E-Filing: Complete, Validate, and Save a Form

Overview:

State Agencies will continue to access the PDF forms from the Division of Administrative Rules’ webpage on the Department of State’s website.  However, users now will be able to save a completed, a partially completed or a blank form to their desktop or local area network.  At any time during the form filling process, users will be able to save, reopen and continue working on the form.

In addition to the new Save feature, the forms contain drop down menus and built-in logic which will require the user to validate each form to ensure that all required fields and/or checkboxes have been populated.

Note: When filing any Adoption (including Emergencies), attach a scanned copy of your signed certification prepared on agency letterhead in pdf format plus the full text of the rule (with bracketing and underlining if needed) in Word format. Hard copy original certification with full text of rule attached can be submitted in lieu of the electronic submission (original and two copies) on the same day as e-filed.

Note: Incorporation by reference materials still need to be submitted in hard copy.

Software Requirements:

Adobe Acrobat Reader Version 8 is required.  This is a free download from the Adobe Acrobat website (http://www.adobe.com)


Complete, Validate and Save a Form:

To complete, validate and save a form, users will perform the following steps.  At any point during the form filling process, users may attach required file(s) to the form.  See "Attach a File to the Form" below.

  1. Using the tab key or mouse pointer, the user will navigate to the various form fields, drop down menus and/or checkboxes and populate them accordingly.

  2. At any point during the form filling process, the user may select the File > Save or File > Save As from the menu option of the Adobe Acrobat Reader.  The user should name the file (form) as the 3-letter agency code followed by a point then the type of notice (prop, adopt, emerg, ep, etc.) followed by a point then the Part number being amended. If there is more than one Part use the first one. For example, DOS.emerg.1103.  The user can also exit the Adobe Acrobat Reader application at any time.

    The user can complete the form at a future time by opening the form and continue populating the fields and checkboxes.

  3. At any point during the form filling process, the user can click on the Validate button at the top of each page of the form to assess the completeness of the required fields.

PIC OF VALIDATE BUTTON


If all required fields and/or attachments have been completed, when the user clicks on the Validate button, the form validation process will change the status of UNVERIFIED to VERIFIED.

If one or more of the required fields and/or attachments have not been completed, when the user clicks on the Validate button, the validation process will display a Validation Errors dialog box which lists the section(s) of the form that require population.      

SCREENSHOTOFVALIDATIONERRORSWINDOW



The required sections that have not been properly populated will display with red highlighting.  The user will need to click on the OK button in the dialog box in order to populate the form. The user needs to populate the highlighted fields and checkboxes and revalidate the form until the UNVERIFIED status is changed to VERIFIED. 

  1. At any point during the form filling process, the user can select the Reset Form button found on the last page of the form.  The Reset Form button clears all populated fields and checkboxes and deletes any attachments.

PIC OF RESETBUTTON

When the user clicks on the Reset Form button, a warning dialog box will appear.  Clicking on the OK button clears the form of the populated data and attachments; clicking on the Cancel button cancels the “reset” functionality and retains all the populated data and attachment(s).


PIC OF WARNING WINDOW FOR RESET

Attaching a File to the Form

  1. If a field or checkbox that requires an attachment is populated, a yellow paper clip symbol will automatically appear in the left margin of the form.

PIC OF CLIP FOR ATTACHMENTS

  1. Click on the yellow paper clip symbol. The Select a data file to import dialog box displays.  Navigate to the area on your desktop or local server on which the appropriate attachment for submission is stored. PLEASE NOTE: When attaching files, be sure that the file extension is not capitalized. All extensions (example, .doc, .wpd) need to be lower case.

pic of import window

  1. Select the appropriate file and click on the Open button in the dialog box.

Note:  This is Adobe Acrobat Reader functionality.  Clicking on the Open button will not open your file; rather it will attach the file to the form and close the dialog box.

  1. The user can view and add attachments to the form at anytime during the form filling process by clicking on the paper clip symbol that appears in the gray area in the left margin of the screen.

ATTACHMENTSPIC