Adding a Document

Note:  The instructions below are for uploading a document for a requisition, purchase order, leave request, or cash receipt, using the Add Document button.

1. From the applicable screen, bring up a specific record for which to upload the document and then click the Add Document button.

Note:  The Add Document button only appears if your organization has licensed the K12Docs module and the particular screen has been defined within the Web Link Setup Options (in the School Accounting System) to allow users to add and view documents.

2. When prompted, click OK if the record has been saved and to continue uploading a document.

3. 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 Select 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.  Multiple files can be selected to upload, if desired.

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

4. The folder index fields appear next and are populated with the applicable data for the folder where the document will be filed; the folder indexes are disabled and cannot be changed.

5. Complete the standard 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 Calendar Search button to select the desired date.  The current date will appear by default but can be changed.

Note:  All other document attribute fields are disabled and cannot be changed; the values for the other document attributes that are known by the system display the applicable data.

6. 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 within the School Accounting System, 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.

7. Click the Save button to upload the document.

Adding and Viewing Documents Tutorial

Note:  In order to view the tutorial, you must have an active Internet connection, along with a sound card and speakers installed on your computer.