Help - Forms

Create Form When the company profile becomes out-dated and new information must be sent to the Authority the company users must create forms that they will later submit to the Authority. For example, when a company changes its name or names if multiple languages available, it may have to create a 'Change Company Name' form, complete it and submit it to the Authority.

To create a new form, please do the following:

• Navigate to Forms and click Create Form button on Manage Forms page
• A screen is displayed displaying all the forms which can be created by the user.
• Select the required form and name it appropriately. If there are multiple languages available, you must enter a name for each language.
• Click Create to confirm the creation. If the selected form is already in the system awaiting editing by the company or pending approval by the Authority the form will not be allowed to be created.

View Submissions View Submissions allows users to review and print forms that have previously been submitted to the Authority. If a digital signature was uploaded during the submission process, the user may also view this here. Files that were uploaded in XML or Excel may also be viewed here.
The 'Form History' can also be viewed from this area which displays the versions of the form.

To view your View Submissions, please do the following:

• Navigate to Forms and click View Submissions button on Manage Forms page.
• All previously submitted forms are displayed.
• To view an audit trail of updates to the form, please click Revision number on the table.
• Or
• To view/save a PDF of the form, click the PDF icon in the same row with the form name.
• Or
• To view the form online click on the form name
• All sections of the form are displayed.
• Click on the section name you wish to view.
• Form section is displayed.

Request Resubmission Request Resubmission allows a user to let the Authority know that they have made a mistake which they wish to rectify within a form. It is up to the Authority to then either grant or deny the request to re-submit the Form.

To request a resubmission from View Submissions page, please do the following:

• Navigate to Forms and click View Submissions button on Manage Forms page.
• All previously submitted forms are displayed.
• Click the Request Resubmission icon link related to the Form you wish to rectify in the same row with the form name.
• Details of the Request Resubmission are displayed and the user is requested to state 'Reasons for request'.
• Fill in the 'Reasons for request' field and click 'Send Request'.
• You will be asked to confirm your request.
• If you wish to cancel the request please click Cancel.
• Or
• If you wish to proceed with the request, please click Confirm.
• An acknowledgement of your request will be displayed on the screen.

To request a resubmission from View Form page, please do the following:

• Navigate to Forms and click View Submissions button on Manage Forms page.
• All previously submitted forms are displayed.
• Click a form name that you want to request a resubmit.
• Click the 'Request Resubmission' icon link in the View Form page.
• Details of the Request Resubmission are displayed and the user is requested to state 'Reasons for request'.
• Fill in the 'Reasons for request' field and click 'Send Request'.
• You will be asked to confirm your request.
• If you wish to cancel the request please click Cancel.
• Or
• If you wish to proceed with the request, please click Confirm.
• An acknowledgement of your request will be displayed on the screen.

Request Due Date Extension Submit a request to the Authority to request a due date extension for the deadline set for submitting a Form. It is up to the Authority to then either grant or deny the request to extend the due date.

To request an Extension Due Date in the Draft Forms page:

• Navigate to Forms in the Vizor Portal main menu.
• You will be taken to the Manage Forms page, listing all available Forms for completion, including Forms where a due date extension request is available.
• Click the Request Form Due Date Extension icon link associated with the Form you wish to extend in the same row as the form name.
• Details of the Request Due Date Extension are displayed with a request to fill in the 'Request new due date' and 'Reasons for request', select 'Send Request'.
• You are required to confirm your request.
• If you wish to cancel the request select Cancel.
Or
• If you wish to proceed with the request, select Confirm.
• An acknowledgement of your request will be displayed on the screen.

To request an Extension Due Date in the View Form page:

• Navigate to Forms in the Vizor Portal main menu.
• You will be taken to the Manage Forms page, listing all available Forms for completion, including Forms where a due date extension request is available.
• Click a form name that you wish to request due date extension.
• Click the Due Date Extension icon link in the View Form page.
• Details of the Request Due Date Extension are displayed and you are requested to fill in the 'Request new due date' and 'Reasons for request', and then click 'Send Request'.
• You will be asked to confirm your request.
• If you wish to cancel the request please click Cancel.
Or
• If you wish to proceed with the request, please click Confirm.
• An acknowledgement of your request will be displayed on the screen.

