Why SmartyFile?

How does SmartyFile differ from the SmartyGrants applicant sites?

SmartyFile is a central repository that enables you to access all of your submissions through one website.

You can still continue to access submissions directly through any funder's Applicant Site^ⓘ, but with SmartyFile you can view all your submissions across all funders in one place. To assist in distinguishing between them, funder logos will display next to each submission on the My Submissions page.

When completing a submission through SmartyGrants, you can also pre-fill information from your SmartyFile organisation details.

Do I have to use SmartyFile?

No. SmartyFile is optional.

However, SmartyFile is helpful for organisations that have a number of users collaborating on submissions or are applying for funding across multiple funders.

In SmartyFile, different access levels can be set for viewing, editing and submitting forms. Submissions can be shared or have their owner changed. These features are exclusive to SmartyFile and are not available without a SmartyFile organisation profile.

If you apply for grants as an individual or sole trader and do not collaborate on your submissions, you may still wish to register for SmartyFile — you can enjoy the benefits of having your submissions all in one place, as well as the ability to pre-fill contact information into forms.

Do I have to pay to use SmartyFile?

No. This is a free service for all SmartyGrants users.

Do all applicants submitting via SmartyGrants need to use SmartyFile?

SmartyFile is optional.

Using SmartyFile gives applicants the ability to see all of their submissions across multiple funders using SmartyGrants in one place. In addition, a SmartyFile profile allows applicants to pre-fill information into forms.

For organisations, they can create an organisation profile, which allows them to collaborate on and share forms, set user permissions to view, edit and submit forms, and change the owner of submissions. This functionality is not available in SmartyGrants without a SmartyFile organisation profile.

Using SmartyFile

How do I change my password?

Your SmartyFile password is the same as the one you use to access any funder's Applicant Site^ⓘ.

If you need to reset your password, see Forgotten your password? for help.

How do I reset my multi-factor authentication?

SmartyFile administrators have the ability to reset the Multi-Factor Authentication device for any user within the organisation. For further assistance, please contact your SmartyFile administrator.

If your administrator is unavailable (or you are not part of a SmartyFile organisation), you can contact the SmartyFile support team for help.

How do I archive my submission?

See Archive a submission for help.

Are archived submissions still accessible to funders?

Yes.

Archiving hides a submission from your view by moving it to a different list (Archived tab), so you can better manage your active submissions. However, archiving has no effect on the funder’s end — your submission is still visible to them.

How do I delete a submission?

You can only delete a draft (indicated by the In Progress status). Steps on how to delete a draft can be found here.

If you need to cancel or withdraw a submission, please contact the funder directly.

Access and permissions

How do I know if my organisation has registered for SmartyFile?

If you’re not sure whether your organisation is registered, you can use the lookup function to check.

To do this:

1. Go to app.smartyfile.co.uk.

2. Log in using your usual SmartyGrants account username and password.

3. Select My Organisations at the top of the page.

4. Select New Organisation.

5. To search for an organisation, you can —

   1. Enter your organisation’s name. You can also try doing a partial name search, or an older version of the name, if you suspect there may be variations of the name used to register, or

   2. Enter the SmartyFile IDⓘ,

   — then select Lookup.

If your organisation is registered, it will appear in the search results. You can send a message to the existing administrators requesting to join by following the steps here. Once an administrator approves your join request, you will be added to the profile.

How do I get added to my SmartyFile organisation?

If you know that your organisation is registered on SmartyFile, to request to join:

1. Go to app.smartyfile.co.uk.

2. Log in using your usual SmartyGrants account username and password.

3. Select My Organisations at the top of the page.

4. Select New Organisation.

5. To find the organisation, you can —

   1. Enter your organisation’s name. You can also try doing a partial name search, or an older version of the name, if you suspect there may be variations of the name used to register, or

   2. Enter the SmartyFile IDⓘ,

   — then select Lookup.

6. Follow the steps here to send a join request. Once an administrator approves your request, you’ll be added.

How do I find out who my SmartyFile administrators are?

If you have already been added to a SmartyFile organisation, but you are not sure who your SmartyFile Administrator(s) are:

1. Go to app.smartyfile.co.uk.

2. Log in using your usual SmartyFile (SmartyGrants) account email and password.

3. Select My Organisations at the top of the page.

4. Select the Users tab.

If you are not part of a SmartyFile organisation, you cannot see that organisation’s administrators. However, you can send a message to the administrators when requesting to join an organisation - see How do I know if my organisation has registered for SmartyFile? for help.

I've requested to join the SmartyFile organisation but I haven't been added. How can I get access?

Once you send a join request, the administrators for the SmartyFile organisation will receive an email notification. If you know who your administrators are, you can reach out to them to follow up on your request.

