FSIS Electronic Forms– Using Forms in the New PDF Version 7

This is a quick introduction to using Adobe PDF Version 7. The following instructions will cover the basic information and skills you will need to complete electronic forms on screen, and to save, print, and send records in the Adobe PDF Format.

Getting To Know Us:

Every agency within the Federal Government is mandated by law to administer a forms management program.The form’s program for the Food Safety and Inspection Service (FSIS) falls under the Office of Program Evaluation, Enforcement & Review (OPEER). We are part of the Office of the Chief Information Officer (OCIO) in the Planning, Architecture and Security Division (PASD), Infrastructure Management Branch (IMB).

Our Form Services:

OCIO-IMB is responsible for planning, developing and carrying out policies and procedures for a comprehensive nationwide forms management program within FSIS.

We provide consultant services in:

  • Data Collection Analysis and Design
  • Multi-language Design
  • Electronic Forms Programming (such as Fill/Print/Save/Send;

Drop-Down Lists; Calculations; Section 508)

  • Form’s Dissemination and Storage
  • Form’s Technology

Our Location:

USDA, FSIS, OPEER, OCIO, PASD

Infrastructure Management Branch

Congressional Quarterly Building- Rm. 201

Washington, DC 20037

Main Office: 202.418.8810

Fax: 202.418.8828

What is a Form?

The General Services Administration (GSA) has provided the Federal Government

with an official definition:

“A form is a fixed arrangement ofcaptioned spaces designed for entering

and extracting prescribed informationregardless of media.”

Relax, it’s easy to Use

•As a user, you will be able to open a PDF form and just start typing.

Note: some forms will not be fillable, but can be printed, as needed.

•Most of our electronic forms will also have the new “Save and Send”

features which allow you to save your data in the PDF format and send

it via email.

For best results, we recommend the following form tips:

  1. Requirements: For using PDF Forms
  • Use Adobe Reader version 7 which is available with the Software Refresh CD;

or, see an FSIS/IT Specialistfor help

  • You will need a working knowledge of “Windows XP” and some experience using

MS Outlook and the FSIS Intranet.

2.To Access the PDF Forms. Go to:

  • MS Outlook:Public Folders/All Public Folders/Agency Issuances/Forms/ FSIS Series Folders(i.e., FSIS 4430-10A is in the FSIS 4000 Series Folder)

The Form’s page has a search window. If you leave the search window blank and click on “Go”, you will see a list of all available PDF forms.

Or… You can enter the form number; title; subject and/or related key words in

the search window. Then, click on “Go” to find the form.

Can’t find the eForm you need? Not all Forms are available in an electronic format. Please let

us know if there is a form you would like us to convert to PDF and/or add extra programming. To contact the Forms Team, click on the following link:

3.How to download a PDF form

MS Outlook:

  • Click on the name of the form to highlight the PDF.
  • Click “Edit” on the top Menu bar and select “Copy”
  • Minimize your Microsoft Outlook screen - top right corner
  • Click your left mouse button on the Computer desktop
  • Click your right mouse button and select “Paste” from the menu box.
  • Open the Form, Save As to “My Documents” or anywhere on your computer

where you can retrieve it later.

THE FSIS INTRANET FORMS PAGE:

  • Click on the “PDF” under the “File Type” Column
  • A dialog box appears with options to either “Open” or “Save”
  • Click “Save”
  • Either save to your Computer Desktop or to a location of choice
  • Before saving the blank form, rename the file (i.e., FSIS 4430-10.pdf)
  1. How to Open a PDF Form

MS OUTLOOK or YOUR DESKTOP:

  • Double click on the PDF form

Or…Open Adobe Reader version 7

  • Click “File” on the menu at the top and select “Open”
  • Find the PDF Form
  • Select “OK”

THE FSIS INTRANET FORMS PAGE

  • Click on the “PDF” link under the “File Type” Column
  • A dialog box appears with options to either “Open” or “Save”
  • Click “Open”

(Please Note: PDF Forms cannot be opened via MS Word)

Adobe Acrobat Professional Users – Open Reader First

PDF Forms will default to Adobe Acrobat Professional unless

Adobe Reader is opened first.

