If defined within the Web Link Setup Options, documents can be uploaded within the Documents option for the Business Office to file in K12Docs for the user (employee).
How to upload employee documents:
Tip: Scan each document separately and save as a separate file (do not scan multiple documents into one file to upload), in order for the Business Office to index and file each document properly to K12Docs.
Note: The file size of the document to upload cannot be greater than 50MB.
Select the profile icon in the upper right corner of the screen (the circle with the user’s initials) and then Documents.
On the Documents screen, click the Upload Document button.
Note: The Upload Document button only appears if the Allow Employee Document Uploads in Web Link field is selected within the Web Link Setup Options.
Complete the Upload Document screen:
If desired, enter a description for the document in the Description field.
If applicable, enter the date listed on the document in the Date field.
Click the Upload a File link to select the correct path (drive and folders) and file name of the document to upload, or drag and drop the file into the appropriate area.
Note: If needed, multiple files can be selected to upload at one time, and will all be uploaded as separate files using the same description and date as specified.
Select the Convert Document to Tiff field to have the file saved as a TIFF file when uploading. This field will be selected by default and disabled if the Automatically Convert Documents to TIFF field is selected in the System File.
Tip: If this field is selected, only documents with the following extensions are saved as TIFF files: .PDF, DOC, .DOCX, .TXT, .RTF, .HTM, and .HTML.
Click the Upload button.
The document is uploaded to the Employee Uploaded (Pending) subfolder within the SUI_PR_Employees application in K12Docs for the designated employee.
If designated to do so in the Web Link Setup Options, notification emails for employee documents that are pending will be sent to the appropriate users. If there were notification email messages that did not go through, an error will be tracked in the Activity Log option (on the System Log tab) and an alert will appear on the main School Accounting System screen. If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.
Upload Document Field Properties
Field
Input Type
Format
Max Characters or Additional Notes
Description
Text
Alphanumeric
100
Date
Date
mm/dd/yyyy
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Convert Document to Tiff
Checkbox
True/False
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