Project Applications allow organizations to require volunteers to apply and be approved before signing up for opportunities within a project. This helps ensure volunteers meet specific requirements, complete necessary paperwork, and are properly vetted before participating.

This solution will focus on the Project Application Configuration process. For more information on Project Applications click here. 

Creating a Project Application

1. Log into your VolunteerMatters system with the proper security access roles and then click on Configuration > Projects.
   
   
    
2. On the Projects Configuration page, click the "Manage Project Application Forms" button.
   
   
    
3. This will open the "Project Application Forms" Configuration page. Here you will see a listing of all previously created project applications, their description, and whether they are active or not.  Also included are preview and edit buttons for each application, as well as a button to create new applications.  To create a new project application, click the "New" button.
   
   
    
4. On the Project Application detail configuration page, there are 5 main parts of the page, the Name of the application, Description, Volunteer Instructions, Form Fields, and Unused Fields section. 
    
   • Unique Name - Provide a unique name for this project application
   • Description - Used to help administrative users and is not displayed to volunteers
   • Volunteer Instructions - Presented to the Volunteer when displaying the application form
   • Form Fields - This will include all of the fields for your project application.  This can include custom project application fields specific to this project, system contact fields, and header/separator fields for the application.
   • Unused Fields - This will include all of the unused system contact fields on the application but are available for use if desired. Note: If you create a specific custom application form field for an application, if you move it to the Unused Fields section, it will be deleted from the system. 
     
     
      
5. After you have entered in the application basic information, to add an existing system contact fields to the project application, locate the contact fields you want in the "Unused Fields" section and then click on the field and drag it over to the Form Fields section. After you have placed the desired field(s) in the Form Fields section and field order desired, scroll down and click the "Save" button.
   
   
   
   NOTE: If you have a large number of system contact fields and the Form Fields box is not visible when you need to move a field, you can click on the heading of the Form Fields box and drag it down to accommodate your needs. 
    
6. After you click "Save", you will be located back to the top of the application configuration page with a success message and there will be an additional part on the page.  The "Activate" toggle button. Activating a form will make it available for use in project setups. Deactivating a form will prevent it from being used in new projects but will not remove it from existing projects. 
   
   
    
7. To remove a field from the application, you just go to the "Form Fields" area and then click on the field you wish to remove and drag it over to the "Unused Fields" box and then scroll down and click the "Save" button.
    
8. To change the order of your fields, you simply need to go to the "Form Fields" area and then click on the field you wish to move and drag it up or down to put the fields in the desired order.  Then scroll down and click the "Save" button.
    
9. Additionally, you can edit the System Contact fields and modify the field's Label, Help Text, or make it Required on your project application.  You just need to locate the field in question and click the "Edit" button on it. This will expand the field and display the "Label" and "Help Text" text fields as well as the "Required" checkbox.  Once you have made your desired updates, you can scroll down and click the "Save" button.
   
   To close out of a specific field's additional configuration, just click the Edit button again.  
   
   Note: You can edit multiple fields at once before finally clicking the "Save" button. 
    
10. To create and add custom Project Application fields to your application, you must first create the field at the bottom of the Unused Fields section. There you will see a section labeled "Add New Field".   
    
    
    
    You will just need to configure the following:
     
    • Field Key 
    • Field Type - Select the type of field you wish to use, i.e. Single-Line Text, Select One, etc.
    • Label - How it will display on the application
    • Help Text - Optional
    • Required - checking this box, will make the field required on the application
      
      Once you are satisfied with configuration click the "Create (Unused)" button. 
      
      
      
      Note: You can always update the field configuration after creating to update the key, field type, etc.
       
11. This will add the new project application specific field to your list of unused fields on the application.  It will be highlighted Yellow to distinguish it from the system contact fields. You then can click on the field and drag it over to the Form Fields section. After you have placed the desired field(s) in the Form Fields section and field order desired, scroll down and click the "Save" button.  Once it is added to the Form Fields section, the project application custom fields will be highlighted green to set them apart from the system contact fields. 
    
