Adding a Document

Note:  The instructions below are for uploading a document using the Add Document button, which is only available to organizations who have licensed the K12Docs module.  As a reminder, documents can also be added by clicking the Manage Documents button for screens (options) that do not have an Add Document button; refer to the Manage Documents Button topic in the Help File for more information.

1. From the applicable screen, bring up a specific record (or click on the desired record (row) in the grid, if applicable) for which to upload the document and then click the Add Document button.

Note:  The Add Document button is only enabled if your organization has licensed the K12Docs module and the user has Full Access rights for the particular screen (as defined within the User Security option).

2. On the Add Document screen, enter the correct path (drive and folders) and file name of the document (file) to upload in the File Name field, or click the Search button to select the correct path and specify the file name.  The file to upload can also be specified by clicking on the desired file, and then dragging and dropping it into the File Name field (not applicable if using the School Accounting System-Online version).

Note:  The file size of the document to upload cannot be greater than 50MB.

3. Select the Convert Document to TIFF field to have the file saved as a .TIFF file when uploading.  A checkmark will appear in the box if the field is selected.  If the Automatically Convert Documents to TIFF field is selected in the System File, this field will be selected by default and cannot be changed.  

Tip:  If this field is selected, only .PDF, .DOC, .DOCX, .TXT, .RTF, .HTM, and .HTML documents are saved as .TIFF files; if a different type of file is being uploaded, a warning icon will appear noting the file will not be converted to a .TIFF file and will be uploaded in its original format.

4. Complete the attributes for the document as desired:

• Enter a description (up to 100 characters) for the document in the Document Description field.

• Enter the date of the document in the Document Date field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  The current date will appear by default but can be changed.

• If applicable, enter the appropriate information for any additional attribute fields.

Note:  The values for the folder indexes and the other document attributes that are known by the system appear by default and cannot be changed.

5. Click the Execute button to upload the document.

Tip:  If desired, view the tutorial below demonstrating adding and viewing documents.  In order to view the tutorial, you must have an active Internet connection, along with a sound card and speakers installed on your computer.

Adding and Viewing Documents Tutorial