Scanning a Document

Perform one of the following:

If...

Then...

You are an Administrator not working on behalf of a Candidate or Committee...

If the Administrator Home page isn't already displayed, click the my admin homepage link near the top of the current page.

The Administrator Home page is displayed.

In the Image Processing section, click the add image link.

The Scan Documents page is displayed.

You are an Administrator working on behalf of a Candidate or Committee...

Perform the steps for Viewing a Candidate or Committee.

The Candidate/Committee Overview page is displayed.

In the Document Images section, perform one of the following:

To...	Then...
Add an image...	Click the add button.
Modify an image's properties...	Click the properties link in the data grid for the document whose information you want to view.

The Scan Documents page is displayed.

Notes:

If you associate a Committee or Candidate to the document image, the system associates that Committee's or Candidate's jurisdiction to the document image. Otherwise, the system associates to the document your jurisdiction or the jurisdiction of the Committee or Candidate on whose behalf you are working.
Required fields are indicated by an asterisk * to the right of the label and must be completed.

In the Candidate/Committee Search section, perform the following to search for a Candidate or Committee to associate to the document image:

1. Type the Committee name or Candidate's last name for which to search in the committee/last name field.

1. Type the Candidate's first name for which to search in the first name field.

1. Type the Committee's or Candidate's SOS ID for which to search in the id field.

1. Click the search button.

The search results are displayed in the data grid.

1. Click the link in the Committee/Candidate Name column of the data grid for the Committee or Candidate to associate to the document.

The system populates the committee/candidate field in the Image Information section with the specified Committee or Candidate.

In the Image Information section, perform the following:

1. Select the type of document from the document type drop-down list box.

1. Type the name of the document in the document name field.

1. Type the date the document was received or mailed in the date received field.

1. Type the total number of document pages in the number of pages field.

1. Perform one of the following:

If...	Then...
The document's source is the original document...	Select the original radio button.
The document's source is the faxed version of the document...	Select the fax radio button.
The document's source is the emailed version of the document...	Select the email radio button.

1. Select the private check box if you don't want the public to be able to view the document image.

1. Select the report to which to associate the image from the associated report drop-down list box.

The system populates the report due date field.

1. Type additional information regarding the document in the comments field.

1. If you plan to scan the document as part of a batch, type a name to identify the batch of documents to be scanned in the batch name field.

1. Perform one of the following:

If...	Then...
The document is single-sided...	Select the simplex radio button.
The document is double-sided...	Select the duplex radio button.

Perform the following:

To...

Then...

Scan the document now...

Place the document in your scanner.

Click the scan button.

The system scans the document and displays the image on your screen.

Review the document image to ensure it's readable and all pages have been captured correctly.

Perform one of the following:

To...

Then...

Save the document image...

Click the save button.

The system assigns a unique document ID to the image and saves the information you entered about the document.

Discard the document image...

Click the discard button.

The system removes the scanned document image.

Print a barcode so you can scan the document later...

Click the print barcode label button.

The system assigns a unique document ID to the image, saves the information you entered about the document, and prints a barcode label.

Attach the barcode label to the first page of the document.

When you are ready to scan the document, perform the steps for Scanning a Batch of Documents.

Upload an existing file that contains the document image...

Click the upload button.

The system displays the file name field and browse button.

Click the browse button.

The Choose File dialog box is displayed.

Navigate to the folder where the file you want to upload is located.

Click the file to select it.

Click the open button.

The system populates the file name field with the specified path and file name.

Click the save button.

The system uploads the specified file, assigns a unique document ID to the file, and saves the information you entered about the document.

Clear the information you entered in the Image Information section...

Click the clear button.

The fields in the Image Information section are cleared.

Save your changes...

Click the save button.

Scanning a Document

Tasks