A Basic Approach to Submitting Your First Workspace Application

As the Legacy PDF retirement deadline nears, applicant organizations are preparing to apply using Grants.gov Workspace for the first time.

Basic approach to Workspace is the best path for organizations with 1-2 registered Grants.gov users

Let’s flesh out an applicant scenario that some new Workspace users will face:

You are about to begin your first federal grant application using Grants.gov Workspace. For years, you (and sometimes one other colleague) applied using the old Legacy PDF Application Package.


You traded a package of PDF forms back and forth until you were ready to cross your fingers and click Submit. It was never easy, but you had grown comfortable with the painstaking process. Now, with the upcoming retirement of the Legacy PDF, you are trying to learn the new Grants.gov method for applying.


Below you will find an example approach for applying with Workspace that keeps to the familiar workflow as much as possible.

In the coming weeks, we will also share more complex workflows that take advantage of Grants.gov Workspace’s new applicant features.

Steps to Follow

  1. Make sure at least one person at your organization is registered and has the AOR role


  1. Design an internal application workflow that ensures each PDF form is downloaded from the workspace and shared with unregistered team members

Use our interactive workflow graphic to understand, at a high level, the process you will need to follow to complete your application. Not all steps in the workflow will apply to teams of only one or two applicants.

  1. Log in and create your workspace from the Package tab on the View Grant Opportunity page

The user with the AOR role, or any other user with the Manage Workspace role, may create the workspace. The user who creates the workspace will automatically become the Workspace Owner.

  1. Download individual PDF forms and, if applicable, distribute them to unregistered team members

Unregistered applicants on your team will be restricted to completing only the individual PDF forms that are shared with them. Without a Grants.gov account, they will not be able to access the online workspace.

  1. Upload all completed forms to the workspace and submit the application

Workspace performs some error checks on form fields automatically when uploaded. Other checks are run by clicking the Check Application button within the workspace. At any point after all required forms are in the “Passed” status, the user with the AOR role may click the Submit button.

  1. Track your application and download the entire submission for your offline record-keeping

After submitting, you can track your application using the tracking number you receive from Grants.gov. You may also want to download a copy of your submitted application for your offline recordkeeping. We recommend tracking and downloading your application via the Details tab of your workspace.

Did you find this helpful? A more in-depth version of this scenario can be found here, along with related help articles and training videos.

3 thoughts on “A Basic Approach to Submitting Your First Workspace Application

  1. Excellent information and very easy to follow. These scenarios help us a great deal in figuring out what we need to do in order to make the transition away from the Legacy PDF method. Thank you!!!

    Liked by 1 person

  2. Workspace is a good addition to utilize and submit grants. A new feature like Workspace will improve, speed-up and simplify the process and that is a game changer!


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