Submission Portals


While  webforms and application forms may suffice for simpler processes, there are instances where you may wish to collect multiple stages of information from your applicants, including supporting documentation from other individuals as well, such as recommenders.  In these situations, a submission portal must be created.  When an applicant accesses a submission portal, they will be able to see different stages of the process and status updates for each.  An example may be a grant application, where an organization might submit not only the grant application itself but supporting financial documentation, budgets, and letters of support from others. 


Before setting up your submission portal, there are several forms that you need to have in your workspace already, each of which must contain one or more required fields.  In order to learn more about creating these forms, follow the links below to a separate article with more information.

These forms are:

  • User Form
    • This form captures basic applicant login info, primarily their email address.
      • Needs to include at least a required Email field
  • Profile Form 
    • This form captures core profile information about the applicant which is expected to stay static across applicants, such as address or organization name.
      • Needs to include at least a linked User Form (the above form)
  • Primary Form 
    • This is the main/first form your applicants will fill out.
      • Needs to include at least a Linked Profile field and a minimum of 2 Folders (one for drafts and one for completed submissions)


In order to add a new Submission Portal, access your workspace settings from the navigation bar.

You will see a listing of existing submission portals if you have any. To create a new portal, click the green +Create Submission Portal button in the top right.

At this point, you will designate your user form as well as the user email, which will be a field from that form.  This will be the form that contains your user info of those who will access from your portal.

Next, you will set up your profile, primary form, and folders.   You must have already built a profile form in your workspacelearn how here

Learn more about the profile form in the Profile section. The form you designate as primary form will be the main/first form for your applicants to fill out, though you can set up up to 20 forms for them to complete throughout the process.  The folders configured on the primary form will be used to move an application through any of the stages in the process.  As a first step you will be asked to designate a draft folder for applications in draft mode (started but not submitted) as well as a submitted folder where the application will move once the first stage is completed.  As you continue to configure your portal, you may need to configure folders for subsequent stages in the process.

Upon clicking 'Save Settings,' you will be presented with this message:

The first logical place to begin with the portal configuration, is in the Portal Settings area.


Under Settings, you can update and customize the URL of your portal.

Portal Start Date

You can choose to have your portal closed until a specified start date and time. This is especially useful for a midnight launch and your URL is posted to the public. No one will be able to access the portal to sign up and begin until the date and time have expired. Just make sure you do not turn this one until you have finished testing your portal.

Submission Date

This option allows you to capture the submit date on the Primary form for a specific stage. The most widely use case is for capturing the submission date of the application stage.

Steps to Enable Submission Date:

  1. First, you will need to add a Date Field to your Primary form. You will do this in the form builder.
  2. Next, edit your submission portal and go to Portal Settings 
  3. Enable the Submission Date Field option by checking the box 
  4. Select the newly added submission date field from Step 1, in the dropdown field. 
  5. You have the option to display this field as view only to the portal user by checking this box, this is not required. 
  6. Then, you will select at which stage you would like to capture this date. In the dropdown, select the stage. Note, select the stage they are clicking the "Submit" button. In my example, "Application" is the name of my first stage where the applicants are completing their application form. 
  7. Lastly, click the "Save all settings" button in the lower right corner. 

Users Tab 

You can view which form and field you have designated as your user form and user email field, as well as configure text which will appear on the login screen.

You can also enable Login Consent and Google Analytics under the Users tab.

Style Tab

You can upload a header image for your portal. The recommended size is 1280px by 228px.

There is an option to make the portal background color white, this is very useful when using an iframe.

The last option under this tab is the Submission Card Colors. Here you can control the status color from Required/Report stages and External/Inactive stages. All newly created portals will have the default colors in the below image. Any portal created before July 2nd 2019 will keep the old default colors, orange and lighter gray unless changed by the admin.

Login Consent

Administrators have the ability to add unique consent messaging to portals being accessed by those submitting applications. Learn more here:  Login Consent

Portal Sections

The portal sections are the building blocks of your portals. They are in five levels:

Each level has its own section in this article so click to learn more.

The portal sections of a brand new portal will look like this:

As you add stages and steps, it will look like this:

Each row is a hyperlink to the configurations for that particular section for quick navigation/updates.


