Steps to Email DocumentsNote: The instructions below are for viewing documents using the View Documents button, which is only available to organizations who have licensed the K12Docs module. As a reminder, documents can also be viewed by clicking the Manage Documents button for screens (options) that do not have a View Documents button; refer to the Manage Documents Button topic in the Help File for more information.
From the applicable screen, bring up a specific record (or click on the desired record (row) in the grid, if applicable) for which to view the documents and then click the View Documents button.
Tip: The icon on the View Documents button will appear black if there are not any documents previously uploaded for a selected item; otherwise, it will appear green if there are documents. (Note: If in a batch of purchase orders or invoices, the View Documents button will appear green if there are documents previously uploaded for the selected item or related items (for example, if there are documents previously uploaded for an invoice or documents uploaded for a purchase order or requisition tied to the invoice, if applicable).)
Note: The View Documents button is only enabled if your organization has licensed the K12Docs module and the user has Full Access rights or Read Only Access rights for the particular screen (as defined within the User Security option).
The View Documents screen will appear listing all the documents previously uploaded for the specific item, or if the View Documents button was selected from within a batch of purchase orders or invoices, the Document Inquiry screen will appear instead showing all the documents uploaded for the specific item and related items (for example, all the documents previously uploaded for an invoice display, in addition to the documents uploaded for a purchase order or requisition tied to the invoice, if applicable).
To view a document:
Click the View button to the left of the desired file.
The document will appear in the K12Docs preview screen and can be printed by clicking the Print button, if desired.
When finished, close the K12Docs preview screen.
Tip: The documents can also be emailed from the View Documents screen (or Document Inquiry screen, if applicable) by clicking the Email button, if desired.
Note: Versioned documents (as defined in K12Docs or GX) cannot be viewed from within the School Accounting System. If a document is versioned and the View button is selected, a prompt will appear stating the document must be accessed from K12Docs or GX; click OK.
After viewing all the desired documents for the designated item, click the X in the upper right-hand corner to close the View Documents screen (or Document Inquiry screen, if applicable).
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
