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Procedures, Records, and Forms

Helpful Hints


See below for some tips on using the HTML and the PDF versions of the Business Policies and Procedures Manual (BPPM) and the Safety Policies and Procedures Manual (SPPM):


Hints on Using the HTML Version


HTML (Hyper-Text Markup Language) is the programming language used for creating pages for the World Wide Web.

The HTML version of the Business Policies and Procedures Manual (BPPM) and the Safety Policies and Procedures Manual (SPPM) includes the text and tables only.
Click on actively linked references to view forms and graphic examples in the PDF version of the manuals.
Click on the actively linked references to other BPPM and SPPM sections to go to those sections.

Print manual sections as needed.

Click on the search engine reference on the previous page to search all HTML sections.

USING THE SEARCH ENGINE


The search engine accesses HTML files. Forms listed in the Forms Index can be searched by the search engine.
Click on the actively linked references within the HTML sections to view the forms in the PDF version of the manual.
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Hints on Using the PDF Version


PDF (Portable Document Format) is readable in Macintosh, Windows, and UNIX platforms. It easily supports graphics, as well as text and tables.

ADOBE ACROBAT READER


Adobe Acrobat Reader is needed to access the PDF version pages.

  • Click on the Adobe Acrobat Reader icon in the table on the previous page to go to the download site. This program is free of charge.
  • Follow the instructions on the Adobe Acrobat Reader page to access download links for the Mac or Windows platforms.

We recommend that you print a hard copy of the installation instructions, to enable you to install the software correctly. These instructions are found on the lower half of the downloading page (the second Adobe page you come to, after you've chosen the platform/version of Reader you want to get).

IMPORTANT: After downloading Acrobat Reader to your hard drive, you must turn off your browser (File--> Exit) before you install Acrobat Reader.

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USING PDF


The PDF version of the Business Policies and Procedures Manual (BPPM) and the Safety Policies and Procedures Manual (SPPM) contains all the text, tables, form masters, and form samples. The PDF version is the authoritative version in the event of a conflict between the PDF and HTML versions.

Moving Within a PDF Document

Click on the actively linked references to other manual sections to go to those sections.

  • To move between documents, select the "Back" or "Forward" buttons at the top of the Internet browser.
  • To move within a PDF document, select the arrow buttons located directly above the text screen. Use the double arrows to move back or forward within the PDF document.

Print manual sections and/or forms as needed.

Moving Between the PDF and HTML Versions

To easily move between both formats (HTML and PDF), access the manuals first through the text only (HTML) version. Select active links, along with the "Back" and "Forward" buttons, to move between manual versions.
PDF software enables links between PDF documents in the same file domain only. For example: references within the BPPM to SPPM sections, which are located in a separate directory, are not actively linked within PDF version sections of the BPPM.
Searching Within a PDF Document

You can use the Acrobat Reader Find command to find a complete word or part of a word in the current PDF document. Acrobat Reader looks for the word by reading every word on every page in the file, including text in form fields.

To find a word using the Find command:

  1. Click the Find button, or select Edit --> Find.
  2. Enter the text to find in the text box.
  3. Select search options if necessary:
  4. Match Whole Word Only finds only occurrences of the complete word you enter in the text box. For example, if you search for the word stick, the words tick and sticky will not be hightlighted.

    Match Case finds only words that contain exactly the same capitalization you enter in the text box.

    Find Backwards starts the search from the current page and goes backwards through the document.
  5. Click Find. Acrobat Reader finds the next occurrence of the word.
    To find the next occurrence of the word, select Edit --> Find Again.

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FORMS


All of the blank master PDF forms in the BPPM and SPPM are automated. PDF form masters available in the manuals may be filled in on-screen and printed.

To speed up the printing time, we recommend downloading the form and accessing it directly with Acrobat Reader. Printing time is increased when printing from Acrobat within your Internet browser.

  • Select File-->Save As from the top of your Internet browser.
  • Select Save As: Source
  • Select the directory/file where you want to place the form file.

NOTE: This method does not work for all browsers. If you aren't able to download the form using the method above, follow the steps below:

  • Place the cursor over the link to the form you want.
  • Hold down the right mouse button and
  • Select "Save this link as," "Download link to disk," or "Save Target as" from the popup menu.
  • Select the directory/file where you want to place the form file.

Fill in the form and print a hard copy before closing the file. The data typed into the form cannot be saved. Adobe Acrobat Reader does not allow the automated form file to become a database.

Tab to move from field to field within the form.

NOTE: Acrobat Reader includes check boxes in the tab order, but the cursor does not blink within the check boxes. Selecting Enter (or Return) turns the check on or off. You may also move the cursor over the check box and click the left mouse button to turn the check on or off.

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SHARPENING ONSCREEN TEXT AND IMAGE APPEARANCE


If text and images appear to be fuzzy,
  • Go to File-->Preferences-->General...
  • Turn off Smooth Text and Monochrome Images

This will sharpen up the on-screen images of PDF files you read.

NOTE: All PDF files will print clearly regardless of their on-screen appearance.

SOLUTIONS TO PROBLEMS WITH OPENING MULTI-PAGE PDF FILES


In order to get around the problem of freezing up when user try to open certain multi-page PDF documents from within a browser window, try the following workaround:

  • Place the cursor over the link to the PDF document you want.
  • Hold down the right mouse button and
  • Select "Save this link as," "Download link to disk," or "Save Target as" from the popup menu.
  • Select the directory/file where you want to place the file.
  • Close your browser.
  • Start Adobe Acrobat Reader and open the PDF file.

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Procedures, Records, and Forms, Info Tech Bldg 3089, PO Box 641225, Washington State University, Pullman WA 99164-1225,
Telephone: 509-335-2005, FAX: 509-335-3969, Contact Us   |   Last Revised: 7/1/2013