Home.COLAs Online FAQs
About COLAs Online
Registering and Getting Access to COLA Online
Browser and Other Technical Requirements
Managing Your User Profile
Electronic Filing and Updates
Submitting Attachments and Viewing Printable Version
Accessing Formulas Online
C1: What is COLAs Online?
The COLAs Online System is TTB's first e-government initiative. Simply, COLAs Online is an Internet based system that allows registered Industry Members (IM) to apply for Certification/Exception of Label/Bottle Approval (COLA) online. COLAs Online also gives registered IM the ability to track the status of their electronic label submissions (COLAs). Currently, COLAs Online does not allow for the tracking of paper submissions of COLAs. The system is accessible 23 hours per day, 7 days a week. There is a scheduled 1-hour daily routine maintenance shutdown and non-scheduled emergency shutdowns. In addition, COLAs Online serves as the sole internal database for TTB's Advertising, Labeling and Formulation Division (ALFD) to track all work related documentation, including all COLA submissions received for approval either in hard copy or soft copy. COLAs Online also stores all approved COLAs and provides the general public with detail information on COLAs, along with a printable version of the approved COLAs, if available.
C2: What is the difference between COLAs Online and the Public COLA Registry?
COLAs Online at: https://www.ttbonline.gov/colasonline/ is the authenticated part of the COLAs Online System requiring username and password to electronically submit label applications or search for e-filed label applications.
The Public COLA Registry at: https://www.ttbonline.gov/colasonline/publicSearchColasBasic.do is the public module of the COLAs Online System that requires no username and password and contains as required by the Freedom of Information Act (FOIA), details of only Approved, Expired, Surrendered or Revoked COLAs for viewing by the general public, as well as a printable version of the COLA if available.
C3: What are the advantages of filing COLAs electronically?
C4: Does COLAs Online reduce the amount of time it takes to receive label approval?
The process of human review of the COLA application for compliance with the regulations remains; however, elimination of the time it takes to send paper applications through the mail shortens the process significantly. Also, the online application has built-in validations to prevent many errors that are made by applicants on paper applications. Another feature of COLAs Online is that users are given the opportunity to correct a label application, eliminating the need for most outright rejections and reducing the overall turnaround time for COLA approvals.
C5: Does COLAs Online improve the consistency of decisions made relating to label applications?
Consistency of decisions made relating to label applications can be addressed only to a limited degree by a Web-based system. COLAs Online has business rules that keep many incorrect or incomplete applications from being submitted to ALFD. However, the human element remains part of the label approval process.
C6: How does COLAs Online affect customer service?
We believe COLAs Online enhances our customer service by providing Industry Members with another option for submitting label applications, in addition to providing several options for contacting us. One such way is by providing a "Contact US" link alfd@ttb.gov in COLAs Online to send us emails directly regarding specific issues or general labeling questions. COLAs Online does not reduce Industry member's ability to interact with our Label Specialists or Supervisors. Industry members or industry representatives may make an appointment to meet with a labeling or formula specialist or a supervisor by contacting ALFD, toll free at (866) 927-ALFD (2533) or commercially at (202) 453-2250, between 8:30am - 4:30pm Eastern Time, Monday through Friday (except Federal Holidays). In addition, our Customer Service Window, located in our Headquarters in Washington, DC, is open Monday through Friday from 10:00 AM to 12:00PM and 1:00 PM to 3:00 PM to provide direct information on the status of your formal label applications, proposed (informal) labels, correspondence, formula applications and other submissions. Based on our goal of continuous improvement, we welcome your candid comments, suggestions and concerns. This information assists us in improving the service we provide to our customers.
C7: Am I required to file COLAS electronically?
No. The filing of COLAs electronically is optional. We also accept paper copies of TTB Form 5100.31, Application for and Certification/Exemption of Label/Bottle Approval.
C8: How do I register to use COLAs Online?
There are two different options available for you to receive a user ID and initial password for COLAs Online:
C9: What if I cannot download the COLAs Online Access Request form, TTB F 5013.2 from TTB’s website?
You can request registration forms by calling ALFD toll-free at 1-866-927-ALFD (2533) or at (202) 453-2250, or by email at alfd@ttb.gov.
C10: Can I email my completed COLAs Online Access Request form to your office?
No. If you are submitting a paper request form, we require you to mail us the form with original signatures.
C11: Will I receive an acknowledgement of receipt when I register? How can I check the status of my COLAs Online registration form(s)?
