How to add an attachment to a file and submit the item for approval
How the attachment process is different if your administrator set up an attachment checklist template
Different ways to modify an attachment
Adding an attachment to a file
Before submitting an item for approval, drafters need to add attachments. The process for adding attachments will differ slightly, depending on whether or not your administrator set up an attachment checklist template.
Required attachment checklist template
If your administrator has set up an attachment checklist template drafters will see a list of required attachments when they navigate to the attachment tab. This is to prevent drafters from submitting an item for approval before all the required attachments are uploaded. Required attachment names will be in red text and non required attachments in black text. The attachment names will reflect what the administrator named them when creating the template. After uploading a required attachment, the attachment name text will turn green.
How to add an attachment
Complete the following steps from the Files Module while drafting a legislative file in Legistar:
Select the Attachments tab within the legislative files module
Click Attach from the bottom left-hand corner of the interface
Select the Attach File, Attach Hyperlink, Import from Laserfiche, or Scan option
Note: Attachments should be less than 100MB. Any attachment larger than 100MB may cause errors.
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Attach File
Locate the file for import > click the Open button.
Note: For optimal system performance, we recommend uploading attachments no larger than 100MB. The larger the file, the longer it may take to attach.
Note:If you attempt to attach an open Word document, the upload process is canceled, and an error message is displayed that instructs you to close the document before attaching it.
Attach Hyperlink
Enter a hyperlink in the field > click the OK button.
Import From Laserfiche
You may or may not see this option depending on whether you have the Laserfiche integration enabled.
Scan
1 Select a source from the Scan option > click the OK button. 2 Enter a Description and Expiration Date. (Optional) 3 Click Save.
Click Save
Repeat steps 2-4 for each attachment you need to add (Remember, required attachments appear in red text and then turn green once the attachment has been successfully uploaded)
Submit the item for approval
Submitting an item for approval
If a drafter tries to submit the item for approval before all the required attachments are added, they will receive an error message. The error message will not specify which required attachments are missing, however the drafter can go back to the attachments tab and look for red text.
Managing Attachments
In addition to adding an attachment, drafters can replace, open, edit, update, remove, or change the order of attachments. Also, attachments with an expiration date can be managed with the Attachment Utility tool in the Tools menu.
Replacing an Attachment
In addition to using the Attach button, drafters can now use the Replace button to replace any required or not required attachment with a file from their computer. After replacing an attachment, click Save.
Opening an Attachment
Click Launch to open the attachment.
Changing the order of attachments
Drafters can use the single arrows on the side of the attachments window to move an attachment up or down one space. Or, drafters can use the double arrows to move an attachment to the top or bottom of the list. Note: Items in red text (attachments that have not been uploaded) cannot be moved and will always default to the bottom of the list when the page is refreshed.
Removing an Attachment
Select the attachment.
Click Remove. You can also click the Remove drop-down arrow and select Remove All to remove all attachments from the legislative file.
Click Save.
Editing Attachment Properties
Enter a description in the Description field.
Enter a new name in the Name field.
Select a date from the Expiration Date field that will remove access to the attached file. The Expiration Date field may be hidden.
Click the Update Attachment Details button to update the fields with your new settings.
Updating Attachment Details
When running a report, you can only print the attachment when Print is selected as the Destination within the report interface. To print attachments with the report, you must select both the Print This Attachment with Reports checkbox from the Attachments tab and the Include Attachments checkbox from the Destination section of the Reports interface.
To make your attachment available on InSite, select the attachment and select the Show This Attachment on Internet Reports checkbox.
Existing files
When loading existing file, the required documents will load unless the file has a final action date set. In other words, if a file has a final action date, do not insert required documents when accessing the attachment tab.
