4. Applications

Track funding requests from concept note through to award (or rejection). Each application is bound to one cycle template (e.g. "EU centralised grant"), which determines its stages, required documents, and the budget structure it will inherit if awarded.

The list page

• Filter by status (Draft / In review / Assessment / Decision / Awarded / Rejected / Withdrawn).
• Each row shows reference, title, donor, organizational unit, requested amount, currency, current stage.
• Click "+ New application" to start a fresh one.

The detail page

Tabs/cards for:

• Identity — reference, title, applicant org, organizational unit, donor, cycle, requested amount, currency.
• Stage — shows current stage and lets eligible roles advance, award, reject, withdraw, or duplicate.
• Form data — stage-specific fields (Concept summary, Objectives, Decision, Rationale, etc.) defined by the cycle's stages.
• Documents — required documents per stage (concept note PDF, proposal + detailed budget, signed contract).
• Notes — internal discussion thread.
• Team — who works on this application.
• Projects — the proposal's per-organizational unit or per-partner breakdown. See below.

Application budget card

The donor-facing category totals (HR, Travel, Equipment, …) live here while the application is being drafted — labelled Application budget in the UI so you can see at a glance which budget you're editing (the post-award equivalent on the grant page is called Granted budget). The cycle's category set seeds the rows automatically on first open — type the headline amount per category and tab out, that's all.

• Spreadsheet-style auto-save. Each Budget cell saves automatically when you leave the field (tab out or press Enter). A tiny spinner next to the input becomes a green check on success — no Save button, no page jump.
• Columns mirror the granted Budget card so the layout feels the same as the page you'll see after award: Code · Category · Budget · Allocated · Difference.
• Allocated = the sum of detail rows across every draft project that's filed under this category. Hover the header for an in-line explanation.
• Difference = Budget − Allocated. A teal pill means there's still headroom under the headline budget; an amber pill means the project detail rows together exceed the headline (so you'll need to either raise the headline or trim a detail line).
• Below the table you see the Total row plus a pill comparing the budget total against the application's Requested amount: ✓ Total matches, −€X vs requested, or +€Y vs requested.
• Headline totals are valid even without detail rows: useful for early-stage proposals where you only have the donor's headline figure.

At award the application_budget_lines rows are copied directly into the new grant's budget_lines — same structure, same numbers. The detail rows that materialise from the per-project draft editors land in budget_detail_lines underneath, exactly mirroring how a grant's Budget card already works.

Projects card (draft phase)

Donor proposals usually require a per-organizational unit (or per-partner) budget breakdown. Draft that breakdown directly on the application — no separate Excel file. Each row will become a real project at award.

• Click + Add project to add a row. Pick the organizational unit (e.g. country office) or a partner organisation, set the allocated amount.
• The summary pill at the top tells you whether your allocations match the requested amount: ✓ Allocated matches requested / €X unallocated / Allocated exceeds requested by €Y.
• Edit freely — there's no audit-trail until the donor signs. From the moment you award the application, every change is tracked as a reallocation.
• Use the × button to remove a draft project; a confirm dialog protects you from accidents.
• Closed applications (awarded / rejected / withdrawn) show the card read-only.
• Click a project name to open its Project budget card — the line-by-line build-up seeded from the cycle's detail template. Edit units × unit value per row, indirect-rate rows recalc against the direct subtotal.

At award: the draft projects are automatically materialised into real projects under the new grant, with their budget detail lines carried forward. Applications without drafts still work — the grant's Projects card on the granted page lets you add projects manually as before.

Connecting a draft project to Odoo (optional, pre-award)

Sometimes staff already need to book hours or expenses against a project before the donor signs — typical for renewals, co-funded projects, or migrations from an existing Odoo setup. The Odoo column on the Projects card lets you link the draft to an Odoo project without waiting for award.

• Click Connect to Odoo on the draft row to open the connect dialog.
• Three options are visible so the design is transparent:
  • From an Odoo project template — clone a template (tasks, stages, members). Coming soon.
  • Create an empty Odoo project — spin up a blank Odoo project + Plan 1 analytic account. Coming soon.
  • Link to an existing Odoo project — paste the Odoo project id you want to attach. Working today. The Plan 1 analytic id is optional — if the Odoo project has an analytic account, we'll discover it at award.
• Find the Odoo project id in Odoo's URL: /web#id=42&model=project.project.
• Linking is just an id store: no budget syncs, no Plan 2/Plan 3 accounts. The budget itself only syncs to Odoo after award.
• To disconnect, click the × next to the Odoo id on the row. The Odoo project stays untouched; togrant just forgets the link.
• At award the linked Odoo project id carries over to the materialised real project — no re-entry, no second Odoo project, no duplicate analytic accounts.

Internal MT approval (workflow tier = Full)

When your tenant runs on the Full workflow tier (chapter 8 → Organization Overview), the application detail page shows an amber Pending MT approval banner before submission. The org admin clicks Mark as MT-approved when the internal sign-off is done, and the banner flips to a teal Approved by MT on YYYY-MM-DD by [name] badge — your signal that the proposal is ready to leave the building.

• Visible only on the Full workflow tier — Simple tenants don't see this UI.
• The "Mark as MT-approved" button requires Org-admin (or Superadmin) role.
• You can Withdraw approval any time before award — useful if MT spots something during a late review.
• Approval is purely an internal stamp; it doesn't change the application's status pill (draft / in_review / decision / awarded / etc.). The donor still drives the contract lifecycle.

Transitions