For best results, it is suggested that users with this software

open Adobe Reader before accessinga PDF form.

5. The Instruction Box

The PDF forms with “Save & Send” capabilities, have an instruction box which is located at the

top of the form. This is a helpful tool for users to quickly learn the basics such as:

  • The Save As Feature
  • Internal Use Only rule
  • How to enter dates and check marks
  • Accessing the Section 508 Accessibility Screen Reader
  • Adding Attachments
  • How to copy and paste text from another document

If by chance you have checked “Do not show this message again” - the instruction box will not appear on the form; nor will it appear on any other PDF form that is opened afterwards.

To bring it back:

  • Position your cursor at the top of the form
  • Wait until the cursor image changes to an equal sign with two arrows
  • Then, click and hold your left mouse button and drag down the box.

6. To “Save As”

If the PDF has the “Save & Send” feature, users can save their data. We recommend creating a

new folder in “My Documents” for all saved PDF files.

To Save As:

  • Click “File” on the menu at the top.
  • Select “Save As”
  • Give your PDF a file name
  • Save As to the new folder in “My Documents” or anywhere on

your computer where you can retrieve it later.

The Internal Use Only Rule

FSIS PDF forms with the Save & Send capabilities are licensed for internal FSIS

employee use only. Do not distribute these eFiles to anyone outside the Agency

for use.

  1. Entering Date/Check Marks

To select a checkbox:

•Tab or click inside the box with your left mouse button or press your spacebar.

To enter a date:

•Use the following format: MM/DD/YYYY

(i.e., 12/12/2006)

  1. Adding an Attachment
  • Click the “Paper Clip” button under the top menu
  • Select “Attach a File”
  • Navigate to your document and select the attachment

Or…Click the “Attachment” tab on the left of the document

  • Select the “Add” icon on the attachment menu bar
  • Navigate to your document and select the attachment

10. Accessing the Screen Reader: Section 508 Accessibility

  • Click “Edit” on the top menu, and select “Preferences”
  • Select “Reading” on the left column
  • Check “Read Form Fields” on the bottom right
  • Click “OK”
  • Tab or click in the form fields.

(Make sure your computer speakers are turned on)

11.How to Copy Text from Another Document to PDF

If you plan to cut and paste information from another document, change the font

to Courier New 10 pt. before you copy and paste into the PDF form.

12. How to Add a Comment

Click “Comment” on the top menu

  • Select “Add a Note” and a comment box appears on the form
  • Type your comments inside the box

(Note: A comment box can be dragged for appropriate placement on the PDF form)

  1. Comment Reply Options

If you receive a PDF form with a comment box, you may want to respond back with

your own note. To do so:

  • Type a note under the original note in the comment box

Or…Click “Options” at the top of the comment box

•Select “Review”

•Select “None, Accepted, Rejected Cancelled or Completed” (if applicable)

  1. View Comment Listing

To view all of the comments (date, author, response, etc.):

•Click the “Comment” tab on the left of the document

•The comments can be deleted at any time

  1. Printing the PDF Form

•Click “File” on the top menu

•Select “Print”

•Designate the pages to be printed in the “PrintRange”

•Designate the number of printed copies

•Click “OK”

  1. Sending a PDF Form

A PDF file can be attached to an email just like other documents:

•Click “Insert” on the top menu; or Click the Paper clip button under the top menu

•Select “File”

•Navigate to your document and select the attachment

PDF files that have a “Submit” button:

  • Click on the “Submit” button
  • Select the “Desktop Email Application”
  • Click the “Send Data File”

(An email will appear on your screen with the recipients address already listed

in the “To” window)

  • Click “Send”

(Remember to “Save As” the data on your PDF form before sending)

  1. Final Tip on Using PDF Forms

All preprinted information on a PDF form cannot be altered

(i.e., title, instructions, field names, etc.)