    
    
    Note: Any project specific custom fields left in the unused fields area will not be saved.  They will only be saved in the form fields area when added to the application. 
     
12. Project Application Custom Field Type - HEADER/Separator 
    
    This special custom project application field type allows you to create headers or separators in your project application with help text to group potential similar questions together to make the process easier on the volunteer.  You can review the header in action during the application preview in the following section. 
     
13. Once you are completely satisfied with your Project Application form, you can toggle the "Activate" setting on the form and scroll down and click the "Save" button. This will make the project application available when editing or creating a project's settings.
     

Previewing a Project Application

1. Log into your VolunteerMatters system with the proper security access roles and then click on Configuration > Projects.
   
   
    
2. On the Projects Configuration page, click the "Manage Project Application Forms" button.
   
   
    
3. This will open the "Project Application Forms" Configuration page. Here you will see a listing of all previously created project applications, their description, and whether they are active or not.  Also included are preview and edit buttons for each application, as well as a button to create new applications.  To preview an existing application, click the "Preview" button.
   
   
    
4. On the Project Application Preview page, it will display the project application as how it will appear to the volunteer.  From here, the administrator can return to the project application list, or click the "Edit" button, to go right into editing the project application you are previewing.
   
   

Editing a Project Application

1. Log into your VolunteerMatters system with the proper security access roles and then click on Configuration > Projects.
   
   
    
2. On the Projects Configuration page, click the "Manage Project Application Forms" button.
   
   
    
3. This will open the "Project Application Forms" Configuration page. Here you will see a listing of all previously created project applications, their description, and whether they are active or not.  Also included are preview and edit buttons for each application, as well as a button to create new applications.  To edit an existing a project application, click the "Edit" button.
   
   
    
4. On the Project Application detail configuration page for existing applications, there are 6 main parts of the page available to edit, the Name of the application, Description, Volunteer Instructions, Activate Toggle Button, Form Fields, and Unused Fields section.  It will also include a message at the top of the screen if the application is in use with any projects.
   
   
    
   • Unique Name - The unique name for this project application
   • Description - Used to help administrative users and is not displayed to volunteers
   • Volunteer Instructions - Presented to the Volunteer when displaying the application form
   • Activate Toggle - Activating a form will make it available for use in project setups. Deactivating a form will prevent it from being used in new projects but will not remove it from existing projects. 
   • Form Fields - This will include all of the fields for your project application.  This can include custom project application fields specific to this project, system contact fields, and header/separator fields for the application.
   • Unused Fields - This will include all of the unused system contact fields on the application but are available for use if desired. Note: If you create a specific custom application form field for an application, if you move it to the Unused Fields section, it will be deleted from the system. 
     
     
      
5. To add an existing system contact fields to the project application, locate the contact fields you want in the "Unused Fields" section and then click on the field and drag it over to the Form Fields section. After you have placed the desired field(s) in the Form Fields section and field order desired, scroll down and click the "Save" button.
   
   
   
   NOTE: If you have a large number of system contact fields and the Form Fields box is not visible when you need to move a field, you can click on the heading of the Form Fields box and drag it down to accommodate your needs. 
    
6. To remove a field from the application, you just go to the "Form Fields" area and then click on the field you wish to remove and drag it over to the "Unused Fields" box and then scroll down and click the "Save" button.
    
7. To change the order of your fields, you simply need to go to the "Form Fields" area and then click on the field you wish to move and drag it up or down to put the fields in the desired order.  Then scroll down and click the "Save" button.
    
8. Additionally, you can edit the System Contact fields and modify the field's Label, Help Text, or make it Required on your project application.  You just need to locate the field in question and click the "Edit" button on it. This will expand the field and display the "Label" and "Help Text" text fields as well as the "Required" checkbox.  Once you have made your desired updates, you can scroll down and click the "Save" button.
   
   To close out of a specific field's additional configuration, just click the Edit button again.  
   
   Note: You can edit multiple fields at once before finally clicking the "Save" button. 
    
9. To create and add custom Project Application fields to your application, you must first create the field at the bottom of the Unused Fields section. There you will see a section labeled "Add New Field".   
   
