Attaching Scanned Documents
You can attach scanned receipts, invoices, letters, or any other supporting documents to your transactions. The scanned documents will then be associated with the transactions for approv ers, auditors, or managers to view online.
Documents must be scanned at your agency or agency field location and saved on a local or network hard drive. You then browse for and upload the scanned files in the application. Valid scanned file types include: .pdf, .jpg, .gif, .bmp, .png, .tif, and .tiff. The maximum size of file that you can attach is 8MB. Once attached, you cannot delete attachments.
Your agency may need to develop document retention rules. Refer to the State Records Center site for record retention information.
1. If you already have a document open (on the Document screen or the Approval screen), click the
Attachment tab. If you do not have a document open, click the
Status tab, open (Edit or
Approve) a document and then click the
Figure 1 - Attachment tab example
Browse to locate your scanned document file. Valid types include files with the following extensions: .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff. (A file with a .jpeg extension will not work.)
Figure 2 - Example of Browse button
3. Highlight the scanned document file and click
Open. The directory path of the document will appear in the
Browse Files field.
Figure 3 –Directory path example
File. The document will be added to a queue. The filename (without the extension) of the scanned document will be automatically entered in the
Figure 4 - Example of document added
5. If desired, change the
Title to something more suitable for the document. Otherwise, leave the default title based on the file name.
6. For only one document, leave
Create Single Attachment checked. If you have changed the
Title, this will apply the change. For more than one file, see Attaching Multiple Documents section below.
Create Attachment(s). The document will appear in the
Attachments area. (Click
View if you want to view the attachment.)
Once uploaded, attachments cannot be deleted by the user.
Figure 5 - Example of Attached document with View
You can add multiple scanned documents in a queue, and then attach them as one document. However, to add multiple documents, each with unique Document Titles, add and create the attachments one at a time as previously described.
1. Add a document as described above, and then repeat the steps to add a second document to the queue. Note the
Title keeps the name from the first document added. This can be changed.
2. Continue adding as many documents as needed.
Figure 6 - Adding multiple documents example
Create Single Attachment checked or click the check box to clear it. Your choice will affect the
Title of the attached documents:
4. Leave the checkbox checked, click
Create Attachment(s), and all of the documents will have the same
Title based on the filename of the first document added.
Figure 7 - Same document title example
5. Clear the
Create Single Attachment check box, click
Create Attachment(s), and the documents will have different
Titles based on their filenames.
Figure 8 - Example of different document titles
If you receive a message, “Page cannot be displayed”, “Cannot access a closed file”, “Server error”, or “Maximum Request Length Exceeded”, your scanned document file size may be too large. The maximum size of file that you can attach is 8MB. Use your scanner/scanning software to reduce the file size or check your scan settings for resolution and file format. Scan pages of multi-page document individually or in groups. If you still get an error message after reducing the file size, trying rebooting your computer to clear any cached memory and then try again.
Several factors must be considered when scanning documents for your agency. Each agency will need to develop their own best practices appropriate for their environment. Two settings often found on scanners and multi-function machines are:
Resolution: Generally scanners will offer a scanning resolution setting expressed in “dpi” or dots per inch. The lower the setting the smaller the file size, but the worse quality of image produced. With most documents, a setting of 150dpi seems to work well.
File formats: You particular scanner or and multi-function machines may be capable of producing a variety of file formats (e.g., .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff ). You should test your own equipment to see which resolution and file format settings create the smallest file size with acceptable visual quality.