**[Source Form Automation Application (SFAA)
Instructions:]{.underline}**

**[System Requirements:]{.underline}**

Windows 32 bit operating system (Windows 98 or newer) and your computer
must be Y2K compliant. (i.e. Your system date format must use a four
digit year schema, for example *mm/dd/yyyy*.)

You must have a disk drive (removable media drive such as Compact Disk
(CD) or 3-1/2" floppy drive) and a printer installed to print the forms.

**[Notes:]{.underline}** All IRS Criminal Investigation employees
installing the SFAA program from an IRS location, must change the
default installation folder from *c:\\Program Files\\SFA* to *c:\\Temp*
in order to successfully install the SFAA program. The program will
automatically append the \\SFA folder to the path specified. This is
necessary because of the default access control permissions.

> \* If you are attempting to download the SFA program from this link
> <http://www.jobs.irs.gov/downloads> while within a corporate firewall
> (at work), your access to download the executable file sfa_install.exe
> may be restricted.

**[INSTALLING SFAA]{.underline}**

-   Access the IRS Jobs Website at
    [http://www.jobs.irs.gov/downloads]{.underline}

-   **Note:** Internal IRS personnel only may access the Intranet site
    at [http://abis.web.irs.gov](http://abis.web.irs.gov/) to retrieve
    the SFA_Install.exe.

-   The top of the page should read ***Index of Downloads***

-   Click on "***SFA_Install.exe***" to install the Source Form
    Automation Application (SFAA)

-   ![](media/image1.png){width="4.208333333333333in"
    height="2.7708333333333335in"}

-   Click on "***Run***" or **"Open"** in File Download dialog box (this
    should open your "Welcome to Source Form Automation Setup" page)
    Otherwise, if you see the below dialog box, click on "**Run**"

-   ![](media/image2.png){width="4.84375in" height="2.40625in"}

-   On the *Welcome* dialog box, Read and click on "**Next**"

-   ![](media/image3.png){width="5.03125in" height="3.71875in"}

-   *Choose Destination Location* dialog, browse for an appropriate
    destination *(choose a location you have permission to write files
    on your local drives (hard drive example: **c:\\temp**) or use
    default location C:\\Program Files\\SFA),* click "**Next**" to begin
    installation

-   ![](media/image4.png){width="5.03125in" height="3.71875in"}

-   On the next screen *Start Installation* dialog box -- click
    "**Next**"

-   ![](media/image5.png){width="5.03125in" height="3.71875in"}

-   The Source Form Program should then be installing on your computer

-   ![](media/image6.png){width="5.03125in" height="3.71875in"}

-   You will see a message "Source Form Automation has been successfully
    installed", click "**Finish**".

> **NOTE**: When you finish installing, the SFAA window will
> automatically open.

# **USING SFAA**

**[IMPORTANT:]{.underline} You must have removable media (such as
diskette or CD) to write the data file 999-99-9999Data.xml (where
999-99-9999 represents your SSN) to be returned to the requestor. This
is the only file that is required to be returned to the IRS. Copying
this file to your removable media is a manual process and not
accomplished through the SFAA program. This file is not formatted for
viewing and is used for database upload.**

To view and print the forms, you must have a word processor capable of
reading and printing Rich Text Format files installed on the same
computer on which you run this program.

You must also have a printer installed to print the forms. To complete
this process you must print and sign the forms and return them to your
point of contact.

**Step 1:** Click the \"**New**\" button or choose New from the File
menu. (If this is not the first time you are going to work on your
forms, then click the \"**Open**\" button or choose Open from the File
menu.)

![](media/image7.png){width="6.0in" height="4.5in"}

**Step 2:** Enter your Social Security Number (SSN). Re-enter it in the
Confirm SSN field to guard against errors. Choose a password and enter
it in the Password field. Re-enter your password in the Confirm Password
field to guard against errors.

![](media/image8.png){width="5.864583333333333in" height="4.59375in"}

Choose a location for the files to be saved on your machine in the
"drive" drop down box. Click the \"OK\" button. **Note: Please keep the
password you created in a safe place where it can be easily retrieved.
It is not possible to reset the password. The passwords are case
sensitive.**

**[IMPORTANT:]{.underline} You must choose a location for the data files
when you select the "New" button. Please make note of the location you
selected. If you are using a location other than your floppy drive,
please copy the 999-99-9999Data.xml file to removable media after
successfully completing the validation process and exiting the SFAA
program.**

**Step 3:** Click on each of the next three tabs (*Applicant*, *Record
Release*, and *Privacy Act*) and enter the requested information. Your
entries will be saved automatically. Detailed instructions for each of
these tabs will be found by clicking on the appropriate "*Instructions*"
tab.

**Step 4:** There are three standard forms to choose from: *SF86*,
*SF85*, *SF85P*, and an Optional Form *SF85P-S*. On the left side of the
screen, select the Standard Form you were instructed to complete.

