DDTC Homepage/ FAQs/ Electronic Form Submission
Updated 10.22.10

Frequently Asked Questions (FAQs) -
Electronic Form Submission

Technical

Adobe Acrobat

PDF Form

Submitting the Application Package

Uploading Files

Privacy Policy




Technical

What are the minimum requirements for using the EFS system?

The minimum requirements to use EFS are:
  • Screen resolution of 1024x768 pixels
  • Microsoft Windows OS and Internet Explorer 6.0 Service Pack 2, Firefox or Google Chrome (Mac OS and Safari are not supported)
  • JavaScript and ActiveX controls enabled
  • Scanner (optional)
The minimum requirement to use PDF forms is:
  • Adobe Acrobat Reader 8.0 and above

Adobe Acrobat

What is the compatible version of Adobe Acrobat or Adobe Reader?

The recommended versions of Adobe Acrobat (Standard or Professional) software and Adobe Reader software are (i.e. Adobe Reader 8.1.1/8.1.2/8.1.3/9.0, parallels Acrobat Standard or Professional 8.1.1/8.1.2/8.1.3/9.0, viewing function). They perform the same tasks and have matching version numbers.

How do I know which version I am using?

To check which version of Acrobat you are using go to the Help menu in Acrobat then select About Acrobat (version #), a text box will appear containing an Adobe logo with a number, under that information you will see another number, this is the version number of your software (i.e. 8.1.2).

I already have an earlier version of Adobe Acrobat software on my computer, what can I do?

If you are using an earlier version of Adobe Acrobat you can download the compatible version of Adobe Reader software from the www.adobe.com for free.

How do I compress an Adobe Acrobat PDF file?

  1. Open PDF document.
  2. Select File > Reduce File Size.
  3. Select Save Document As…
  4. Click OK.

How do I check my Adobe Acrobat file's font size?

  1. Select Tools > Advanced Editing > Touch-Up Text Tool.
  2. Right-click on text with mouse.
  3. Once box appears around the text, right click mouse and select "Properties".

PDF Form

How do fill-out the application form?

To start, click on the electronic form of choice, download and save to your computer. The form must be saved to your local computer in order to save inputted information and upload it for submission. After the form has been completed, including the relevant attachments, return to the EFS Information Center webpage and follow the form submission instructions.

Why did I receive an error when I opened the application I downloaded OR received from another user, telling me I have an incompatible version of Adobe Acrobat or Adobe Reader?

The compatible version of Adobe Reader is not required for viewing, editing and submitting a complete our Adobe PDF forms; however it is recommended that the application be completed using the compatible version of Adobe Reader.

What kind of information can be entered into form fields within my application?

Forms offer fields to enter a set amount of data. When the limit is reached for a certain field, you will no longer be able to enter data into that field.

Can I copy and paste information into my application from a MS Word document?

Copying and pasting data into a form from MSWord may lead to errors in Adobe Reader itself, unless the information is copied and pasted from a text editor such as "Notepad" which does not have proprietary fonts and/or special characters.

I have form validation errors, how should I fix them?

It depends on the reasons for the failure. The validation failure could be error related to ill formatted data or mandatory fields not completed. In both cases submission is not possible until the errors have been corrected.

Submitting the Application Package

Do I need to register to use the EFS system?

No. EFS is open to all of Industry and does not require user registration or a certificate.

I have validation errors, how should I fix them?

It depends on the reasons for the failure. The validation check could have warnings (e.g. mandatory fields left blank) or errors (e.g. ill formatted data, mandatory documents not uploaded). In both cases submission is not possible until the errors have been corrected.

Must I fill out all the mandatory fields within the Application form?

Yes. In order to submit your application, you are required to fill-out the mandatory fields (each symbolized by an asterisk), as well as any other applicable fields.

I am trying to fill the online form and the hints obscure the field that I need to write in. What can I do?

You have probably moved from one field to another using the Tab key and not the mouse. The hints appear/disappear based on the mouse movement.

Are there any restrictions on which characters that I cannot use in EFS?

The following special characters cannot be used in the Subject field on EFS: & < >.

If any special characters are used in the Company Name, Company Contact or Submitter Name (with the exception of: ` ' / ") they will be automatically removed when you navigate to the next field.

All other special characters (~ ` ! @ # $ % ^ * ( ) _ - + = { } | [ ] \ : " ; ' , . ? /) can be used in the Subject field on EFS.


How do I know you received my Form Package?

