Conference Q&A: Your Workspace Questions Answered, Part 1

On August 8, 2017, presented on Workspace at the National Council of University Research Administrators (NCURA) Annual Conference to approximately 175 of you in the grants community.

Growing up, our teachers always told us, “Don’t be afraid to ask questions.” Those who made it to the presentation did not disappoint! Our teachers also often followed up with the encouragement that someone else probably has the same question. In that spirit, we are going to share questions and answers from the presentation in case you could not make it.

Community Conversations, Community Blog Series

Big-Picture Questions

Where can I train and play around with Workspace to learn the functionality?

For training, start with this blog post & video to get a basic understanding of Workspace.

Next, there’s the Learning Workspace video series for more detailed tutorials. If you prefer to read instructions rather than watching videos, the What Is Workspace? help article is the resource for you.

To play around with Workspace, just log in, search for a funding opportunity, and create a workspace. You will not harm anything by creating a workspace and trying out the online webforms. You can always delete the workspace or continue applying for that grant.

What (or who) do you mean by “applicant”?

“Applicant” refers to anyone who contributes to a federal grant application. We realize that universities may use “applicant” to refer specifically to the school itself or to the Principal Investigator (PI) whose name appears on the grant agreement documentation.

Since we service a diverse array of entities applying for grants—individual people, large universities, local police departments, or small nonprofit organizations to name a few—we use “applicants” to refer more broadly to any person who searches, writes, creates, reviews, or submits a grant application.

What is being retired?

Only the “legacy PDF application package” is being retired. That is the single, big, stitched PDF application package that contained all the forms in one PDF. We break it down in more detail here.

This “legacy” method is being replaced with Workspace. Workspace lets you apply using online webforms or single PDF forms. You can also still use the System-to-System (S2S) service.


Workspace Functionality Questions

Who can create Workspace?

Anyone with the Manage Workspace role can create a workspace.

Can everyone access the Workspace?

No. Access is up to you to manage according to your processes. Here are the system definitions for different categories of users:

  • A user with a account but no roles cannot access any Workspace unless someone adds them as a Participant to a specific workspace.
  • A user with a account and the Manage Workspace role can see only workspaces they have created or if someone adds them as a Participant to a specific workspace.
  • A user with a account and the Authorized Organization Representative (AOR) role can submit a workspace for which they are a participant.

Did that answer create more questions? Check out the Workspace Process page and the Workspace Roles page. Those add important context and details about the roles.

There were plenty more questions shared at the presentation, so subscribe to the blog to get the next Community Conversations post.

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