Why SmartyFile?

How does SmartyFile differ from the SmartyGrants applicant sites?

SmartyFile is a central repository that enables you to access all of your applications through one website.

You can still continue to access submissions directly through any funder’s applicant portal^ⓘ, but with SmartyFile you can view all your submissions across all funders in one spot. To assist in distinguishing between them, funder logos will display next to each submission on the SmartyFile My Submissions page.

When completing a submission through SmartyGrants, you can also pre-fill information from your SmartyFile organisation details - bonus!

Do I have to use SmartyFile?

No. While SmartyFile is helpful for organisations that have a number of users collaborating on applications or are applying for funding across multiple funders, it is optional.

In SmartyFile, different user access levels can be set with respect to viewing, editing and submitting forms. Submissions can be shared, or even have their owner changed. These features are exclusive to SmartyFile and are not available without a SmartyFile organisation profile.

If you apply for grants as an individual or sole trader and do not collaborate with others on your submissions, you may still wish to register for SmartyFile, as you can enjoy the benefits of having all of your submissions in one place, and will still have the ability to pre-fill contact information into forms.

Do I have to pay to use SmartyFile?

No. This is a free service for all SmartyGrants users.

Do all applicants submitting via SmartyGrants need to use SmartyFile?

SmartyFile is optional.

Using SmartyFile gives applicants the ability to see all of their applications across multiple funders that use SmartyGrants in one spot. In addition, a SmartyFile profile allows applicants to pre-fill information into forms. For organisations with a registered ABN/NZBN, they can also create an organisation profile, which allows them to collaborate on and share forms, set user permissions to view/edit/submit forms, and change the owner of submissions. This functionality is not available in SmartyGrants without a SmartyFile organisation profile.

Using SmartyFile

How do I change my password?

Your SmartyFile password is the same as your normal SmartyGrants password that you use to access any funder’s applicant portal^ⓘ. If you need to reset your password, see Forgotten your password? for help.

How do I reset my multi-factor authentication?

SmartyFile administrators have the ability to reset the MFA device for any user within the organisation. For further assistance, please contact your SmartyFile administrator.

If your Administrator is unavailable (or you are not a part of a SmartyFile organisation), you can contact the SmartyFile support team for help.

How do I archive my submission?

See Archive a submission for help.

Are archived submissions still accessible to funders?

Yes.

Archiving a submission hides the submission by moving it to a different list (“archived” tab), so you can better manage your active submissions. Archiving has no effect on the funder's end.

How do I delete a submission?

You can only delete a draft (indicated by the In Progress status). Steps on how to delete a draft can be found here.

If you need to cancel or withdraw a submission, please contact the funder directly.

Access and permissions

How do I know if my organisation has registered for SmartyFile?

If you are not sure whether your organisation is registered, you can use the lookup function to check.

To do this:

1. Go to app.smartyfile.com.au.

2. Log in using your usual SmartyGrants account username and password.

3. Select My Organisations at the top of the page.

4. Select New Organisation.

5. Enter the ABN/NZBN for your organisation, and then select Lookup.

If your organisation is registered, it will appear in the search results. You can send a message to the existing administrator(s) requesting to join by following the steps here. Once an administrator approves your join request, you’ll be added to the profile.

How do I get added to my SmartyFile organisation?

If you know that your organisation is registered on SmartyFile, to request to join:

1. Go to app.smartyfile.com.au.

2. Log in using your usual SmartyGrants account username and password.

3. Select My Organisations at the top of the page.

4. Select New Organisation.

5. Enter the ABN/NZBN for your organisation, and then select Lookup.

6. Follow the steps here to send a join request. Once an Administrator approves your request, you’ll be added to the profile.

How do I find out who my SmartyFile administrators are?

If you have already been added to a SmartyFile organisation, but you are not sure who your SmartyFile Administrator(s) are:

1. Go to app.smartyfile.com.au.

2. Log in using your usual SmartyFile (SmartyGrants) account email and password.

3. Select My Organisations at the top of the page.

4. Select the Users tab.

If you are not part of a SmartyFile organisation, you cannot see that organisation’s Administrators. However, you can send a message to the Administrators when requesting to join an organisation - see How do I know if my organisation has registered for SmartyFile? for help.

I've requested to join the SmartyFile organisation but I haven't been added. How can I get access?

Once you send a join request, the Administrators for the SmartyFile organisation receive an email notification. If you know who your Administrators are, you can reach out to them to follow up on your request.

In situations where you've sent a join request, have not yet been added, and the administrator(s) are either -

• unknown to you, or

• have since left your organisation

- please contact the SmartyFile support team for help.

How do I change my role or permissions in a SmartyFile organisation?

You will need to contact an Administrator. Only Administrator users can update this for you. To see who your Administrator(s) are:

1. Go to https://app.smartyfile.co.uk.

2. Log in using your usual SmartyFile (SmartyGrants) account email and password.

3. Select My Organisations at the top of the page.

4. Select the Users tab.

My role/permissions have been updated in SmartyFile - why can't I see the correct submissions in My Submissions?