We do not send acknowledgements of receipt for paper applications; however, if you use our online registration system, after your registration is complete you will receive a TTB confirmation email containing a submission identification number. You may check the status of a pending paper or electronic registration, by contacting us toll-free at 1-866- 927-2533 at (202) 453-2250, or by email at alfd@ttb.gov.
C13: What is the average processing time of registrations?
The average processing time for COLAs Online registration can take up to 20 days from the date we receive your application. You may check on the status of a pending registration by contacting ALFD toll-free at 1-866-927-2533 or at (202) 453-2250, or by email at alfd@ttb.gov.C14: Who do I contact when I have a question about using COLAs Online or experience problems when logging on?
Questions about using COLAs Online and obtaining label approval should be directed to ALFD Customer Service toll free at 1-866-927-ALFD (2533) (Hours: 8:30 AM - 4:30 PM Eastern Time M-F) or via e-mail at alfd@ttb.gov .
If you experience any problems logging on to COLAs Online, please contact the TTB Help Desk at 1-866-240-0835 (Hours: 7:00 AM - 7:00 PM Eastern Time M-F) or via e-mail at TTB.HelpDesk@ttb.gov
C15: Can I use third party filers to file label applications electronically?
Yes. Third party filers (trade associations, law firms, and industry representatives and consultants) can submit label applications on your behalf. Since the act of submitting an eApplication equates to signing the COLA form, a third party filer must either have signature authority or power of attorney for each company for which they wish to submit eApplications. Third party filers must also register to use COLAs Online and receive a user ID and password.
C16: What “Web Browser” works best with COLAs Online?
To take full advantage of COLAs Online, it is recommended that you use only Microsoft Internet Explorer (IE) 5.0 or higher (IE) 7.0. Users using IE 8 or IE 9, it’s not recommended due to possible inconsistencies. However, if you are using IE8 or IE9, please ensure that you have compatibility mode turned on.
TTB does not provide technical support for Netscape, Chrome, or Firefox and they do not work consistently with COLAs Online. In addition, even though the Apple/Macintosh platform is not currently supported by TTB, if you do chose to use a Mac computer you must utilize the web browser Safari 1.2 or Internet Explorer (IE) 5.2 or higher to access COLAs Online. There are also known technical problems with the interface accessing COLAs Online when using the IE browser within AOL. Because of this TTB does not recommend the use of the IE web browser within AOL to access COLAs Online.C17: What else is required to use COLAs Online?
In order to receive status notifications about electronically filed applications and other communication from ALFD, users are required to have an active e-mail account. Additionally, a scanner may be required in order to submit image files of paper labels or for converting PDF files to JPEG/TIFF files.
C18: When does COLAs Online shutdown for routine maintenance?
The system is accessible 23 hours per day, 7 days a week except for a routine maintenance shutdown that is scheduled daily between 4:00 and 5:00 AM Eastern Time and non-scheduled emergency shutdowns.
C19: How do I update my COLAs Online user profile with new permit numbers or as other user information changes?
You may update some of the information associated with your account, including: your password, phone numbers, fax numbers, and email addresses, by accessing My Profile from the user’s menu which is located in the upper right corner when logged into COLAs Online. If you want to add additional permits to your account you must modify your user registration account. You may also request access to Formulas Online via COLAs Online through this process. All other updates or modifications to a user’s account information, must be made using the paper COLAs Online Access Request form, as performing these updates electronically isn’t available at this time.
C20: The person who used to file our COLAs left the company. How do I cancel their account so they can no longer access COLAs Online?
To delete a user from COLAs Online for any reason, you must complete and mail a COLAs Online Access Request form, check the box “Delete User" in section A, and provide relevant information in the appropriate fields in the other sections.
C21: What do I do if I have forgotten or lost my COLAs Online password or if I am unable to log in to my COLAs Online account?
You can retrieve passwords by answering the security questions correctly. However, after two failed attempts, your account will be locked. To unlock your account, please contact TTB_Helpdesk@TTB.gov (specify your user ID and specify COLAs Online) or at 1-866-240-0835 between 7am and 7pm Monday through Friday.
C24: Why must users change their password every ninety days?
TTB is mandated by Federal Law to require users to change their passwords every 90 days in order to maintain the security of the system and the privacy of users.
C25: Do you have any helpful information that I can use about the rules and requirements for creating and changing my password?
