Arts Council Online Forms Technical Guide

Introduction

System Requirements

Logging In

Accessing the Adobe Acrobat Online Application Forms

Working With the Adobe Acrobat Online Application Forms

Using the Attachments Function

Save Your Application Frequently

Browser Settings for PC

Browser Settings for Mac

Introduction

The purpose of this guide is to provide technical troubleshooting tips for problems that occur from time to time when using the BC Arts Council Online Application forms.  If you encounter a problem, please read through this guide and follow the suggestions provided.  If you are still unable to resolve the issue you should contact the BC Arts Council at (250) 356 1718 for assistance.  You may also be forwarded to a technical support person to assist you. Prior to contacting BC Arts Council please try to establish the following information about your technical environment:

·         Are you using a Mac or a PC?

·         What is the version of your operating system (E.g. Mac Snow Leopard or Windows 7)?

·         What type and version of browser are you using? (E.g. Internet Explorer Version 8.0) (see page 2 for compatible browsers).

·         What version of Adobe Acrobat are you using? (E.g. Reader or the full version).  We strongly suggest that you use the latest version of Acrobat Reader.  Older versions are not guaranteed to work when saving and submitting information on your form.

·         If possible, please record the text of any error message that occurred and/or make some notes on what occurred and what led up to the problem.  Ideally you could provide a screenshot of the error or issue.

This guide will continue to develop as we receive feedback from users of the website.  We encourage you to contact BC Arts Council if you cannot resolve your issue with the use of this guide.

 

 

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System Requirements

Browser Requirements for BC Arts Council Online Applications

BC Arts Council Online Applications will work with the following browsers:

MAC – Safari*

PC – Internet Explorer, Google Chrome, Firefox, Opera

 

*NOTE TO MAC USERS: Mac users with the latest version of Lion OS X 10.7 may encounter problems using Safari. This is an issue with Safari 5.1 which comes bundled with OS X 10.7. Until there is a resolution from Adobe, the BC Arts Council electronic website does not support this combination of OS and browser. For more information concerning the issue, please read this product advisory from Adobe.

 

IMPORTANT – Please read the Browser Settings for PC or Browser Settings for Mac before working with your application forms for the first time

Adobe Acrobat Reader

In order to work with the electronic application forms you will need Adobe Reader 9 or later. If you do not have the latest version of the Reader we advise that you download it by clicking here.

 

Older versions of Acrobat Reader may work with the application forms; however, we have encountered problems with saving and submitting forms.  Therefore, while you may be able to work with an older version of Acrobat Reader this is not advised and not supported by the BC Arts Council.

Logging In

In order to protect applicants’ information, access to BC Arts Council Online Application Forms requires a username and password.  If you are an organization, a username and password will have been provided for you by BC Arts Council which you may change when logging in to the system. If you do not have a username and password, contact the BC Arts Council at (250) 356‑1718 to obtain one.

Password Rules

Your password should be at least 5 characters long and contain only alphanumeric characters (a to z, 0 to 9).  Please avoid using characters such as quotation marks as you will not be able to login to the site.

Did you forget your Password?

Please contact the BC Arts Council at (250) 356 1718 if you have forgotten your password.

BC Online Application Forms Maintenance Message
Every evening around 10pm data from the BC Arts Council website is backed up. When this occurs you may see the following message when trying to login.

 

 

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The BCAC Application Website is currently undergoing maintenance

 


Please try the website again in a few minutes by clicking here to return to the BCAC Application website home, or use your back button to return to your previous page.

 



The backup normally takes about 10 minutes at which point you should try again to login.  You may also see this message at other times of the day if the server is undergoing maintenance.

If you happen to see this message after you have just tried to save or submit your form you should click here to find out what to do next.

Accessing the Adobe Acrobat Online Application Forms

The BC Arts Council online application forms are created using Adobe Acrobat and you will need either the full version of Acrobat or Acrobat Reader to view and work with the forms.

 

The forms use a secure site certificate to protect information that is transmitted between your browser and the BC Arts Council server (you can identify this by the HTTPS prefix in the web addresses for the application forms).  This secure site certificate encrypts data that is sent from your browser and requires that your browser supports 128 bit encryption.

 

If you are having problems opening the online application forms, please read the following information and follow the steps suggested.

Are you connecting from a network at work or from home?

Permissions for a network are set by your network administrator, which may not allow you to connect to secure sites because of firewalls or proxy servers. You will not be able to sign in if this is the case. Please contact your network administrator.

Is your browser compatible with BC Arts Council Online Application Forms?

·         Some browsers are not compatible with BC Arts Council Online Application Forms.

·         Click here to find out more information on Browsers.

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Have you cleared your Cache Memory or Temporary Internet Files lately?