Submit Form

Once a form is at a state of 'Validated' then it is ready to be submitted to the Authority. On submission, extra validation rules that typically validate data across forms can be executed and these must be resolved before it can be submitted.
Once the form is successfully submitted, it is set to a state of 'Submitted' and moves from 'Draft Forms' into 'View Submissions'. Forms with a state of 'Submitted' are then locked for editing and can only be viewed in 'View Submissions'. The form will be reviewed by the relevant department in the Authority and they may either Approve, Reject or Decline the submission.
All communication relating to a form on Vizor Portal should reference the unique Reference Number which is displayed on the cover page of the printed, submitted form as well as throughout the application.

The Submit Form feature is used to submit fully validated, completed forms to the Authority.
Each section in a form must first be validated before a form can be submitted.
On submission, another layer of cross-section validation occurs and any rules associated with this will be executed. If there are any validation errors with the Form submission, these will be presented to the user in a new window whereby the rules can be viewed or printed. The Vizor Portal user will then have to go back to amend and re-validate the Form until it passes submission validation.

To submit a form to the Authority, please do the following:

• Ensure all mandatory sections in the form have a status of validated.
• Click on the 'Validate & Submit' icon link at the Actions section for the form.
• You may be asked to upload a signed version of the PDF for the Form. If required, you should first download the PDF of the valid form, attach digital signature(s), and upload.
• You will be asked to confirm your submission.
• If you wish to cancel the submission please click Cancel.
• Or
• If you wish to proceed with the submission, please click Confirm.
• Submission rules may be displayed on the screen by the system. A submission rule may either be an Error or a Warning. If it is an error the relevant form must be updated before the submission is accepted. A warning is different in that it warns the user of data that is unexpected and advises the user to review it but the submission can still be accepted.
• An acknowledgement of your submission will be displayed on the screen.
• The system updates the form status to Submitted.
• The system sends an automated acknowledgement email to the user who submitted the form.

Draft Forms The Draft Forms feature is used by users to enter the required information on the electronic forms for submission to the Authority.
Form sections have an associated status, which can be one of:

• No Data
• In Draft
• Validated

To complete a Draft Form, please do the following:

• On the main Vizor Portal menu, click on the Forms option.
• You will be taken to the Manage Forms page. And you will be able to see a screen listing all available Forms for completion, all Forms have a unique Reference Number which should be used in correspondence with the Authority.
• You can view the history of the form by clicking the 'Version' link next to its name
• Select a Form by clicking on the Form name. All the sections of the Form are displayed on the screen with their associated status.

Manual Data Entry To manually enter data into each section, please do the following:

• Select a section to enter data into by clicking on its name and the contents are then displayed on screen allowing you to enter the information required.
• Please enter the information into the form making sure you enter information into all the mandatory fields marked with a red asterisk. Some inputs only allow certain types of data to be entered (dates, letters, numbers etc) and you will be restricted to these types by the system.
• Once you have either partially or fully completed the form section, you have the option of saving the modifications for later review by clicking the 'Save Draft' button and the system will save the data.
• To validate the section, once all relevant information has been entered, please click the 'Validate & Save' button and if all the data is correct the form section status will be updated to Validated. If there are any issues or errors with the form then a window containing the Error information and the steps to address will be displayed.

Upload Data

Delete Form This functionality allows forms that where created in error to be deleted.

To delete a form, please do the following:

• Navigate to Forms.
• You will be taken to the Manage Forms page. And you will be able to see a screen listing all available Forms for completion also these forms which can be deleted by the user.
• Delete the required form by clicking the Delete icon link associated with that form.
• Click Confirm to confirm the deletion, otherwise, click Cancel.