Instructions for Using the Upload Feature in egrants

Transcription

1 Instructions for Using the Upload Feature in egrants

2 Introduction CJD has now implemented the new Upload feature to be used with your grant application or project. This feature will enable you to upload documents electronically from your computer directly to egrants. This document is designed, as a training aid, for you to refer to for uploading documents to egrants and includes screen shots and a step-by-step process of uploading documents to the system. Please keep in mind that changes to the system, to include the uploading process, can occur at anytime. Tips for Using the Upload Feature 1. You may use the upload feature to upload documents to egrants at anytime. 2. You may upload documents that are in.doc,.pdf,.xls,.bmp, or.jpg format only. If you try to upload a file in a format other than these five, you will receive an Invalid message. Refer to page 7 in this manual for further information. 3. Document sizes are limited to 1 megabyte each. If your document is too large, split it apart, save it in sections, and upload them separately. 4. You cannot remove documents once they are uploaded to your grant record. 5. You may upload documents that revise previously uploaded documents (make sure they are described appropriately). 6. Ensure you accurately describe the document you are uploading to egrants in the space provided. If you do not provide a description for your document first before browsing for a document to upload, you will receive an error message. 7. In the future, CJD will receive an automated mail message that notifies staff members when you have uploaded a document to a grant record. 8. To avoid any delays in reviewing your application ensure you upload all necessary documents in a timely manner. Step 1 of 8 Uploading Documents to egrants My Home Tab Log in to egrants and proceed to the My Home page (for instructions on logging in to egrants please refer to the egrants Users Guide to Creating an Application found in the Updates section of the egrants home page). Locate and click on a grant number in the Grant column. The grant record will open in a separate window. Step 1 Locate and click on a grant number. The grant project will open in a separate window. 2

3 Step 2 of 8 Uploading Documents to egrants Summary tab / Upload Files sub tab After opening a grant record, click on the Summary tab and then click on the Upload Files sub tab. The page shown below will display. Step 2 After locating your grant in the My Home page, click on the Summary tab. Four sub tabs will display. Click on the Upload Files sub tab. The page shown here will display. 3

4 Steps 3 and 4 of 8 Uploading Documents to egrants Summary tab / Upload Files sub tab Your next step will be to enter a description of the file you want to upload in the area provided. You must enter the description first before you can select a file from your desktop. You will receive an error message if you try to upload a document before entering a description of the file. Step 3 Enter a description of the file you want to upload in the space provided. Be sure that the description is clear to ensure CJD can easily locate and understand what document you have uploaded. If you click on the Browse button or Upload button before you enter a description of the file, you will receive an error message. Step 4 After entering a description of the file, click on the Browse button. A separate window will open as seen on the next page. This window is a direct portal to all of the files you have saved on your system. 4

5 Step 5 of 8 Uploading Documents to egrants Choose File Window After clicking on the Browse button, the window seen below will open. This window will display folders on your computer. If you have saved your document in a folder, select a folder to open. The folder you selected will open to reveal the documents contained in it. If your document is not saved in a folder you may simply click on the document and the file name will display in the File Name area of the window as demonstrated on the following page. Step 5 The Choose File window will display after clicking on the Browse button. From here, click on the file you want to open that contains the document you want to upload. In this example the Resolutions file was selected. If you do not have a document saved in a file, simply click on the document and the file name of the document will display in the File Name area of the window (See Step 6 for an example on how to proceed with uploading a document that is not in a folder). 5

6 Step 6 and 7 of 8 Uploading Documents to egrants Choose File Window If you have selected a folder to open, the Choose File window will display its contents after opening the folder. In this example we are uploading a resolution document. Click on the document. You will see that the title of the document is displaying in the File Name area of the window. After selecting the document to upload, click on the Open button in the window. Step 6 After opening a file or if you a selecting a document that is not in a file, click on the document. The document name will display in the File Name of the Choose File window. Step 7 After selecting a file, click on the Open button. This will move the file into queue for egrants to upload. Remember, clicking on the Open button does not upload a file to egrants; this button only confirms the document you want to upload. The final step that will upload the document to egrants is discussed on the next page. 6

7 Step 8 of 8 Uploading Documents to egrants Summary tab / Upload Files sub tab After selecting a document to upload to egrants, the window will close. egrants will display the name of the file and document in the area to the left of the Browse button. The information displaying here are computer terms and will not replace the description of the document you entered earlier. When this information displays, you may complete the upload process by clicking on the Upload button. Step 7 After clicking on the Open button in the Choose File window, the window will close and the file name will display in the area below. Depending on the size of your document it may take a few seconds for the document information to display in this area. When this information displays, you may then click on the Upload button. egrants will then upload the selected file from your computer to your application or grant project. Note: egrants can only upload files that are in.doc,.xls,.pdf,.bmp, or.jpg format. You can verify the file format before you upload your document to egrants by checking the last three letters of the file name as shown here. In this example, this file is in.doc format. If the file is not in one of the 5 formats and you try to upload it to egrants, you will receive an Invalid message. You will have to save the document on your computer as one of the formats shown here and upload again. 7

8 Step 8 of 8 Uploading Documents to egrants (cont.) Uploaded Documents area After a successful upload, you will receive two messages indicating that the document was uploaded to egrants. The document will display in the table in the Uploaded Documents area of the page. You may click on the title of the document under the Click to View column to view the document. If you need to upload additional documents to egrants, repeat this process at anytime. After you click on the Upload button, you will receive two identical messages that will indicate that the document was successfully uploaded. Your document can be accessed in the table below in the Uploaded Documents area. To upload additional documents, repeat the process. You may upload documents to egrants at anytime. After you have completed your upload, CJD will receive an auto generated message informing staff that you have uploaded a document to your grant record. After uploading a document, it will display in this table. You may review the document by clicking on the title of the document under the Click to View column. 8