​Introduction

You can scan receipts, invoices, etc., and attach them to the transmittal. The scanned documents will be saved in P-Card for approvers, auditors, or managers to view online. You can also attach documents to a transmittal even if it has been sent to STARS.

You can attach scanned documents one at a time, or add multiple documents in a queue and then attach them as one document. Valid scanned file types include files with the following extensions: .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff. The maximum size of file that you can attach is 8MB. Once attached, you cannot delete attachments.

Attach a Scanned Document

1. Open the Attachments section according to whether you are a Verifier or an Approver:

• Verifier: You must verify transactions and click Save Changes before you can attach a document.
• Click Create Trans & Atch. The Attachments section will be displayed below the transactions.

This creates a transmittal (“Create Trans”) in order to attach (“Atch”) documents to it. If you click this, you must attach a file and submit the transmittal.

Any remaining unverified transactions will be locked (unable to be verified) until the initial transmittal is submitted by clicking on the Submit & Print button.

Figure 1 – Verifier: Create Trans & Atch

• Approver: You must approve transmittals and click Save Changes before you can attach a document.
• Either select a transmittal from the Select Transmittal menu or enter a transmittal number in the Enter Transmittal field, and then press ENTER. The Attachments section will be displayed below the transactions.

2. In the Attachments section, 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 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 descriptive. Otherwise, leave the default title that is based on the file name.

6. For only one document or set of documents, leave the Create Single Attachment check box checked. If adding a set of documents, all of the documents will have the same Attachment Title of the first document added. To add multiple documents with different titles, see the Attaching Multiple Documents section below.

Figure 5 - Same document title

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.

8. As a Verifier, click Submit & Print. As an Approver, click Reprint Transmittal.

Figure 6 - Submit & Print 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. Note the Attachment Title keeps the name from the first document added. This can be changed.

2. Continue adding as many documents as needed. Do not change the Attachment Title of each document as this will not affect the multiple documents.

3. Uncheck the Create Single Attachment check box, and then click Create Attachment(s). The documents will have different Attachment Titles based on the file names.

Figure 8 - Different document titles

Transmittals with Attachments

On the Approver screen, click the View link next to a scanned document and open it and print it. All attachments are stored as PDFs and can be printed or saved.

Figure 9 - View link to Print an Attachment

Although attached documents will not print automatically when you print the transmittal, the transmittal will include a note that there are scanned documents associated with it.

Figure 10- Attachments note

Errors When Adding a 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. 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.

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, disk storage capacity at your agency, 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.

Document Retention

Your agency may need to develop document retention rules. Refer to the Idaho State Historical Society's State Records Center site for record retention information.