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Welcome

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Information

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 



 Relevant For...

This page is relevant for:

  • Erasmus+ 
  • European Solidarity Corps 



The My Applications screen allows you to view all of your draft and submitted applications as well as applications that other users have shared with you. If it is the first time you are accessing the application forms and have not started filling in a form, the list of applications will be empty. 

Exception

Applications for Erasmus accreditation in youth (KA150) for 2021 are not available in My Applications. To view or edit these please go to My Erasmus Applications 2020.

Applications for Quality label decentralised action (ESC50-QLA) for 2021 are not available in My Applications. To view or edit these please go to My ESC Applications 2020.



Table of Contents



1. Accessing "My Applications" 

In the main menu select Applications and then My Applications. The list of your applications displays. 

The following are available:

  1. Search and filter panel: to search for a specific application form. For basic information about the search filters, see Search below; for full details please see Search filter basics
  2. Search Results (Application List): displays the list of applications.
  3. List browsing options: various options for page control are available.





2. Searching for an application

A number of search and filtering options are available to assist you in finding a specific application. For full details about the general functionalities of the search filters, please see Search filter basics.

The following filters are available:

  1. Active filter: is the combination of criteria your are currently using; the active filter can be saved, updated and set as default.
  2. Quick Filter: gives you the possibility to search for content inside the application forms, or to search for a specific form using the Form ID.
  3. Predefined filters: allow you to narrow down your list of results. These are:
    1. Programmes
    2. Calls
    3. Rounds
    4. Key Actions
    5. Fields
    6. States
    7. Ownership



2.1. Quick Filter (Search)

2.1.1. Search for content 

Type the exact term or combination of terms, including the correct spelling and special characters (-, @, : ). This will impact the results you obtain.

  • Example 1: Searching for Jászkunmáriafürdő or Jaszkunmariafurdo will display different results.
  • Example 2: Searching for privacy statement will display all items that contain this exact combination of terms; using inverted commas (" ") is not necessary.

Any text you type in the Search field is added to the Selected criteria at the top of the results list and will be used for all subsequent searches unless you remove it from the selected criteria.

2.1.2. Search by Form ID

Type the full form ID of the application you are looking for, then click the dedicated Search icon.

Note: Entering the Form ID will reset any custom search criteria you might have set previously in the search filters.



3. Search results / List of Applications 

The list of applications displays all applications available to you: submitted, unsubmitted, expired, deleted and shared ones, optionally filtered and/or sorted.

3.1. General functionality

  1. The Search results header shows
    1. The number of records found with the current filter
    2. The list of currently selected criteria (with Reset All option)
  2. Export button: allows you to export the list of applications to an Excel file.
  3. Page layout options
    1. Card view, list view and refresh buttons
    2. Customisation options in accordance with the selected view - see the Card view and List view section below.
  4. No. of items and browsing (as shown previously): use the drop-down to change the number of items displayed per page and use the arrows to navigate to previous or next pages of the list.



4. Card view and List view

You may select whether you want to view your results in Card view (1) (default) or List view (2) using the dedicated buttons at the top of the screen.





4.1. Card view

This is the default view and displays the applications as a list of cards. Each card includes basic details about the application without having to open the form as well as an Actions button.

The following options are available to customise the card view:

a. Sort by: by default, the list is ordered by Last Modified in descending order (latest modified application at the top). To change this, click on the drop-down field and choose the desired sorting option from the list. However, your choice is not preserved if you leave the page.

b. Expand / collapse card details for all applications in the card view.


Details card

Note: You will find the same details card in the header of the application form.

By default, the details card is collapsed and displays the following details:

  1. Completion Status: visible as a coloured bar at the left side of the application card, when the card is collapsed: 
    1. Orange: draft
    2. Green: submitted
    3. Red: unsubmitted
  2. Form ID
  3. Applicant name and Organisation ID
  4. Call, Round, Key Action, Action Type
  5. Days remaining till submission deadline: visible only if the form is in draft state and for submitted forms before the deadline
    1. blue: 11 or more days left
    2. orange: 2 to 10 days left
    3. red: 1 day or less left
      Note: In case of late submission the deadline is set by the National Agency and is different from the call/round deadline.
  6. Completion Status and Application State

Click on the arrow to expand the card and view more details:

  1. Application Owner, Created by, Created on, Shared with
  2. Deadline, Last modification:  Date and Time.
  3. Progress bar: displays the completion of the form in percentages and colour
    1. Incomplete: orange
    2. Complete: green
      Note: This bar is not visible for expired or deleted applications.

