Adding Required Award Program Attachments

Attachments can provide more information about a nominee and help in the selection of an award winner. Attachments will be requested on the online nomination form and can also be attached to the Nominations tab on the Award Nominations screen. Specific attachments can be defined on the Attachments tab by description, type, quantity, and whether or not they are required. For examples, resumes, application forms, photographs of a project, permits, and etc. may be required to evaluate a nominee.

Personify will not verify that the correct document has been submitted. It is the job of the administrator or reviewer(s) to review the contents of each attachment.

All attachments are uploaded to the file server and a folder is created for each nominee. The folder name is comprised of the award code, the full customer ID, the last name of the nominee, and the first name of the nominee. Individual attachments are automatically saved with a prefix of the award code and nominee’s last name.

Keep in mind that a change to the customer’s name will cause a mismatch in the attachment naming convention.

Organizations should clean up their file server periodically, so all of the attachments uploaded with awards nominations do not have a negative impact over time. The default setting for uploading attachments is to preserve all attachment attempts. However, there is an option to replace an existing file with the same name, if desired. For example, a user may abandon their work but already have uploaded some files. If they tried to upload the same files at a later time, the form can be setup to reject the duplicate files or overwrite the duplicate files. Duplicate files CAN be uploaded, but the file name will be suffixed in order to remain unique.

Recommendation: In order to help prevent the upload of viruses with attachments, install anti-virus (AV) software on all servers to ensure that all documents being uploaded are scanned immediately.

There is NO size limitation for attachments uploaded via the back-office. There is a 4MB size limitation for each attachment uploaded via the online nomination form and NO size limitation for all attachments uploaded via the online nomination form. This setting can be changed via the Internet Information Services (IIS) settings.

To add required attachments to an awards program:

1. From the Manage Awards Programs screen, from the Attachments tab, click Add.
The Awards Program Attachment window displays, as shown below.

2. Select the Type from the drop-down.

3. Enter the document Description.

4. Enter the Quantity of attachments.

5. By default, the Required checkbox is selected. If necessary, deselect the Required checkbox.

Attachments that are defined as required will be displayed with an asterisk (*) on the online nomination form.

6. Click Save.

If the text of nomination questions are changed, there will not be no record of which text was present at the time question were answered.

7. Repeat as necessary to add additional attachments.
There is no limit to the amount of attachments for an awards program.

Screen Element	Description
Add	Button. When clicked, displays the attachments window where you can define what attachments are required or optional for the nomination.
Edit	Button. When clicked, the attachment selected is displayed in the Awards Program Attachment window for editing.
Delete	Button. When clicked, the attachment selected is deleted from the grid.
Awards Program Attachment
Type	Drop-down. Indicates the user-defined type of attachment being defined. Values are populated based on the non-fixed AWD "DOCUMENT_TYPE" system type.
Description	Text box. The description of the attachment. Best practice: For awards programs being displayed on the web, it is important to ensure that the description of the attachment includes the number of attachments as well if the quantity is more than one. For example, if two transcripts are required, the description should read, “Please attach two copies of the nominee’s transcript.”
Quantity	Text box. Indicates the number of attachments required.
Required	Checkbox. Indicates that the attachment is required in order for the nominee to be considered for the award. It is the responsibility of the organization to monitor the nominations. If this checkbox is selected, an asterisk (*) will be displayed next to the attachment type on the online nomination form.
Save	Button. When clicked, the Awards Program Attachment window is closed and the attached record is saved and added to the grid on the Attachments tab.
Cancel	Button. When clicked, the Awards Program Attachment window is closed and the attachment record is NOT saved.