**Step 5:** If you were instructed to complete the *SF85P-S* along with
the *SF85P*, then select the *SF85P-S* in the Optional Form section on
the bottom left hand side of the window.

**Step 6:** Each form you have chosen will have a corresponding button
in the lower left portion of the window. Click one of these buttons to
go to that form. A new window will open to allow you to fill in the
form. The left side of this new window lists all the sections of the
form. Click on a section title to go to that section. You can also
navigate through the sections by clicking the \[ \<\< \] button to move
to the previous section or clicking the \[ \>\> \] button to move to the
next section of the form. When you have completed the form, click the
\"**Close**\" button.

![](media/image9.png){width="6.0in" height="4.5in"}

**Step 7:** When you have supplied all information necessary for the
forms, close the form window. Click on the "*Certification*" tab, **read
the statement**, and then check the box and input date of certification.
Then click the \"*Validation*\" tab and click the \"*Validate*\" button
in the lower left corner of the screen. All your entries will be
validated by the rules of each form.

**Step 8a**: If an error is found during the validation process, it will
be listed in the content section of the Validation tab and the \"*Print
Errors*\" button will be enabled. You can review the errors on screen or
click the \"*Print Errors*\" button to send the list of errors to your
printer. To correct errors detected while validating open the form
window, navigate to the proper section, and make the appropriate
change(s). See Step 6. If an error(s) is listed under the Applicant
section during validation, click the Applicant tab to make the
appropriate corrections. After all corrections have been made then
return to Step 7.

**Step 8b**: If there are no errors, the \"*Create Form(s)\"* button
will appear. Click the \"*Create Forms(s*)\" button to generate the
physical forms that you will print and sign (in Step 9). This process
also generates a file (999-99-9999Data.xml) with an \".XML\" extension
required to be returned to the IRS.

**Step 9:** Once the forms have been generated, the \"*View Forms*\" tab
will be enabled. This tab has links to the forms that have been
generated. (Forms that have not been generated will not be enabled and
will be labeled \"Not Available\".) Click each available link in turn to
open the form in your word processor (any word processor capable of
handling Rich Text Format files which you have installed on your
computer can be used). **There is no need to save the generated form in
Microsoft Word.**

**Step 10:** Print form and review for accuracy. If any changes are
necessary, reopen the document; make the necessary changes in the SFA
program. After you have made the necessary changes, click on the
*Validation* tab, and then click on the *Create Form* button. Print two
copies of the form. Sign and date both copies of the form, including the
authorization and release.

**Step 11:** To exit this program, click the \"*Exit SFA*\" button or
choose Exit SFA from the File menu. The SFAA program automatically saves
your data.

**IMPORTANT:** **After you finish the validation process and
successfully print two copies of your forms, close Microsoft Word, and
the SFAA program. Navigate to the folder you selected to store your data
files using the "My Computer" icon or other method, and manually copy
the**

***999-99-9999Data.xml* to your removable media.**

**Step 12:** Return all of the original signed forms you were asked to
complete and the disk/CD to your IRS contact person via express mail
service. Keep a copy of all electronic files created for your records.
**Note:** The SFAA program generates a series of files ending with a
.bin extension representing your data.

**Commonly asked questions:**

*How do I save my data?* Your data is saved automatically when you exit
the SFAA program.

*How do I copy my xml file?* After you exit the SFAA program, there is a
dialog box displayed that tells you where the program is saving your
data. Make a note of that location and navigate to it using the My
Computer icon to access the folder containing the data on your hard
drive. The default location for your data files is your desktop. Once
you locate the 999-99-9999Data.xml file (where the 9's represent your
SSN), right click it and select "Send To" then select your floppy drive.
If you are using a CD, you will need to burn the 999-99-9999Data.xml
file to your CD. This file is used to upload your data and is not
legible to you.

*I can't get back into my data?* The password you selected for the SFAA
program is case sensitive, so make sure your Caps Lock is not on, then,
try it both ways. Also, you must select the location of your data in the
File Location box in order for the program to access your data.

*What do the error messages "information is missing" and "invalid
variant type conversion" mean?*

This means there is a blank line in one of the data grids. The
validation tab will indicate which node is \"missing data\".  The
subject must go back into the node with the blank line, highlight the
line and click the **delete** button.  SFFA will never validate with
blank lines in any of the nodes as the application reads a record with
missing data.  Subjects should never leave blank lines in any of the
grid boxes because they are interrupted by the program as missing data.

*What is the correct screen resolution for the SFAA program?* The
program was written for 800X600, but other resolutions will also work.

*Will the program work with Windows 95?* No, the program does not work
well with Windows versions before Windows 98.

*My dates are out of order, From Date is before the To Date?* Make sure
you are using a Y2K compliant date format such as mm/dd/yyyy for your
short date. This can be found in the Regional Settings in your control
panel.