DGS Frequently Asked Questions

Where can I find instructions for using DGS?

Online help documentation is available through the Help button located in the DGS application. Login to the application and select Help along the top right toolbar. Through the online help documentation, you can download a copy of the DGS User Guide , perform searches on the online help, or view video instructions for some of areas of DGS.

When I try to access DGS, I receive a message stating “You are not authorized to access the Document Generation System. Please contact the help desk for assistance.”

DGS requires a user account. Please contact the DGS Help Desk at DGSHelp@maximus.com, and we will set up and activate your DGS account.

Why am I able to view a DGS document, but I’m unable to edit the document?

DGS is based on user permissions, which means you must be assigned to a document in order to edit the contents. If you need to edit a document, you can ask your Branch Chief, Team Leader, or the Help Desk to reassign the document to you.

How do I paste a Word document table into the DGS editor?

To paste a table from a Word document:

  1. Create your table in Word.

  2. Select the entire table and hit CTRL+C keys to copy the table.

  3. In DGS, navigate to your document and locate the item in the Detail Tree where you want to insert the table.

  4. Open the item in the DGS Editor by selecting the item and clicking the Edit Item icon.

  5. In the edit screen place your cursor in the position you want the table to be pasted.

  6. Go to the toolbar at the top of the edit screen and click on the “Paste Table from Word” icon.

  7. A small pop up window will ask you “Is this a Word Table?”, if yes, click on “OK.”

  8. Another window will open, place your cursor inside the window and hit the CTRL+ V keys on your keyboard.

  9. Once the table appears in the screen, click on the “OK” button.

  10. This will take you back to the DGS edit window where the newly pasted table will appear, click on the “Save” or “Save & Exit” button to save the table and return to the Detail screen.

  11. The table has been inserted and can be edited in the DGS editor if necessary.

When I try to preview the DGS document, the PDF does not render and I receive a message stating, “The file is damaged and could not be repaired.”

If you receive this message, most likely a table pasted into the DGS editor contains coding that is not standard and is creating a conflict when rendering the PDF. If you receive this message, please contact the DGS Help Desk at DGSHelp@maximus.com and we will help resolve the problem.

Ordered Lists: ordered list not correctly numbered; ordered list misaligned; ordered list numbered one way in DGS, but numbered differently in the PDF.

Ordered lists need to be defined through the DGS editor in order to display correctly in DGS and the rendered PDF. To create an ordered list within the DGS editor:

  1. Place cursor in the edit screen where you wish to add the list.

  2. Click on the “ordered list” icon in the Editor’s toolbar.

  3. The number 1 will appear in the edit screen.

  4. Begin to type your list item.

  5. Press the return button on keyboard to continue with the next list item.

  6. To create a sub-list:

    1. Hit the return after the list item where you want the sub-list to appear.

    2. When the new item number appears place your cursor after the number and click on the indent icon in the Editor’s toolbar. This will create the sub-list and start the numbering at 1.

Once I create an RFP document, can I change it to a Contract document?

No, once a document is created, there is no way to switch that document to another document type; however, there is a workaround. If you have workform items in one document that you would like to use in the new document, you may copy individual items or an entire section to the new document. Perform these steps to copy items from one document to a draft document:

  1. Create the new document from the latest template.

  2. From the document Details screen, select “Copy Item” from the menu

  3. In the right pane, search for the document containing the content you wish to copy.

    1. Enter search criteria in the form fields to locate desired document.

    2. Click the “Search” button to the right.

    3. Select the desired document from the dropdown list.
      Users may return to the Document Search screen and change the search criteria by clicking on the “Return to Search” button.

  4. Once a document is selected, the document tree will be displayed beneath.

  5. Navigate the tree to locate the section or item to be copied.
    The tree branch can be expanded or collapsed by selecting an item and right clicking the mouse to view the menu options. Select the Expand Branch icon to expand the selected branch or the Collapse Branch icon to collapse the selected branch. To view the contents of the selected item or section, go to the toolbar above and select the HTML Preview icon to view in HTML or select the PDF Preview icon to view in PDF format. Users may also access the preview features by right clicking the mouse on a selected item and then selecting the preferred preview option from the menu.

  6. Select the item to be copied by left clicking the mouse on the item (a blue dotted line will appear around the item in the tree).

  7. While holding the left mouse button down, drag the item to the desired location in your document tree (left pane).

  8. A confirmation window will pop up asking user to confirm the location the item will be placed.
    If the location is correct, click on the “OK” button.
    If the location is not correct, click on the “Cancel” button

  9. The new item or section will appear in your document tree with a copy icon identifying it as a copied item.

  10. The new copied item becomes a custom item and can be moved anywhere in the tree or it can be deleted.

  11. To delete:  Simply uncheck the checkbox in the tree by left clicking on the mouse inside the checkbox to remove the checkmark (recommended method), OR

  12. Select the item and click on the Delete icon in the toolbar. This action will remove the item and its contents will not be recoverable.

Please note that an exact copy will be made from the originating document. The originating document may have been created from a template that now contains outdated language. Users must be careful to check for any language that may require updating in the copied items.