Passwords are a combination of characters and numbers that is defined by you for accessing the COLAs Online application. For security reasons, passwords should not contain identifiers that are common knowledge; such as your name, important dates, spouse/kids/pets names, PIN numbers, etc. Passwords are to be unique and should not be shared with other individuals. When defining your password, it must conform to the following rules:
EXAMPLES OF SPECIAL CHARACTERS |
|||
That Can be Used |
That CANNOT be Used |
||
! |
Exclamation Point |
_ |
Underscore |
- |
Hyphen |
= |
Equal Sign |
# |
Pound Sign |
@ |
At Sign |
^ |
Karat |
‘ |
Single Quote |
~~ |
Tilde |
& |
Ampersand |
> |
Greater-than Sign |
" |
Double Quote |
< |
Less-than Sign |
% |
Percent Sign |
Note: You cannot reuse the last 10 passwords that you have defined.
C26: What are the steps for filing a label application in COLAs Online?
Listed below are some of the key steps that you are required to complete in order to file electronic COLA applications (eApplications). Keep in mind that COLAs Online is a work-in-progress and that we continue to make changes and improvements to the system.
C27: Are users able to check the status of their eApplications?
Yes. You may logon at any time and your home page shows a listing of all eApplications you filed in the last 30 days and their current status. The system also allows you to search for all eApplications that you submitted and identify their current status, whether received, approved, needs correction, or rejected. You cannot see information about other company's submissions or about your paper applications. We send e-mail notification of status changes in eApplications to the submitter. Therefore, if you use a third party filer to submit applications, that party receives the notifications.
C28: What is the difference between the statuses "needs correction" and "rejected"?
The status "needs correction" means that the initial TTB review of your eApplication and label disclosed problems. Rather than reject the application outright, we give you the opportunity to make the corrections within 15 calendar days. If you do not make the corrections within that time or do not make all the required corrections, we reject the application, and you have to resubmit. This procedure only applies to e-filed applications. "Corrected" eApplications receive priority consideration over new applications received on the same day.
C29: May I file for formula and pre-import approval electronically?
Yes. Since January 2011, authorized users may file formula and pre-import applications electronically by using Formulas Online. You must register to use Formulas Online.
C30: How do I submit additional information, such as lab analyses, or organic certificates, with my COLA eApplication?
You will need to submit any additional documentation by scanning the document(s) and saving it as a file. Then use the "upload other attachments" option in Step 3 of the application process to upload the file. Acceptable file types include .doc, .txt, .pdf, .jpg, and .tif. You can attach up to 10 files, but each file must not exceed 750 KB.
C31: Will TTB electronically notify the States and U.S. Customs & Border Protection (USCBP) of approved COLAs?
No. This phase of COLAs Online does not interact with State or Customs systems. However, all approved COLAs and images of electronically filed labels are posted on the COLA Public Registry at: https://www.ttbonline.gov/colasonline/publicSearchColasBasic.do, available for viewing by anyone, including the States, USCBP, and other federal agencies. There is a 48 hour delay before posting approved COLAs to the website. Users of COLAs Online and the public are able to print copies of electronically approved labels from the web page that can be submitted to the States or USCBP. We are looking at a future enhancement to the system that will provide an auto-notification to the States and USCBP when a COLA is approved.
C32: If I am required to submit a paper copy of the COLA to a state or Customs does the e-filed version have my signature and the signature of a TTB representative?
The e-filed COLA contains the statement "Application was e-filed" in the applicant signature box. The applicant's name appears in the adjacent box, as it does on a paper COLA. A facsimile of the signature of the TTB approving official appears on the approved COLA.
C33: What type of label attachments may I attach to the e-filed COLA?
COLAs Online will accept both JPEG (.jpg, .jpeg, .jpe) and TIFF (.tif, tiff) file formats utilizing only RGB color mode also referred to as color space. Images in the CMYK color mode/space are unacceptable. We highly recommend that you use the JPEG file format for images that you attach to an eApplication. If TIFF files are to be used they should not be saved with JPG compression. This is a legacy format and compression standard that causes problems when viewing the associated images. For optimal performance and viewing we recommend that you save TIFF images with LZW compression before uploading them into COLAs Online.
C34: What is the limit on file size?
No single file may exceed 450KB. Each label (front, back, neck, etc.) must be uploaded as a separate file attachment; this file attachment should only contain the label image and should be cropped from other information such as a printer's masthead or label measurements. Please keep in mind that the label dimensions requested when uploading attachments pertains to the entire file and include both the label image and any background included in the file. The entered dimensions should be the exact measurements of the printed label, not of the label image. Accuracy of these dimensions is crucial in the rendering of the label images on the printable COLA version.
C35: What should I do if you send my labels back for correction because the image dimensions I provided skewed or distorted the printable version of my application?
