SPS Forms Generation Guides

When a sponsor form (i.e., PHS 398, PHS 2590, NSF) is generated in SPS Legacy, the sponsor form is stored on the user's computer as a PDF file and the proposal data is stored as an XFDF file.  In SPS Legacy, we are able to force the XFDF file to open and be presented to the user in the appropriate format.

Unfortunately, we are unable to duplicate this functionality in SPS Web, so the process for generating sponsor forms is more complex than we would like it to be.  We did not invest resources in building a more eloquent solution because the printed sponsor forms will be eliminated within the next year or two.

Below are general instructions on how to generate sponsor forms on the most common web platforms.  Given the abundance of browser/operating system combinations, we could not document every possible combination.  Our documentation may not cover the exact behavior that you will encounter with your personalized setup, but these instructions should  work for most users.  If you have questions about downloading and saving files to your local machine, you should contact your LAN administrator.

 

KNOWN ISSUE

When a web browser appends an extension to the end of the downloaded XFDF file, you will get an Adobe error similar to the one shown below:

If you encounter this issue, you can either try using a different web browser or try following the steps for the advanced method of downloading the generated forms (described in the help links above).

Firefox

Generating Forms - Firefox Default Method

To generate a sponsor form in SPS Web using the Firefox default method, the user will need to 1) generate the two required files (a PDF file and an XFDF file), 2) download and save both files to the same location on their machine, and 3) open the file that ends with the ‘.xfdf’ extension.

1. From the Proposal Actions menu, choose the Print Forms option.

2. Select the desired form set from the Form Choice drop down menu.

3. Click the Generate button.

NOTE: The form generation process could take up to 2 minutes.

4. Once the forms are available, click the PDF file link.

5. If given the choice to open or save the PDF file, choose the Save File option.

6. Click the XFDF file link.

7. If given the choice to open or save the XFDF file, choose the Save File option.

8. Go to the folder where the files were downloaded and open the file ending in .xfdf.

Generating Forms - Firefox Advanced Method (Windows)

To generate a sponsor form in SPS Web using the Firefox advanced method, the user will need to 1) generate the two required files (a PDF file and an XFDF file), 2) download a zip file and extract its contents, and 3) open the file that ends with the ‘.xfdf’ extension.

  1. From the Proposal Actions menu, choose the Print Forms option. 
  2. Select the desired form set from the Form Choice drop down menu. 
  3. Click the Generate button. NOTE: The form generation process could take up to 2 minutes.
  4. Once the forms are available, click the Show More Options link.
  5. Click the ZIP file link.                           
  6. Save the ZIP file.                                                                  
  7. Go to the folder where the file was downloaded. Right click on the zip file and select the Extract All menu option. 
  8. Check the 'Show extracted files when complete' box and click the Extract button. 
  9. When the extraction is complete, the folder containing the generated forms will display. Open the CLICK HERE!.xfdf file.         

Generating Forms - Firefox Advanced Method (Mac)

To generate a sponsor form in SPS Web using the Firefox advanced method, the user will need to 1) generate the two required files (a PDF file and an XFDF file), 2) download a zip file and extract its contents, and 3) open the file that ends with the ‘.xfdf’ extension.

  1. From the Proposal Actions menu, choose the Print Forms option.
  2. Select the desired form set from the Form Choice drop down menu. 
  3. Click the Generate button.  NOTE: The form generation process could take up to 2 minutes.
  4. Once the forms are available, click the Show More Options link. 
  5. Click the ZIP file link.                          
  6. Open the ZIP file with the Archive Utility.                 
  7. The folder where the file has been downloaded and extracted will display. Open the folder with the proposal's number in the name. 
  8. Open the CLICK HERE!.xfdf file.

Safari

Generating Forms - Safari Advanced Method

To generate a sponsor form in SPS Web using the Safari advanced method, the user will need to 1) generate the two required files (a PDF file and an XFDF file), 2) download a zip file and extract its contents, and 3) open the file that ends with the ‘.xfdf’ extension.

  1. From the Proposal Actions menu, choose the Print Forms option. 
  2. Select the desired form set from the Form Choice drop down menu.
  3. Click the Generate button.
     

    NOTE: The form generation process could take up to 2 minutes.

  4. Once the forms are available, click the Show More Options link. 

  5. Click the ZIP file link.                              

  6. Go to the folder where the file was downloaded. Open the folder with the proposal's number in the name. 

  7. Open the CLICK HERE!.xfdf file.