The homepage is the foundation of the steps which make up your portal.  

You can change the Homepage text that applies to the Submissions sections and set the Submissions form here.

When a user first logs into the submission portal, they will see the homepage first. The above configurations will be manifested like this:

By clicking "+ Get Started," the user will be brought to their submission and its stages.

Multiple Submissions

Under the Homepage section, there's the option to enable Multiple Submissions. Once enabled, applicants will be able to submit  multiple  submission forms using the same Profile and Login. You will be able to set a limit of submissions up to 200.

Note:  Once you active Multiple Submissions there's no going back!  Make sure it's what you really want to do before saving your changes.

If using Multiple Submissions, a user will see this screen after they create the first submission for any subsequent submissions:


With a profile, you can pull in basic profile information about a user, which will serve as the anchor of their submissions.  You can opt to have the profile editable after the first submission; for example, perhaps the person in charge of that program has changed and you would like to update the contact information for a new person.  Or you can opt to have the profile noneditable, meaning the first time it's submitted, it's locked and the user cannot make changes.  This might be used if your applicants filled out a profile elsewhere and you are importing the info and don't want it to be changed.

To adjust these settings, click Profile on the left-hand steps column to view this page:

"Input + View" indicates one can edit their profile, while "View ONLY" indicates one can no longer edit it after submitting but can view the data they have put in.


A submission is a collection of stages which a portal user may move through while completing a process. 

Begin your configuration by clicking on the 'Submissions Section' in the left panel. 

This submissions section allows you to configure text which will appear at the top of the homepage.


Stages are the milestones of a submission process.  You can set an independent deadline for each stage, such that a user would have to submit different stages at different times.  In order to add and begin configuring stages, scroll down on your submission section to see a graphical representation of the flow of your submission process.  Here you can see and configure your stages.

Follow these steps in order to add and configure your stages.

  1. Stage Types
  2. Adding a Stage
  3. Configuring a Stage
  4. Deleting a Stage

Stage Types

There are two types of stages:

Required Stages

Required stages are a collection of one or more steps which require a portal user to take some action. These stages have a completion button which a portal user must click once they have completed all the steps in order to move on to the next stage in the submission process.

External Stages

External stages are used to note that some process is occurring outside of the submission portal; for example, when a submission is in review.

Note: Some portal users may not complete all stages; for example, if a user's submission is rejected at some point in the process, that user may be moved to a rejected state and not be able to continue in the submission process.

Adding a Stage

To add a stage, click the circular plus-sign icon:

You will be brought to this page:

Here you can: name your stage, set your stage type; and set the folder that determines this stage; meaning, when an application is in that designated folder, it will enter into that stage. 

Once a stage is added, you can further configuration it by looking at the submissions flow and clicking 'Configure Stage' for the stage you wish to configure.

Configuring a Stage

The "Configure Stage" page will look like this:

You can change the primary folder the stage and/or rename the stage if you'd like to make changes to the initial settings you set up when you created the stage.  

Deadline Dates

By default, each stage doesn't have its own deadline, but you have the option to configure this and set different deadlines for different stages.  To configure, uncheck the 'Stage Deadline' box.  The checkbox will be replaced by a date and time menu. Note that all times are in Eastern Standard Time.

For the user, applicants who are working on a Stage with a deadline will see a countdown timer, so that they can keep tracking of which Stages are due when and how much time is left.

You can also add pre-completion and post-completion text.  This messaging will describe and provide further detail to a stage before an applicant completes that stage, and can add confirmation messaging after an applicant submits everything for that stage.

Finally, you can customize the Completion Button - the button an applicant will click to submit that stage.

Through the Configurations page, you can also access and configure the Steps for that stage.

Reopening a Stage

Configuring a stage deadline also gives you the option to allow the stage to be reopened by the portal user to make edits and resubmit. This would only be allowed if enabled and resubmitted before the stage deadline. 

To enable, check the box "Allow Stage to be reopended for editing prior to Stage Deadline." This will add the option for the portal user to edit all steps in this stage, they must click the submit button again.


When a portal user enables this option, the system will update the primary form's folder to place them back into the stage that allows for edits and resubmission. This may require a manual move by the admin if you have multiple stages.