When entering image dimensions in Step 3 of the "Create Application" process, you must take into account any extra space saved within the label image that is not a part of the label itself. If you do not, the printable COLA will generate a skewed version of the submitted labels. For example, if the actual label is 3 inches by 4 inches when printed and attached to a bottle, but the label image file contains a one-inch border of blank white space surrounding the label, you must indicate that the dimensions are 4 inches by 5 inches. In order to minimize confusion, we recommend that you crop out any space surrounding the label so no extra blank space exists within the saved label image. You can then enter in the exact dimensions of the printed label into COLAs Online.
C36: What do I do if my image attachments do not upload properly?
After uploading files to COLAs Online, you should click on the link to ensure that the file uploaded correctly. Occasionally, due to glitches during the data transfer from your workstation to the TTB server, uploaded label image files become corrupted and distorted. When this occurs, please try to save the file again on your workstation and then after removing the first image file re-attempt the upload. If problems persist, contact the Advertising, Labeling, and Formulation Division at 1-866-927-ALFD (2533) or alfd@ttb.gov for further assistance.
C37: What do I do if my label images appear distorted or discolored?
Please remove the current distorted image(s) and replace with new image(s). In this case, we advise that when you or your graphic artist develops your label images in the JPEG or TIFF format the compression ratio be set at MEDIUM or LOW and the resolution rate are set at 150 DPI or somewhere between the range of 120 DPI and 170 DPI, while achieving the required file size limit of 450KB. If TIFF files are to be used they should not be saved with JPG compression. Using the suggested compression ratios and resolution rates usually ensures a clear image is uploaded into COLAs Online. Most users can find compression and resolution help by going into the software Help menu and selecting Index and then selecting Compression Method or Resolution. Photoshop users can find compression help by going into Help, then selecting Index and Compression. Other software packages (e.g. Adobe Illustrator, COREL Draw, etc.) should have similar compression/resolution Help information. You should always review the compression and resolution settings prior to saving an image file and uploading a label image.
C38: What should I do if I am unable to view my JPEG images or the system shows a red "x" where my labels should be?
If you are experiencing problems viewing JPEG images in COLAs Online, follow these steps. After each step, check to see if the problem is resolved. If not, continue to the next step:
C39: What should I do if when viewing a Printable Version I receive an error that says ‘Unable to display image' or displays as a red ‘x"
Occasionally when viewing Printable Versions that contain TIFF images the images may not render properly, or display an error, or display as a red ‘x'. This sometimes occurs when the page is being loaded and you are moving the mouse around on the screen. If this occurs, you should click the Refresh button, or close the Printable Version window and click the link for the Printable Version once again.
C40: I'm still getting an error or red "X" when viewing the images on the Printable Version of a COLA. What else can I do?
With the latest release of COLAs Online (v2.3, dated 4/22/2006), we have corrected a problem that many users have experienced with viewing Printable Versions of COLAs that have TIFF images associated with it. In most cases, the inability to view the image occurs when viewing TIFFs that have been saved with JPG compression. This is a legacy format and compression standard that causes problems when viewing the associated images. Due to technical limitations, these images cannot be rendered properly from within the web browser and may require the user to install a web browser add-on that may be able to display these errant TIFF image files
AlternaTIFF (http://www.alternatiff.com) is a free web browser add-on (ActiveX control or plug-in) that works in most web browsers for Windows 95 or higher (98, ME, NT4, 2000, XP, etc.). You will be required to register it before it can be used to view images. You will be told how to register when you install it, or when you first use it to view an image.
Please visit AlternaTIFF's web site at http://www.alternatiff.com to learn more about this plug-in (FAQ), download it for your own personal use (Installation Page), and about registering for the product (FAQ).
If you chose not to install the AlternaTIFF add-on, you may continue to experience difficulties with viewing Printable Versions of COLAs that have TIFF images embedded. Other acceptable image file formats (JPG, JPEG) are not affected by this limitation and should continue to viewable through the Printable Version without the need to download the add-on.
TTB does not take any responsibility for the installation, configuration, any applicable costs, and/or registration of this plug-in. We should not be held liable for any changes that you make to your browser and/or windows configuration as a result of the recommended actions.
C41: I am a current user of COLAs Online. When I attempt to access Formulas Online, using my current user ID and password, I receive an error message. What do I need to do?
As an existing user of COLAs Online, you must modify your registration to add Formulas Online access to your profile. Access to the Formulas Online system is not automatic and registration is not instantaneous. Please allow up to 3 weeks for us to complete the registration process. You can find detailed instructions on how to modify your registration in the Formulas Online Reference Guide located on our Formulation page.