Check Request with Image Upload Feature

Transcription

1 Check Request with Image Upload Feature 11/27/12 The Check Request with Image Upload feature allows departments to upload scanned images for Accounts Payable and SPA instead of sending supporting documentation in paper form through the campus mail. Departments can also upload their own documents that pertain to the CR. Based on AIS security, individuals with CR entry and/or approval will be able to view the uploaded files. For additional detailed information regarding policies and best practices, please see the Policy Statement for Check Requests and Best Practices for Scanning CR Documents. To begin using this feature, submit the appropriate form to IS&T (fax ) to have your department activated for Image Upload functionality. After this is done, proceed as you would in creating any Check Request. Click on the GO button.... This starts the process of creating a new Check Request. You should notice two changes to the screen. At the top of the screen is a tab called Image Upload. Also, there is a new drop down box under the *Forward Supporting Documentation to AP drop down called CR Images Attached for AP/SPA. Image Upload Tab

2 Several combinations can be used when completing the drop down boxes. This combination states you are sending documentation to AP/SPA and are doing so by uploading images. This combination states you are sending documentation to AP/SPA and are doing so by sending originals through inter office mail (hard copies). This combination states that you are not sending any supporting documentation to AP/SPA, either by mail or uploading. This combination cannot be used. In essence you are stating you are not sending supporting documentation to AP but are uploading docs to AP/SPA. If you use this combination, you will see the following error message... If you get this message, either change the Forward Supporting Documentation to AP to a Yes and upload images or change the CR Images Attached for AP/SPA to No and do not send any supporting documentation. To be able to upload images, enough of the CR needs to be completed to use the Save As Is button. This requires that at least the vendor number or vendor information be filled in and ensure the CR Images Attached for AP/SPA is set to Yes. This would be a good time to go ahead and set the Forward Supporting Documentation to AP switch as well. You can, of course, fill in more or all of the CR as you wish. Notice that if you are going to upload images, the Save button is grayed out and can t be utilized. You must use the Save As Is button to continue.

3 If set to upload images, the Save button at the bottom is unavailable and you must use the Save As Is button to upload images. When at least the minimum fields have been entered click on the Save As Is button to upload the images. The CR is now given a Document ID and the system takes you to the Image Upload Tab, as shown below..

4 Let s take a closer look at the various parts of this screen.. Various messages displayed here, depending on the mode you are in (new, change, etc.). Notice that the Document ID is shown. Select to upload to either AP/SPA or to your department. You can set the sensitivity switch as well as fill in a description of the uploaded image, if you wish. The description field is not required. List of the uploaded images will display here. To upload an image, click the Access drop down and select either AP/SPA or Department. Remember, AP/SPA images are those images that are required by AP/SPA to be able to approve the CR, and Department images are those saved for departmental use. Do not put Departmental images into AP/SPA, Accounts Payable and SPA only want to see the images needed for approvals. A description to the image can be added at this time. Once the image has been uploaded a description cannot be added. Descriptions are optional. You could also set the Sensitive drop down to either Yes or No. By default it is marked No. (There will be a separate section describing the Sensitive switch). Now click the Upload button to open the File Attachment box...

5 Click the Browse button to bring up Window s file browser to find the image to upload. Remember, only upload PDF images! Window s file search screen. You can search your local or network drives for the image to upload. Only one image can be chosen at a time. You cannot select more than one image to upload. Select the image to upload and click on the Open button. The selected image appears here. Now click the Upload button.

6 The image is now uploaded! This procedure can be repeated as many times as necessary until you have uploaded all of the images needed for AP/SPA or your Department. More images can be added in change mode if necessary. This is an example of what this screen looks like with one AP/SPA image and two Department images uploaded. Images can also be deleted by clicking on the trash can located on the right hand of the screen under the Delete section. This can be done any time until the document is in the complete status, after that the system won t allow it. If an image is deleted after it has any approvals, those will be removed and the document will need to be re approved. Only Department images can be added after the document is in complete status. At this point, if you have already filled out the rest of the CR you can click on the Save button to be taken to the Summary & Approval tab of the CR. If you have not finished filling out the CR, click on the Check Request tab at the top of the screen to go back and finish it. When completed, click on the Save button to be taken to the Summary & Approval tab.

7 Now, press Return to go back to the Check Request Search page or click Send To/Approval to go to the approval screen. Sensitive Flag Switch The Sensitive Yes/No switch is a way of restricting access to an uploaded image. By selecting the Yes option before uploading the image, you are marking the image as sensitive and only those individuals who have been given security can view it. You can mark AP/SPA or Departmental images as sensitive, however central area approvers can view AP/SPA documents marked as sensitive. To mark an image as sensitive while uploading, simply click on the drop down arrow and select Yes. By default it is marked No. Changing this from No to Yes will restrict who can see this image to only those who are authorized. Now, you can enter a description of the image if you wish and click on the Upload button to find the file. Once you have uploaded your file, the image grid will show the new sensitive document.

8 The Sensitive flag is now Y instead of N. You can also see that the person who uploaded the image has security to view it since the Open Document folder is available to be selected. If the person viewing this grid does not have the security to view sensitive documents, the grid would look like this... See how the Open Document folder symbol for this image is missing? This is what it looks like when the individual does not have security to view an image. There is no folder to open to view the image. Setting Sensitive CR Image Security Authorized individuals at the department level can make the decision on who can or cannot view sensitive CR images. The list is managed from a function in AIS. From FIS go to User Maintenance and then to Sensitive CR Image Security.

9 Select this option to manage who can or cannot view sensitive CR images. The next screen you will see is the Department Number search field. Fill in the appropriate department number to view/manage those individuals ability to view sensitive images. Either by entering an employee number or searching and selecting one, the newly added employee line will show up on the grid. Authorized individuals can also be deactivated by removing the check mark in the Active? box. After putting in the department number and clicking on the Search button, you will see a screen similar to the one below

10 Here we can see Employee ID. 2. Employee s Name. 3. If the employee is active for viewing sensitive documents or not. Check mark means yes. 4. Who added them to the list. 5. When they were added to the list. 6. When they were last updated or changed. To add a new person to the list, click on the + sign... A new line appears and you can either enter the employee ID or click on the magnifying glass to bring up a Look Up box to search for them.

11 Once a user has been selected either by entering an employee number or searching and selecting one, you will see the new line in the grid. We can also make further changes to who can see the sensitive images by checking or un checking their Active? box, as shown below. Even after you have saved the screen, you can make changes to any new line added. Once you have left the screen the only change you can make to an employee is to change their Active status, you cannot delete them from the list. The next time you enter the screen the names will be sorted by Employee ID and all the fields will be updated.