Attaching Scanned Documents
You can attach scanned documents to travel requests or vouchers when the request or voucher is in process in the Travel Express application. Once attached, you cannot delete attachments.
If a voucher has been 'sent to STARS' (a 'processed voucher') and has a document attached, you can add more attachments. Otherwise you cannot add an attachment to a processed document.
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 attach the scanned files in the application.
You can upload file types with the following extensions: .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff. The maximum size of file that you can attach is 8MB.
1. If the request or voucher is open, click the Attachment tab.
2. If the request or voucher is not open, begin at the Travel Express main menu and select the Requester/Traveler Menu, and then select View/Edit Request or View/Edit Voucher.
3. Click Select next to the request or voucher.
4. To open a voucher that has been sent to STARS, begin at the Travel Express main menu and open the Processed Document menu. Select Processed Voucher. Click the Atch icon to open the Attachment screen. If a voucher has been 'sent to STARS' (a 'processed voucher') and had a document attached, you can add more attachments. Otherwise you cannot add an attachment to a processed document.
1. For either travel requests or vouchers, click the Attachment tab. For a Processed Voucher, click the attachment icon.
Figure 1 - 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.) The maximum size of file that you can be attach is 8MB.
Figure 2 - Browse 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 3 –Directory location
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 4 - Document added
5. If desired, change the Attachment Title to something more meaningful for the document. Do not use special characters or symbols, including &, ', “, <, and \. Otherwise, leave the default title based on the file name.
6. When adding only one document, leave Create Single Attachment checked. If you have changed the Attachment Title, this will apply the change.
7. 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 5- Attached document with View
8. Click Back to return to the travel request or voucher.
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 Attachment Title keeps the name from the first document added. This can be changed.
2. Continue adding documents as needed.
Figure 6 - Adding multiple documents
3. The Create Single Attachment check box will affect only the Attachment Title of the documents:
a. If you check the Create Single Attachment checkbox and click Create Attachment(s), all of the documents will have the same Attachment Title based on the title you enter, or on the filename of the first document added.
Figure 7 - Same document title
b. 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 – the Attachment Title will not be used.
Figure 8 - Different document titles
4. Once uploaded, attachments cannot be deleted by the user. Click Back to return to the travel request or voucher.
If you receive a message such as:
Your scanned document file size may be too large. The maximum size of file that you can attach is 8MB.
Therefore, scan a large document in small batches and add them as multiple attachments (described above).
You could also 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.
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.
You should test your own equipment to see which resolution and file format settings create the smallest file size with acceptable visual quality.
Your agency may need to develop document retention rules. Refer to the State Records Center site for record retention information and schedules.