In most grant management systems, everyone on an application sees the same screen. A Researcher preparing a bid and a Head of Department approving it get the same view, even though they need different things from it.

Two problems follow. Internal costing figures become visible to people with no reason to see them, and Research Administration spends time answering questions that should never have arisen. Applications reach more people than intended because permissions are set manually and applied too broadly.

One part of this cannot be fixed after the fact. Once a sensitive proposal has been read by the wrong person, you cannot undo that.
GrantsNow sets what each person sees by their role. You decide which roles can see financial detail, so institutional costing figures stay with authorised users. You can mark an application or a single document as confidential, restricting access to named collaborators and the approvers who need it. Research Administration stops managing access manually, and the institution gets a clear record of who can see what.

If you manage access case by case today, this is worth reviewing. Download the whitepaper to learn more.