Deleting a Stage

In order to delete a stage, you need to access that stage's configurations.

In the bottom left corner, find the red button that says "Delete [stage name]",

Note that you cannot delete the Primary or final stage.


Steps are forms that are associated with required stages.

  1. Adding a Step
  2. Deleting a Step
  3. Reordering a Step
  4. Moving a Step
  5. Renaming a Step
  6. Step Description
  7. Step Types
  8. Form Pages

In a new portal, your first step will automatically be created based on the primary form selected in the initial setup prompts.

Note that there is a limit of 7 steps across stages, so it is helpful to plan your stages and steps in advance of adding them to your portal.

Adding a Step

To add a step to a stage, click on the stage name in the left rail and navigate to the "Steps" tab.  There you will see an option to +ADD STEP.

You will be asked to name the step and select the form it is tied to.

The new step will be displayed in the steps list, and you may click the "Configure Step" button to make additional configurations to the step.

Deleting a Step

You may delete any step (except for the Primary Step) within the step configurations by clicking the "Delete {Step Name}" button. 

You will be presented with a warning message about deleting the step, and you will be required to type in the step name exactly in order to continue deleting.

Clicking "Continue" after typing in the step name will delete the step (and all associated settings) from the portal.

Reordering a Step

You may rearrange steps within a stage (except for the Primary Step) by dragging and dropping above or below other step(s).

Moving a Step

You may also move a step from one stage to another.  To do this, click on the backward arrow button and select what stage you want to move the step into.


When you move a step into another stage it will automatically be added to the bottom of the step list. If you wish to place the step into a different position in the new stage, navigate to the new stage once you have moved the step and follow the instructions for Reordering a Step.

Renaming a Step

To change the name of a step, navigate to the step configuration via the left rail.

Hover over the step name, and click in to edit.


This edit does not require you to click the 'Save All Settings' button. As soon as you edit the name, the change will be reflected in the portal.

Step Description

The first tab you will see when configuring a step is the "Step Description" tab.  This tab consists of three elements:

  1. Step Form: displays the form associated with the step.
  2. Step Type: step type is based on what type of form the step is associated with. Learn more about step types below.
  3. Step Description: allows you to configure descriptive text that will be displayed on the submission page within the step card.


Step Details

The third tab you will see when configuring a step is Step Details.

Here, you can adjust how the step's form will look to the reviewer on a granular level.  You will see all the fields listed from the step's form.  You have the option to: reorder the fields by dragging and dropping; add help text to the field; and set the field to be an input field, hidden, or view-only (or non-editable).


If adding a linked form field type to display to portal users, when added, these fields will be hidden by default. You will have to use this tab to show them if that is the desired result.

Step Types

There are three types of steps
  1. Primary Step
  2. Listing Steps
  3. Single Form Steps
Primary Step

There will only be one primary step type per portal.  This type is reserved for the step which hold the primary form.  This is the form that all other forms in the portal must be linked to.  The primary step will be used to move the submission through stages based on the folder of the form.

The primary step is special in that it has limited abilities.  The primary step may not be reordered within a stage and it may not be moved to another stage.  It must always be the first step in the first stage.  This step also is not able to be deleted as doing so would break all other step configurations.

Listing Steps

Listing steps mean that a portal user will have the ability to submit more than one iteration of this form (system default: minimum 1 iteration, maximum 500), and unlocks a third setting tab in the step configuration called, "Listing Page".

Listing Page Tab

This tab allows you to configure messaging that will appear at the top of the listing page which displays all draft and completed items for that step.  It will also let you set the minimum and maximum number of listings per listing page, but note that you cannot go below 1 or above 500 listings and must customize the number within that range.

Single Form Steps

Single Form steps mean that a portal user will only be allowed to create one iteration of the form.

Form Pages

The form pages tab consists of two items:

  1. Page type setup: this setting defaults to 'Input + View', meaning a portal user will have the ability to create, edit, and complete the form as well as view and print it.  Update to 'View ONLY' if a portal user should only be able to view and print the form (no editing).
  2. Step Form Messaging: configure text that will display above the form input and/or view pages.

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