·         If so, you may want to clear your cache again from outside the www.bcacapplications.gov.bc.ca web site.

·         If not, please clear your cache memory from your browser.

Have you cleared your Cookies and History lately?

·         If so, you may want to try it again.

·         If not, you may want to delete all your cookies and clear your history as well.

Have you enabled per session cookies?

This option is only available in the most recent browsers, but should be enabled when working with the online application forms.

Adobe Reader Support

You may also find the following links useful which provide information directly from the Adobe Acrobat Reader support website.

·         Downloading and installing Adobe Reader.  Click this link if you are encountering problems downloading and installing Adobe Acrobat Reader.  There is information here for both Mac and PC users.

·         IMPORTANT - Viewing PDF files in a browser.  Quite frequently we have encountered problems where the online forms do not open in your browser window but open directly in Adobe Acrobat Reader.  This becomes an issue because the data that you enter in that session cannot be submitted to our server and will be lost.  Before you create a new application or if you notice that the online forms are not opening in your browser window, you should ensure that the Display PDF in Browser preference is selected before continuing:

·         In Acrobat or Adobe Reader, choose Edit > Preferences > Internet.

·         Select Display PDF in Browser, and then click OK.

·         PDF pages don't appear in web browser window (Acrobat 7.0, Adobe Reader 7.0) This link covers information specific to version 7.0 of Adobe Acrobat on problems viewing PDF files.

·         Printing PDF files.  Click this link if you are encountering problems printing PDF files.

·         Adobe Reader General Troubleshooting guides  This link contains information on general troubleshooting guides from Adobe.

 

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Working With the Adobe Acrobat Online Application Forms

You may find that you are able to open the BC Arts Council Online Application forms but then encounter a problem while working with the form.  If this occurs please first read the information about accessing online application forms as this may solve the problem.  In particular you may find useful information in the Adobe Reader Support section.  If the problem still occurs please read the following:

IMPORTANT - Save your application frequently

One of the most important things that you can do to minimize the impact of any technical problem that occurs is to save your application form frequently.

We have placed a “Save & Close” button at the bottom of the first page and a “Save & Continue” button at the bottom of subsequent pages.  When you press the “Save & Close” button you will be directed to a page indicating your changes have been saved.  Clicking “Continue” will take you back to your list of applications.

 

If you press the “Save & Continue” button you will be directed to a page indicating your changes have been saving.  Clicking “Continue” will take you to the same point in your electronic application form. We strongly encourage you to use the “Save & Continue” button whenever you have finished filling in a page or when you have entered a large amount of information.  If you use this feature frequently it will minimize the impact of any technical issue that may occur and also indicate that there is an issue prior to you having done a lot of work on your form.

Cannot Save Form Information dialog box pops up

In some network and software environments it is possible that when you first enter data into the application form you may see a dialog box popup with the following message:

Cannot Save Form Information


Please Note: You cannot save a completed copy of this form on your computer. If you would like a copy for your records, please fill it in and print it.

 

 

If you see this dialog box simply click the checkbox that says “Don’t show again” on the dialog box and close it.  The form will now function properly.

 

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You receive the site maintenance message just after you try to save or submit your form

The BC Arts Council Online Application Forms website is backed up nightly and is offline during this time.  If you happen to try to save or submit your application during this time you may receive the following message.  (Note: you may also see this message at other times of the day if the website is down for another reason.)

The BCAC Application Website is currently undergoing maintenance



Please try the website again in a few minutes by clicking here to return to the BCAC Application website home, or use your back button to return to your previous page.

 

 

If you see this message please do the following:

·         Do not under any circumstances close your browser window or turn off your computer.  If you do so you will lose all information entered in the form since you last saved it.

·         Wait 10 minutes during which time the website backup should complete. Then hit the back button on the browser which should take you back to your application form.

·         Try to save or submit your application again.  If you encounter the same message please contact the BC Arts Council at (250) 356 1718.

·         Remember to save your application form frequently by pressing the Save & Close or Save & Continue button at the bottom of the pages of the electronic application form.

·         To avoid a potential problem you should try to do any work on your application outside of the hour between 10PM and 11PM

 

 

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Using the Attachments Function

We encourage you to use the Attachments function to upload files in support of your application to BC Arts Council.  You may upload as many attachments as you wish but only 10 at a time.  The following types of files may be uploaded:

·         PDF                                   Adobe Acrobat files

·         TXT                                   Plain text files

·         XLS or XLSX                    Microsoft Excel spreadsheet files

·         DOC or DOCX                  Word processing documents

·         PPT                                   Microsoft PowerPoint files

·         JPG,GIF,JPEG,WMV      Various image format files

·         MP3,WAV,WMF              Various sound format files

·         AVI,WMV,MPG               Various video format files

 

You must upload your attachment before you submit your application.  To access the attachment option, you must save your application and return to your home page.  Click the Attach button beside your Application ID and you will be directed to the attachment page.

