PureEdge to Adobe conversion: Update from Grants.gov

If you thought you were going to get some relief when the Adobe forms come out later this year, the latest news isn't too encouraging. Based on the latest briefing at the FDP meetings, it looks like the Adobe forms will be a lot like the PureEdge forms, but with a new set of problems.

A few serious issues remain on the table. Here are a few of the more painful ones:

• Using the forms will require strict adherence to version 8.1.1 of the Reader. Open a form in Acrobat Pro or a different version of Reader, and the submission is likely to fail. Enforcing absolute uniformity across the institution seems daunting so this issue may be a big one.
• A number of clunky UI conventions exist, due in part to the attempt to make the PDF forms mimic the older PureEdge version. Part of the news here is that they're different from the conventions your audience is already familiar with so a lot of people will have to start thinking about training.
• Attachments are going to be a big challenge. You can make attachments by using Acrobat Pro and other apps. But be careful! Don't use Pro for the form itself, or it won't submit properly.
• They are, of course, still just a set of downloadable forms, lacking the many features available via a Web-based solution.

Hopefully these and other issues will be worked out before the PureEdge license expires in June but right now things look a bit nasty. All in all, if you were waiting for the Adobe forms to improve workflow or smooth communication with Grants.gov, plan on more waiting. And while you wait, gear up for what looks like a fairly cantankerous transition.

Comments

[Bob Beattie]

Re: "it looks like the Adobe forms will be a lot like the PureEdge forms, but with a new set of problems."

The only "problems" will be on version control. The actual forms are much better.

Re: "Enforcing absolute uniformity across the institution seems daunting so this issue may be a big one."

The webcast there was a troubling statement - if you use a different version of even the appropriate reader, you can corrupt the file. I have asked for a clarification on this.

Re: "a lot of people will have to start thinking about training."

This is pretty vague. The forms are not that different, and have a number of improvements due to the Adobe format. Some training will be needed, but also needed if users switch to S2S!

[Chris]

Bob raised some good points and some of the clarification he mentions was provided on 19 Jan in an e-mail update entitled: "Important Software Version Announcement: Adobe Reader 8.1.1 Required". The update states:

Grants.gov has become aware of a corruption issue when Adobe Reader application packages are saved in different versions of Adobe Reader. To address this issue Grants.gov is executing the following:

1. Immediate action to modify coversheets for all Adobe Reader forms to include a message that warns users against using any Adobe Reader version other than Adobe Reader 8.1.1.

2. Continuing efforts to develop code to include in Adobe Reader cover pages to detect the version of the Adobe Reader software seeking to open the form.

3. Code development efforts anticipate completion of a prototype solution and completion of prototype testing by Friday, January 25, 2008. Presuming a successful prototype, production code would be completed and clear internal testing.

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As I said earlier, I think it will be challenging to enforce this across an institution. These actions, being taken by the folks at Grants.gov, should make it a bit easier.