Q: Which applications have the attachment utility integrated with them?

A: Currently, three production applications have been integrated with the attachment utility. These applications are JEMS, Payment Request, and Travel. There are plans to enable the attaching of electronic documents to accounts in the future. Please visit the project portfolio site for more information on the project release schedule and features.

Q: Do I need a scanner to attach files?

A: No. The use of a scanner is helpful when you're attempting to attach backup that you receive in a paper format, but not all backup will be a hard copy. For instance, it is perfectly acceptable to attach MS Word documents, Excel spread sheet files and PDF files of invoices as backup for a journal (when appropriate). Being able to scan in paper copies of invoices and receipts may be helpful, but is not required to be able to use the attachment utility.

Q: Can I attach multiple files to a payment request?

A: Yes, you can attach as many files as are necessary to properly support the purpose for the payment request.

Q: Can I attach multiple files to a travel reimbursement?

A: Yes, you can attach as many files as are necessary to properly support the purpose of the trip and the reimbursements being requested. 

Q: Can I attach multiple files to a JEMS journal?

A: Yes, you can attach as many files as are necessary to properly support the purpose for the journal.

Q: Who can add an attachment?

A: The ability to add an attachment is based on the roles you have within the corresponding application as well as the state of the journal, payment request or trip being used. Some of the actions you can take on an attachment will change as the journal, request or trip proceeds through the review and approval process.

Q: Who can see the files I attach?

A: The ability to view an attached document is also controlled by the application you are working with. If you have the right to view a JEMS journal, then you have the right to view the attachments for that journal and vice versa. The same is true for payment requests and travel reimbursements.

Q: Can I delete an attachment if I attach it my mistake?

A: There is a feature that does allow you to delete an attachment. The ability to delete an attachment varies with the state of the journal, request or trip that the files were attached to.

Q: How will I know if someone deletes a file that I attached?

A: All changes are recorded in the audit trail, so you can quickly see who has made changes to your attached file.

Q: After I attach a file, do I have to keep a copy on my computer so other people can view the file?

A: No. A copy of the file being attached is placed on the attachment server in DFA. You do not need to keep a copy of the attached file on your computer after it has been successfully attached.

Q: How long will my attachment files be saved by the Division of Financial Affairs?

A: The current university policy imposes a six-year record retention time for all documents pertaining to university financial transactions. Please see Policy {#} for full details.

Q: What happens if the server goes down while I'm trying to attach a file? Will my file be lost?

A: If the server experiences problems while you're attempting to attach a file, it is possible that your information will be lost. We recommend that you wait a few minutes for the server problems to be corrected and then log back into the appropriate system and check the status of the file you were attaching.

• If the file is in the list, and you can view the file in its entirety, then there is no need to make any changes.
• If the file is in the list, but you cannot open it or view it, then delete the file and attempt to reattach it. If the file is not in the list, then please attempt to attach the file again.

Q: How often are the attachments backed up?

A: The folder on our server where the attached files are saved is backed up twice a day. There is also a real-time copy of all attached files made to our server at Rhodes Hall, which helps us minimize the chance of losing any data.

Q: If I attach a file electronically, do I have to keep a paper copy for my own records?

A: We do not recommend that you keep a paper copy of the files you are electronically attaching, unless some other stipulations apply. 

Q: How will I be able to tell the attached files apart?

A: The attachment system was built with the ability to enter a description of the file being attached. This file can be described in any manner desired, to help with identifying of the purpose and type of documentation the file is supposed to represent.

Q: Why does the attachment system only allow me to attach files up to 5MB in size?

A: A restriction of 5MB was imposed to attempt to prevent the uploading of excessively large files, which would put an unnecessary burden on our servers. Initial estimations indicated that it would not be necessary to upload very many files that exceed 5MB in size either, so the initial restriction of 5MB was implemented. If you are experiencing problems or have a need to upload a file larger than 5MB, please contact the support staff at finsys-developer@cornell.edu .

Q: How do I edit a file that I attached?

A: There is no way to edit a file once it has been attached. If a file is attached and an error is discovered, you must view the attachment and save it to your computer. Once the necessary changes have been made, you should upload the new version and delete the old version of the attached file.