Try logging out and then logging back in. Once logged in again, a new session will start, and your updated access and permissions will be taken into account.

If you still cannot see the correct submissions, please contact your SmartyFile Administrator.

I'm a part of my organisation's SmartyFile - why can't I edit a form?

You may not have been given permissions to edit a specific form or any forms on submissions. To request access to a submission, or to update your role/permissions, please contact your SmartyFile Administrator.

I'm a part of my organisation's SmartyFile - why can't I submit a form?

You may not have been given permissions to submit forms. To update your role/permissions, please contact your SmartyFile Administrator.

Creating an organisation

Does SmartyGrants vet users who attempt to register an organisation?

No. There is no approval or multiple-step process required to create a SmartyFile organisation profile.

There is no authority that can verify whether someone ‘belongs’ to an organisation or has authority to create an organisation profile.

If there is an issue that arises where an applicant believes an organisation profile has been improperly acquired, they should contact the SmartyFile Support Team.

Can organisations who don't have an ABN or NZBN create a SmartyFile organisation?

No. An organisation profile can’t be created without an Australian Business Number (ABN) or a New Zealand Business Number (NZBN).

However, some features of SmartyFile can still be used without an organisation profile. To learn more, visit Using SmartyFile as an Individual.

Are you planning to provide SmartyFile functionality for orgs who don’t have an ABN/NZBN?

Not at this stage. Currently, only organisations or individuals with an ABN/NZBN can create a SmartyFile organisation profile, and multiple organisations cannot own a single submission.

However, if you have an existing SmartyFile organisational profile, and you want to provide another organisation or individual (i.e. a partner or contractor) access to applications, you can add an individual from that organisation as a user into your existing SmartyFile organisation profile.

Depending on whether that ‘guest’ user would need to view/edit a submission, you could assign them the Viewer/Analyst or Contributor role accordingly. You could also create a custom role if those role permissions do not suit. To learn more about user access roles, see User roles.

Is there a way for large orgs to register for and use SmartyFile? Specifically in cases where the ABN/NZBN is org-wide, but there are many departments that do not have overlap in users (such as universities)?  

Yes. This is one of the reasons SmartyFile allows multiple organisations with the same ABN/NZBN to be created.

In the example above, our suggestion would be that each university department create its own organisation profile, with its own set of users. Users can also be removed from an organisation, and a new organisation profile created, if required.

How are you preventing people from registering using an organisation name or ABN/NZBN they don't own or aren’t associated with?

We do not prevent someone from registering an organisation profile.

All funders should still apply the same due diligence and risk assessment as they normally would when assessing a submission.

Organisation management

Are funders notified if our organisation’s details are updated in SmartyFile? 

No.

If you want to ensure the funder knows your details have been updated, you will need to contact them directly.

How do organisations manage who sets up a SmartyFile in their name?

It is up to members of the organisation to decide who sets up their SmartyFile organisation profile.

Users can:

1. Opt to remain as a personal user (without creating/joining a SmartyFile organisation), or

2. Join an existing SmartyFile organisation, or

3. Create a new SmartyFile organisation.

It is made clear to any user creating a SmartyFile organisation profile that they will become the default Administrator of that profile. As Administrator, they will have authority to manage the profile, invite additional users (including additional Administrators) and manage their organisation’s users’ permissions. The original Administrator’s permissions can later be changed by another Administrator if required.

If there is an issue that arises where an applicant believes an organisation profile has been improperly acquired, they should contact the SmartyFile Support Team.

If you discover someone in your SmartyFile organisation who is not known to your organisation, is there a way to delete them?

Users cannot be added to an organisation profile without approval from an Administrator.

An Administrator can remove users from their organisation if required.

What happens if the Administrator in SmartyFile leaves the organisation?

Each account can have multiple Administrators. It is up to those Administrators to keep user permissions up to date, including removing other Administrators who have left their organisation.

If all Administrators have left and cannot be contacted to amend permissions, you can contact the SmartyFile Support Team for help.

Can organisations prevent their submissions from being transferred to another organisation?

Submissions can only belong to one organisation at a time.

If a submission is assigned to one SmartyFile organisation profile, it cannot be transferred to another organisation without first removing it from the existing profile.

In order to transfer a submission, an Administrator would need to use the ‘remove from org’ function to disconnect the submission from the organisation - in which case it would simply belong to the individual owner. From there, a submission could then be assigned to another organisation profile that the individual owner also belongs to.

Do other users have to belong to the same organisation to complete part of a submission? For example, a contractor or partner might complete part of some forms on behalf of my organisation.

If a submission is started on behalf of an organisation, and the applicant wants another user (in this case, the contractor) to access the submission, then yes, the contractor will need to be added to the SmartyFile organisation profile as a Contributor user first.

In the example above, the contractor could be given a specified period of time to collaborate on the submission, and if required, then removed from the organisation profile. To learn more about user access, see User roles.

Any further questions?

Contact Us

Email: service@smartyfile.com.au