 

When uploading files please bear in mind the following:

·         Please restrict file sizes to 10MB or less or you may encounter an error.

·         The file name of an attachment should not exceed 40 characters.

·         If you have selected a number of files that are large in size, you should expect the upload of the attachment to take some time (perhaps several minutes or longer if you are on a dialup connection).  Please be patient and wait for the upload to complete before navigating away or closing your browser.

·         Make sure that you do not have any of the files that you are uploading open in the background while the upload occurs.  If you do, none of the files you have selected will be uploaded.

·         Files that are corrupted or contain no information will not be uploaded. 

·         BC Arts Council scans all attachments for viruses, but it is strongly suggested that you have an up to date virus program installed and running on your PC before uploading attachments.

 

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Browser Settings for PC

IMPORTANT - Please Read before working with your application forms for the first time

In order to successfully work with and save your electronic application forms the browser must open the application form within the browser using the Adobe Reader plugin.

If your application form opens in Preview or directly in Adobe Reader then you will encounter errors when saving or submitting your application and you may lose the data that you have entered into your form.

Steps to follow PRIOR to working with your application form

·         If you do not have the latest version of Adobe Reader please download and install it from the Adobe website. When you install Reader a dialog box may appear asking if you want Adobe Reader to open PDF files. Click "Yes"

·         Whether you are installing a new version of Reader or using your current version, run Adobe Reader and go to the Adobe Reader menu item and select "Preferences...". Under the "Internet" option please make sure you have these settings.

Working with your application form for the first time

When you open or create a new application form for the first time please make sure your form is opening in the browser. The window title should contain the name of our browser as shown in this screen shot.

 

The first time you open a form a yellow Security Settings bar may appear at the top of the document as shown here. If this occurs please select "Options" and "Add Host to Privileged Locations" to continue working with your form.

·         If you open the form in Preview it will look like this in the menu bar. You will not be able to save or submit your application. To resolve this, go to the Help option under Adobe Reader and select "Repair Adobe Reader Installation"

·         If opened directly in Acrobat Reader it will look like this in the menu bar. You will not be able to save or submit your application. To resolve this, go to the Adobe Reader menu item and select "Preferences...".Under the "Internet" option please make sure you have these settings.

IT IS HIGHLY RECOMMENDED THAT YOU INITIALLY ENTER DATA INTO JUST ONE OF THE FIELDS IN YOUR FORM AND THEN SAVE AND RELOAD TO CONFIRM DATA IS BEING RECORDED.

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Browser Settings for Mac

NOTE: Mac users with the latest version of Lion OS X 10.7 may encounter problems using Safari. This is an issue with Safari 5.1 which comes bundled with OS X 10.7. Until there is a resolution from Adobe, the BC Arts Council electronic website does not support this combination of OS and browser. For more information concerning the issue, please read this product advisory from Adobe.

 

IMPORTANT - Please Read before working with your application forms for the first time

In order to successfully work with and save your electronic application forms Safari must open the application form within Safari using the Adobe Reader plugin.

If your application form opens in Preview or directly in Adobe Reader then you will encounter errors when saving or submitting your application and you may lose the data that you have entered into your form.

Steps to follow PRIOR to working with your application form

·         If you do not have the latest version of Adobe Reader please download and install it from the Adobe website. When you install Reader a dialog box may appear asking if you want Adobe Reader to open PDF files. Click "Yes"

·         Whether you are installing a new version of Reader or using your current version, run Adobe Reader and go to the Adobe Reader menu item and select "Preferences...". Under the "Internet" option please make sure you have these settings.

Working with your application form for the first time

When you open or create a new application form for the first time please make sure your form is opening in the Safari browser. The window title should contain the name of our browser as shown in this screen shot.

 

The first time you open a form a yellow Security Settings bar may appear at the top of the document as shown here. If this occurs please select "Options" and "Add Host to Privileged Locations" to continue working with your form.

·         If you open the form in Preview it will look like this in the menu bar. You will not be able to save or submit your application. To resolve this, go to the Help option under Adobe Reader and select "Repair Adobe Reader Installation"

·         If opened directly in Acrobat Reader it will look like this in the menu bar. You will not be able to save or submit your application. To resolve this, go to the Adobe Reader menu item and select "Preferences...".Under the "Internet" option please make sure you have these settings.

IT IS HIGHLY RECOMMENDED THAT YOU INITIALLY ENTER DATA INTO JUST ONE OF THE FIELDS IN YOUR FORM AND THEN SAVE AND RELOAD TO CONFIRM DATA IS BEING RECORDED.

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