   
   
   You will just need to configure the following:
    
   • Field Key 
   • Field Type - Select the type of field you wish to use, i.e. Single-Line Text, Select One, etc.
   • Label - How it will display on the application
   • Help Text - Optional
   • Required - checking this box, will make the field required on the application
     
     Once you are satisfied with configuration click the "Create (Unused)" button. 
     
     
     
     Note: You can always update the field configuration after creating to update the key, field type, etc.
      
10. This will add the new project application specific field to your list of unused fields on the application.  It will be highlighted Yellow to distinguish it from the system contact fields. You then can click on the field and drag it over to the Form Fields section. After you have placed the desired field(s) in the Form Fields section and field order desired, scroll down and click the "Save" button.  Once it is added to the Form Fields section, the project application custom fields will be highlighted green to set them apart from the system contact fields. 
    
    
    
    Note: Any project specific custom fields left in the unused fields area will not be saved.  They will only be saved in the form fields area when added to the application. 
     
11. Project Application Custom Field Type - HEADER/Separator 
    
    This special custom project application field type allows you to create headers or separators in your project application with help text to group potential similar questions together to make the process easier on the volunteer.  You can review the header in action during the application preview in the following section. 
     
12. Once you are completely satisfied with your Project Application form changes, scroll down and click the "Save" button.  This will update the project application available on any projects its already assigned to. It can also, be added to new projects when editing or creating a project's settings.

Deactivating a Project Application

1. Log into your VolunteerMatters system with the proper security access roles and then click on Configuration > Projects.
   
   
    
2. On the Projects Configuration page, click the "Manage Project Application Forms" button.
   
   
    
3. This will open the "Project Application Forms" Configuration page. Here you will see a listing of all previously created project applications, their description, and whether they are active or not.  Also included are preview and edit buttons for each application, as well as a button to create new applications.  To deactivate an existing a project application, click the "Edit" button.
   
   
    
4. On the Project Application detail configuration page for existing applications, there are 6 main parts of the page available to edit, the Name of the application, Description, Volunteer Instructions, Activate Toggle Button, Form Fields, and Unused Fields section.  It will also include a message at the top of the screen if the application is in use with any projects.
   
   To deactivate the project application, scroll down to the Activate Toggle button and then toggle it off, scroll down and click the "Save" button.
    
   
   
   Once deactivating, the form will not be available from being used in new projects but will not remove it from existing projects. 

Deleting a Project Application

Note: You can only delete a project application that is not in use in ANY projects.  When editing a project application, you will see a message at the top of the screen if the application is in use with any projects. 

To locate the projects where the application may be in place, you will need to visit the main Project List where it will be listed under the expanded information.  You can always edit the project setup and remove the application. This will remove any submitted applications on that project.

For those project applications not associated with a project, follow these instructions to delete a project application.

1. Log into your VolunteerMatters system with the proper security access roles and then click on Configuration > Projects.
   
   
    
2. On the Projects Configuration page, click the "Manage Project Application Forms" button.
   
   
    
3. This will open the "Project Application Forms" Configuration page. Here you will see a listing of all previously created project applications, their description, and whether they are active or not.  Also included are preview and edit buttons for each application, as well as a button to create new applications.  To delete an existing a project application, first click the "Edit" button to open the application.
   
   
    
4. On the Project Application detail configuration page for existing applications, there are 6 main parts of the page available to edit, the Name of the application, Description, Volunteer Instructions, Activate Toggle Button, Form Fields, and Unused Fields section.  It will also include a message at the top of the screen if the application is in use with any projects.
   
   If a project is eligible to be deleted (not associated with any projects), to delete the project application, scroll down and click the "Delete" button.  If the project is not eligible to be deleted, the Delete button will not display.
    
   
   
   Once deleted, the form will not be available from being used in new projects but will not remove it from existing projects. 

Reviewing a Project Application Applicants

Once a volunteer completes the application, a project administrator can review the applicants from the project itself.  For more information on reviewing project applicants click here.