Technical Documentation
Table of Contents
Accessing SmartyFile
User registration and login
Users who are registered with SmartyGrants will already have a login. Otherwise, to register, head to smartyfile.smartygrants.co.uk/applicant/register.
To log in, head to app.smartyfile.co.uk.
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.
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.
Join an existing organisation
Once logged in, you will have the opportunity to join an existing 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.
If any existing organisations exist for the organisation name or SmartyFile ID that you’ve searched, they will appear under Option 1: Join an existing organisation. If none exist, you can consider creating an organisation instead.
To join an organisation, select the blue right-facing arrow next to the name of the organisation. Type in a message for the organisation’s current administrators, and then select Join.
My Organisations / OrgHQ
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.
About permissions
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.
Managing users
To see a full list of users in your organisation, select My Organisations, then select the name of your organisation. Then, from the OrgHQ page, select the Users tab.
Only an Administrator has access to add, edit, approve or remove users.
Add user
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.
Edit 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.
Approve user request
Under Actions, select the checkmark icon.
Remove user
Under Actions, select the X icon. In the pop-up window, once you have checked that you are removing the correct user, select OK.
Pre-filling information into SmartyGrants 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 if/where requested when clicking into a pre-fillable field.
Pre-fill organisation details
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 individual details
If you are not part of an organisation, you can still pre-fill information from your profile as an individual. Learn more here.
If you have logged into SmartyFile and completed your My Profile details, they will also be available for pre-fill. You can still manually update any field that has been pre-filled if you need to.
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.
Enable MFA
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.
From the user’s perspective:
Once initial activation is complete, the following screen will show on every login, asking for a 6 digit passcode:
Reset MFA
On occasion, a user may need their multi-factor authentication reset. An account Administrator can reset the multi-factor authentication for a user from the Edit User screen.
My Profile
Each user who has a SmartyFile account also has a personal My Profile section where they can keep their contact details up to date. This information can then be auto-filled into forms from funders who use SmartyGrants.
Select the pencil icon to edit or add contact information under the My Profile tab.
Pre-fill individual details
If you have completed your My Profile details, they will be available for pre-fill. When you next log into SmartyGrants or SmartyFile to start or continue a submission, as long as you’ve selected that you are applying on behalf of an individual, you will see those details available.
Note that you can still manually update any field (i.e not use pre-fill) if you want to.
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.
To upload a file, while in the My Profile tab, Select the Files tab. Then, select the Add File button:
Select the file you would like to upload to SmartyFile from your device's file browser by selecting Browse:
You can add an optional description and expiry date:
To upload the file, select the Add button.
Once files have been uploaded into SmartyFile, you will have them as an option when filling out a form from funders powered by SmartyGrants. To do this, when filling out a form, select the Select stored file button.
Select the file you would like to upload from the available options by selecting the check box to the left of the file name.
You can search for a file by file name using the Search field in the top right:
If the file you are looking for is not shown, please confirm that it has been uploaded correctly, and the expiry date (if set) has not passed.
Once you have selected the file you wish to upload into the form, select Add to form:
Once the button has been selected, the file will have been uploaded:
Note: When completing a form that is assigned to an organisation, you will only be able to select files stored within that organisation. If your application is not assigned to an organisation, only your personal stored files will be available.
My Submissions
From My Submissions, you can search, sort, archive, delete drafts, assign submissions to an organisation, and access forms you have been asked to complete as part of a submission.
To access forms, select either the Submission ID number, or the blue down arrow on the right-hand side of the submission.
Search
On the My Submissions page, you can search through your submissions. You can type keywords or a query into the search bar, or use the Advanced search function to search by a specific field type (i.e by round, due date, and more). Running a query allows you to search for partial words or wildcards in the search results. See Search for more information.
Sort by
On the My Submissions page, the default sort order of submissions is:
Incomplete (overdue submissions): sorted oldest to newest.
In progress with due date: sorted oldest to newest.
In progress without due date.
Submitted.
You have the ability to toggle your sort order and sort your submissions by:
Funder.
Submission No
Round.
Project Title.
Due Date.
Submitted Date.
Status.
Assign an existing submission to an organisation
Select My Submissions, and locate the submission you wish to assign. Then, select the hamburger (three lines) icon, and select Assign to org. Select the organisation to assign to and select Assign to confirm.
Note: Only users who have the Create / Start Items permissions are able to Assign to Org an application. User types who have Create / Start Items permission include Administrator and Author by default. Create / Start Items is also a permission that can be assigned to a Custom user. See here for more details on User permissions.
Remove a submission from an organisation
Administrators can remove a submission from their organisation.
Select My Submissions, and locate the submission you wish to remove from the organisation. Then, select the hamburger (three lines) icon, and select Remove org. Once a submission has been removed, the Owner becomes the individual user currently in control of that submission.
Delete a draft submission
Unsubmitted applications with a status of In progress can be deleted.
Select My Submissions, and locate the submission you wish to delete.
Select the hamburger (three lines) menu icon next to the status, and select Delete.
Confirming deletion means the application will be PERMANENTLY deleted and unable to be retrieved. If you are sure, select Delete to confirm.
Archive or unarchive a submission
You can archive a submission that you no longer want to see on the default My Submissions Current tab. You may wish to do this for any past submissions that are completed and have no further action required. Note that archived submissions can always be reactivated ('unarchived') to the current tab if needed.
To archive a submission:
Select My Submissions, and locate the submission you wish to archive.
Select the hamburger (three lines) icon, then select Archive.
To unarchive a submission:
Select My Submissions.
Select the Archived tab:
Locate the submission you wish to unarchive.
Select the hamburger (three lines) icon next to the status, then select Unarchive.
Change Owner
If you wish to change who the owner/user of a submission is, you will need a SmartyFile organisation profile. If you are an individual and not part of an organisation you can contact the funder directly to request the change.
If you do not already have an organisation profile, you can create a profile and add team members, or join an existing profile.
Once you (or an organisation administrator) have added team members to your organisation profile, and if you have permissions to do so, you may change the owner on a submission.
Steps on how to change the owner of an application are below:
Select My Submissions, and locate the submission you wish to change the owner for.
Select the hamburger (three lines) menu icon, then select Change owner. This will display a list of users in your SmartyFile Organisation that you can assign the submission to.
Who has access to change owner?
Administrators have access to change owners on all applications that belong to their organisation.
The current application owner also has access to change the owner.
Who can become an owner?
An application that is assigned to an organisation can only have the owner changed to administrators or author-level users of the organisation.
Share a submission
Submissions can only be shared with other users of the organisation that it is assigned to. Administrators, existing application owners, and Authors with access to the submission have the ability to share it with organisation members who have been given the appropriate permissions.
To share a submission:
Select My Submissions, and locate the submission you wish to change the owner for.
Select the hamburger (three lines) icon, and select Share. This will display a list of organisation users that you can share the submission with.
You can enter a message for those users you are sharing with, as well as set an expiration date for the share. If Share until date is left blank, submissions will be shared indefinitely or until sharing permissions are removed.
An email will automatically be sent to the selected users, letting them know this application has been shared with them.