How do I attach documents using Attachment Manager?

To attach documents using the Attachment Manager:

  1. The file you wish to attach needs to be accessible from the user's machine or local area network.

  2. Click the Attachment Manager hyperlink in the menu bar (this option is only available if the document is in draft).

  3. Use the "Browse" button to locate the file to be attached, select the file and click "Open"

  4. Once located, user will click the "Upload" hyperlink next to the "Browse" button. This will physically upload the file to the web server. If the attached document is later updated by the user on their local drive, it must be deleted from DGS and uploaded again to capture the change within DGS.

  5. User will now see the file listed.

    1. To delete the file from the document folder.

      1. Check the checkbox next to the file name.

      2. Click the Delete hyperlink to the right of the Browse function.

    2. To download the file listed:

      1. To download a single file in the list - click on the individual file name, a File Download dialog box will pop up.

        1. Select Open to view the individual file.

        2. Select Save to save the individual file locally (may want to save to a different folder).

        3. Select Cancel to close the window.

      2. To download multiple files in the list – user will check the checkbox beside each file to be downloaded.

        1. Clicking the "Download" hyperlink will create a zip file containing all checked files and open a File Download dialog box.

        2. Selecting Open will open user's ZIP software application allowing users to manipulate the zip file.

        3. Selecting Save will save the zip file locally to a user selected location.

  6. In the bottom section of the Attachment Manager Screen is Section J Attachments

    1. Three NIH predefined items (Statement of Work, Packaging and Delivery of Proposal and Government Property Schedule) checked in Section J of the document tree that requires a user generated attached file will be listed under Document Topic.

    2. To attach a file, the user must have already uploaded the file and see it listed in the top section of this screen.

    3. The uploaded file name(s) will appear in the dropdown list box under Attachments column corresponding to the Document Topic.

    4. Select the file name then click the Attach hyperlink to the right.

    5. The file name will now appear in the Current Referenced File column.

    6. To remove an attached file: simply click the Remove hyperlink under the file name in the Current Referenced File column.

    7. If the Attachment Manager was accessed from the Summary screen - the Summary button at the bottom of the screen will take you back to the Summary screen.

    8. If the Attachment Manager was accessed from the Details screen - the "Close" button at the bottom of the pop up window will close the window.

How do I create a link in the DGS document to the files in the Attachment Manager (for attachments that are not in Section J's predefined attachments list)?

Files can be uploaded in the Attachment Manager window and in the item content a hyperlink to that attached file may be created in the Editor with the Insert/Edit Link feature (see: Adding an Attachment In the Editor screen).

  1. From the Summary screen or the Details screen open the Attachment Manager by clicking on the "Attachment Manager" hyperlink in the menu bar.

  2. To add a file to be attached to the document.

    1. Use the Browse feature to locate the file.

    2. Click on the "Upload" hyperlink to the right of the Browse feature.

    3. The file will now appear in the Attachments list and may be linked to from anywhere in the document.

    4. Close the Attachment Manager.

  3. To add a hyperlink reference to the attached file in the document.

    1. Open the document from the View screen.

    2. Click on the document number – this will take you to the Summary screen.

    3. Click on the Details hyperlink in the menu bar.

    4. In the Details screen navigate the document to the item where hyperlink should appear.

    5. Select the item and click on the "Edit" icon in the toolbar.

    6. In the edit screen place cursor where hyperlink should appear or select text that will become the hyperlink (if no text is selected the hyperlink's filename will appear as the hyperlink text).

    7. Click on the "Insert/Edit Link" icon in the toolbar.

    8. Select "Attach" in the Link Type dropdown list box.

    9. The file that was added in the Attachment Manager will now appear in the attachments list.

    10. Select the file by clicking on the file name (selected file will be highlighted in yellow).

    11. Click the "OK" button to proceed or "Cancel" button to cancel.

    12. In the edit screen click the "Save" button to save the edit

Why don't the links in my document work after I send the document to Contract Opportunities (FBO)?

If users hit a link to an attachment in your document and the attachment does not appear, there are several possible reasons:

  1. Check that you created your links properly in the DGS editor. Test all links when previewing your document in DGS before Finalizing.

  2. Check that you have Finalized your document in DGS. The links are transformed during Finalization to work when transferred to Contract Opportunities.

  3. Check that all files (main document and all attachments) have been sent to Contract Opportunities. If all the attachment files are not sent to Contract Opportunities along with your main document, your links to these files will not work. After completing and finalizing your document in DGS, you must download all files from the List of Attachments to your local directory. This downloaded file is a compressed ZIP file containing your main document plus all the attachment files. Once downloaded to your local directory, you can extract all the individual files and send EACH file to Contract Opportunities

  4. Check that all files sent to Contract Opportunities go into a single directory (folder). Users have had trouble when they transfer their files and each file goes into a separate directory.

  5. Check that all attachments are in PDF format. Not all viewers will have Word Perfect, Word, Excel, etc. on their computers, so attachments that are in these formats will not be able to be opened by everyone. The PDF format is more universally accessible.

Last modified on:

Program Lead: Veenu Varma, OAMP FO

NIH IT Service Desk