In situations where you have sent a join request, have not yet been added, and the administrators are either unknown to you or have left your organisation, please contact the SmartyFile support team for help.

How do I change my role or permissions in a SmartyFile organisation?

You will need to contact an administrator. Only SmartyFile administrator users can update this for you.

To see who your administrator(s) are:

1. Go to app.smartyfile.co.uk.

2. Log in using your usual SmartyFile (SmartyGrants) account email and password.

3. Select My Organisations at the top of the page.

4. Select the Users tab.

My role/permissions have been updated in SmartyFile - why can't I see the correct submissions in My Submissions?

Try logging out and then logging back in. Once logged in again, a new session will start and your updated access and permissions will be taken into account.

If you still cannot see the correct submissions, please contact your SmartyFile administrator.

I'm a part of my organisation's SmartyFile - why can't I edit a form?

You may not have been given permission to edit a specific form (or any forms) within a submission.

To request access to a submission, or to update your access level, please contact your SmartyFile administrator.

I'm a part of my organisation's SmartyFile - why can't I submit a form?

You may not have been given permission to submit forms.

To update your access level, please contact your SmartyFile administrator.

Creating an organisation

Does SmartyGrants vet users who attempt to register an organisation?

No. There is no approval or verification process required to create a SmartyFile organisation profile.

There is no authority that can verify whether someone belongs to an organisation or has authority to create an organisation profile.

If an applicant believes an organisation has been improperly acquired, they should contact the SmartyFile support team.

Is there a way for large orgs to register for and use SmartyFile? Specifically in cases where there are many departments that do not have overlap in users (such as universities)?  

Yes. This is one of the reasons SmartyFile allows multiple organisations with the same name to be created.

In the example above, our suggestion would be that each university department create its own organisation profile, with its own set of users. Users can also be removed from an organisation, and a new organisation profile created, if required.

How are you preventing people from registering using an organisation name they don't own or aren’t associated with?

SmartyFile does not prevent someone from registering an organisation.

All funders should still apply the same due diligence and risk assessment as they normally would when assessing any submission.

Organisation management

What is a SmartyFile ID?

A SmartyFile ID is a read-only reference to a SmartyFile organisation.

It is visible:

• From Org HQ, in the organisation details,

• From My Organisations, next to the organisation name,

• While searching for an organisation to join, next to the name of the organisation.

This ID is unique for each organisation profile registered, which is helpful as one organisation might have several registrations under the same name (i.e, a university or hospital with different profiles for different departments).

It can also be used to help new staff join the correct SmartyFile organisation, or used as identification when contacting the SmartyFile support team.

Are funders notified if our organisation’s details are updated in SmartyFile? 

No.

If you want to ensure a funder is aware your details have been updated, you will need to contact them directly.

How do organisations manage who sets up a SmartyFile in their name?

It is up to members of the organisation to decide who sets up their SmartyFile organisation profile.

Users can:

1. Opt to remain as a personal user (without creating or joining a SmartyFile organisation), or

2. Join an existing SmartyFile organisation, or

3. Create a new SmartyFile organisation.

It is made clear to any user creating a SmartyFile organisation that they will become the default administrator of that profile. As administrator, they will have authority to manage the profile, invite additional users (including additional administrators) and manage their organisation’s users’ permissions. The original administrator’s permissions can later be changed by another administrator if required.

If an applicant believes an organisation profile has been improperly acquired, they should, they should contact the SmartyFile support team.

If you discover someone in your SmartyFile organisation who is not known to your organisation, is there a way to delete them?

Users cannot be added to an organisation without approval from an administrator.

An administrator can remove users from their organisation if required.

What happens if the administrator in SmartyFile leaves the organisation?

Each account can have multiple administrators. It is up to those administrators to keep user permissions up to date, including removing administrators who have left the organisation.

If all administrators have left and cannot be contacted to amend permissions, you can contact the SmartyFile support team for help.

Can organisations prevent their submissions from being transferred to another organisation?

Submissions can only belong to one organisation at a time.

If a submission is assigned to one SmartyFile organisation profile, it cannot be transferred to another organisation without first removing it from the existing profile.

To transfer a submission, an administrator would need to use the remove from org function to disconnect the submission from the organisation - in which case it would simply belong to the individual owner. From there, a submission could then be assigned to another organisation profile that the individual owner also belongs to.

Do other users have to belong to the same organisation to complete part of a submission? For example, a contractor or partner might complete part of some forms on behalf of my organisation.

If a submission is started on behalf of an organisation, and the applicant wants another user (in this case, the contractor) to access the submission, then yes.

In this scenario, the contractor will need to be added to the SmartyFile organisation as a contributor first. The contractor could be given a specified period of time to collaborate on the submission, and if required, then removed from the organisation profile. To learn more about user access, see User roles.

Any further questions?

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