In addition the Actions button is available, providing a variety of options, depending on the state of the application form.






4.2. List view

This view displays the applications in a table, with one application per line and details displayed in columns. In addition the Actions button is available for each item, in a separate column.

In addition to the general functionality, the following options are available in the list view:

  1. Sorting by column: by clicking on a column header (1st click ascending, 2nd click descending, 3rd click off). An arrow indicating the current sort sequence is displayed next to the selected column header.
  2. Horizontal scroll bar: move from left to right to view all columns in the table.
  3. Customise view by adding or removing columns: click in the drop-down field then select the columns to display or hide by ticking/unticking the relevant check-boxes.

By default, the following columns are displayed: 

  • Form ID: click on it to open the application
  • Call
  • Round
  • Action Type
  • Applicant name and Organisation ID
  • Status & State
  • Deadline
  • Completion: as a percentage






5. Application Statuses / States

At any given time an Application form will have a completion status which is usually highlighted in colour on the screen. In addition, each status contains an indication (in black on the screen) of the workflow state of that application.

There is also a search filter for application status and states. Below is the list of the 3 statuses and corresponding states:

  1. Draft
    1. Initial draft: the application form can be edited and may be incomplete or complete, but not yet submitted.
    2. Reopened and draft: the application was reopened by the applicant before the application deadline.
    3. Reopened by NA and only Submit Allowed: the submission deadline has passed but the National Agency has provided an extension. 
    4. Reopened by NA and Edit / Submit Allowed: the submission deadline has passed but the National Agency has provided an extension.
  2. Submitted:
    1. Submitted: the application was submitted to the relevant National Agency or to the Education, Audiovisual and Cultural Executive Agency (EACEA).
  3. Unsubmitted
    1. Deadline Expired: the form was not submitted by the submission deadline.
    2. Deleted: the form was never submitted and has been deleted. The form can be reopened until the submission deadline.


Submission Deadline and Extensions

Applications for Erasmus+ and European Solidarity Corps have a set deadline, visible on the home screen and in the header of the form. If the deadline expires, applicants will not be able to submit their applications.

An exception is made if the applicant can prove that they tried to apply before the official application deadline and were not able to do so for technical reasons. In such case the applicant must contact their National Agency.

The late application may still be considered for late submission if the following three conditions are met:

  1. The date and time of the last submission attempt as mentioned in the electronic application form History section are before the applicable official application deadline.
  2. The applicant has informed the National Agency within 2 hours after the application deadline (Brussels time). After this time, the request can no longer be considered.
  3. The applicant has sent to the National Agency within 2 hours after the application deadline (Brussels time), by email, a complete application form unmodified after their submission attempt (in pdf form). See how to print the form for details.

The National Agency will then decide whether to accept the late submission or not. If it is accepted, the National Agency will reopen the application and give the applicant permission to either only submit or make changes to the application before submitting it.

The new deadline for submission will be communicated by the National Agency, and the number of days left for late submission is also displayed in the My applications tab. The original call/round deadline remains displayed inside the form.


6. How to process an application from the list

6.1. View / Edit application form details

Choose the Edit option to modify a draft application. After the deadline, this option is replaced by Preview and the application details can no longer be modified. 

An already submitted application may be reopened for edit until its deadline - see Reopen under Actions button.

The following options are available to open the form:

  • Click the blue Form ID to open the application form
  • Click the Actions button to the right of the application, and select Edit (if available) or Preview.


6.2. "Actions" button

The Actions button is available to the right of each application in your list. Depending on the type of application, application state and your role following options may be available:

  1. Edit: opens the application form in edit mode for further updates. This option is only available for draft applications if the submission deadline has not expired.
  2. Sharing: opens the sharing screen of the form. Available for all application states.
  3. Submission History: opens the submission history screen of the form. Available for all application states.
  4. Preview: opens the application form in Read only mode. Not available for applications in draft, unless the user has read-only access due to sharing.
  5. Reopen: reopens an already submitted application for editing and changes the application state to Reopen. Only available for submitted applications until the submission deadline.
  6. Delete: deletes the selected application form. Not available for submitted applications.
    Note: If the form was submitted in the past but the current state allows deletion via the menu button, a pop-up displays: "Formerly submitted application cannot be deleted"


Below are samples of available selections depending on the status of the application: