​Introduction

You can attach scanned documents (copies of legislative bills, meeting notes, etc.) to budgetary documents at any time after a document is saved in the application.

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 supported is 8MB. However, once attached, you cannot delete the documents.

Attach a Scanned Document

1. Click the Attachment tab.

2. Click Browse to locate your scanned document file. Valid types include files with the following extensions: .pdf,.jpg,.gif,.bmp,.png,.tif,.tiff. (The file extension .jpeg will not work.)

Figure 1 - Browse button for scanned document

3. Highlight the scanned document file and click Open. The directory location of the document will appear in the Browse Files field.

Figure 2 –Directory location example

4. Click Add File. The document will be added to a queue. The filename (without the extension) of the scanned document will be automatically entered in the Attachment Title field.

Figure 3 - Example of document added

If desired, change the Attachment Title to something more suitable for the document. Otherwise, leave the default title based on the file name.

5. For only one document, leave Create Single Attachment checked. If you have changed the Attachment Title, this will apply the change. For more than one file, see Attaching Multiple Documents section below.

6. Click 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 4 - Attached document with View example

Attach Multiple Documents

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. The Attachment Title keeps the same title as the first document added. This can be changed.

2. Continue adding documents as needed.

Figure 5 - Adding multiple documents example

3. The Create Single Attachment check box will affect the Attachment Title of the attached documents:

• If you check the Create Single Attachment checkbox and click Create Attachment(s), all of the documents will upload as one document and have the same Attachment Title based on the filename of the first document added or a title you enter.

Figure 6 - Same document title example

• If you uncheck the Create Single Attachment check box and click Create Attachment(s), the documents will have different Attachment Titles based on their filenames.

Figure 7 - Different document titles example

Errors When Adding a Large File

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. Scan pages of multi-page document individually or in groups Use your scanner/scanning software to reduce the file size or check your scan settings for resolution and file format. 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.

Scanner Settings

Several factors must be considered when scanning documents for your agency, e.g., the type of scanner or multi-function machine you use and its settings, hard disk storage capacity at your agency, and the type of originals (size and color of paper, size and color of print, etc.). 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 ). For many agencies, .jpg and .pdf work well.

Document Retention

Your agency may need to develop document retention rules. Refer to the State Records Center site for record retention information.