Upon the successful transmission of your form package, you will receive an on-screen PDF receipt confirmation. The confirmation will include your Transaction Number and detail of the contents of your application.

What if I do not receive a receipt confirmation?

If you do not receive a receipt confirmation following your submission, please contact us. The Help Desk can be reached by email at DtradeHelpDesk@state.gov, or by telephone at 202-663-2838.

Uploading Files

Is there any limitation on the size of the uploaded files?

In order to have a fast upload process and avoid possible timeout errors, it is recommended not to upload very large files. To keep sizes down, make sure that your file is in PDF (portable document format, compatible with Adobe Acrobat Reader version 5 or higher, with embedded fonts) avoid color and unnecessary high resolution pictures and graphs. You should aim to restrict your proposal to under 8MB, and under no circumstances try to upload a file larger than 35 MB.

How long should it take to upload my form package for submission?

The time it will take to upload your application for submission varies based on the size of the file. The time and speed will also vary based on whether you are running various internet applications, your ISP's connection, and if you have dedicated all your bandwidth (internet connection speed) to uploading the file.

Is the size and number of attachment files limited?

Yes. We suggest limiting the size of the each file to 2 MB (The max upload File size currently is 35 MB) and/or entire form package including all attachments to 100MB. The upload of additional documents is limited to 25 individual documents excluding the PDF application form.

What type of attachments may be added to a form package?

Allowable file types are Document files (PDF, TXT, RTF, XML, and CSV) Image files (TIF, JPG, PNG, GIF and BMP).

Why can’t I upload a MS Word or Excel document?

EFS restricts the upload of files having the native MS Word (DOC and DOCX) and MS Excel (XLS and XLSX) file extensions for security reasons. Word documents should be saved as a PDF, TXT, RTF or XML file type while Excel documents should be saved as PDF, TXT, XML or CSV.

How do I save a Word document as a PDF, TXT, RTF or XML file type?

  1. Open Word document.
  2. Select File > Save Document As.
  3. Select Other Formats.
  4. Next to the Save As Type dropdown, select PDF, TXT, RTF or XML,
  5. Click Save.

How do I save an Excel document as a PDF, TXT, XML or CSV file type?

  1. Open Excel document.
  2. Select File > Save Document As.
  3. Select Other Formats.
  4. Next to the Save As Type dropdown, select PDF, TXT, XML or CSV.
  5. Click Save.

Are there any restrictions on file names for attachments I include with my form package?

No, however, we do advise submitters to adhere to the following suggestions:
  1. Limit file names to 50 characters
  2. Do not use most special characters (example: &, –, *, %, /, #, ‘, blank spaces and accent marks) with the exception of underscores (“_”).
  3. Do not attach multiple documents with the same name.

I uploaded a wrong file, is it possible to delete it?

Yes, it is possible to delete files. Click on the red “X” icon adjacent to the file you wish to delete.

Why am I asked to verify and confirm the form data and uploaded documents?

When the submitter completes a form package, (s)he needs to make sure that the form and associated documents is indeed correct to his/her intention. For that purpose EFS will show the details of that data, so that the submitter can verify the submission and decide whether they will go ahead and submit it.

How do I sign and upload the Applicant Certification page?

The Applicant Certification must be authorized using a manual signature on the signature line prior to upload and submission. Once the PDF form has been completed, the Applicant must print the Applicant Certification form page, manually sign it and then scan the page. The scanned page must be saved to your computer in order to upload it to EFS.

How can I optimize my document?

  • Save and submit attachments in PDF format. PDF is ideal for document exchange. Not only is it a compact format, but it also stores information about its own appearance (layout, fonts, content, color, etc.) within the document itself.
  • Compress image files and reduce the number of colors. Increase compression gradually (in increments of, say, 10%), until you achieve an optimal balance of compression and image quality. Unless critical to the understanding of the document, consider sending black and white versus full color documents.
  • Screen Optimize PDF documents. Optimizing PDF files for the Web can significantly shrink their size and boost display speed, saving bandwidth and can be distributed more efficiently.

Privacy Policy

What do you do with the personal information I enter into EFS?

DDTC uses that information to track and process your submission. We only share the information you give us with another government agency if your inquiry relates to that agency, or as otherwise required by law. Moreover, we do not create individual profiles with the information you provide or give it to any private organizations. We do not collect information for commercial marketing.

Additionally, we will never ask you for personal information, such as a social security number, banking or credit card information.