrants. You will have the option to pre-fill the organisation contact information and bank details, if/where requested, when clicking into a pre-fillable field. In order for pre-fill to work, you will first need to ensure there are details saved for your organisation in SmartyFile. Go to My Organisations, and select the name of your organisation. You can select the pencil icon next to fields to add or edit information. When you next log into SmartyGrants to start or continue a submission, as long as you’ve selected that you are applying on behalf of the same organisation shown in SmartyFile, you will see the details available to pre-fill. Note that you can still manually update any field (i.e not use pre-fill) if you want to. Pre-fill organisation details
