Documents

Last Revised: June 5, 2019

The Documents screen can be used to store and retrieve any type of document, spreadsheet or image and associate the document with an account or jurisdiction. Depending on a user's security settings, documents can be deleted or hidden from view.

This screen can be accessed from the Main Menu.

The following user entitlementsmust be set for each user who needs access to the Document screen. They are part of the Manage Permits Document task.

Users having the LP_SUPER_USER job can view this screen.  See Tasks, Entitlements, and Jobs for more information.

Entitlements:

BLW_DOCUMENTS - Allows users to access the Documents screen.

LP_DOCUMENT_ADD - Allows users to add a document..

LP_DOCUMENT_COMMENTS_UPDATE - Allows users to change the comments and descriptions attached to a document.

LP_DOCUMENT_DELETE - Allows users to delete a document from the system once it has been added.

LP_DOCUMENT_VIEW_ALL - Allows users to view restricted documents.

Searching for, Viewing and Deleting Documents

  1. From the Main Menu, select Products, then Documents, or click the Documents button at the top of the Account Status and Owner screens. On these screen, the Documents button will be accessible only if documents already exist for the account.
  2. The Documents screen lists any documents that are associated with the account. If no documents are available, the Documents screen opens in 'query mode', which allows you to search for an account. After doing a search, you can view a document or make changes to the comments.  
  3. To do a search, enter an account number (without the leading characters).
  4. Press F8. The  documents found for the search criteria will be listed.
  5. To view a document, click the button with the asterisk (*) on it at the end of the row for the document you want to see.

Note: If the asterisk is missing, the document is restricted from your view.

  1. If you have the DOCUMENT_COMMENTS_UPDATE entitlement, you can change an existing comment. You cannot change the contents of the uploaded document.
  2. To Delete a document, highlight the row and click the Delete button on the lower right side of the screen. Click Yes  to the confirmation message. The document is deleted without having to press Save.

Adding Documents

  1. From the Main Menu, select Products, then Documents, or to add documents related to jurisdictions, click Administration, then Tax Unit Maintenance.
  2. The Documents screen will open. (From the Tax Unit Maintenance screen, click the Jurisdiction Documents button to see this screen.) You do not need to do a search before adding a new document.
  3. If the account has documents stored already, they will be listed in the Documents screen. If not, a message appears saying no data can be found. Certified E-statements generated from the Online Products Delinquent Tax screen are added automatically to the Documents screen.
  4. Click the Add Document tab.
  5. Enter the Account Number This may be auto-populated if you have come to the screen with an account number.
  6. Enter a comment or note in the Reference field.
  7. From the drop-down list, select a Document Type. Current options include BPP Due/Delinquent, Beer/Wine & Liquor Card, Business Closing, Change of Address, Payment Not Processed Letter, Payment Agreement, Payment Reversal, or Other Document.
  8. Enter a short description in the Description field.
  9. Enter Comments in the space provided.
  10. If the document to be stored pertains to several accounts, the image can be stored for all of the accounts. Click the Add Multiple Accounts button. The Add Multiple Accounts window will appear. If the accounts are listed in the trigger table, the request sequence number can be entered here to retrieve the accounts. The accounts can also be entered manually on the popup window.

Note: Entering multiple accounts must be done by either a request sequence number or manual entry, but cannot be done by both at the same time.

  1. Click the Browse button to find the file to be stored. Use this window to locate and select the file to be stored. Once the file is selected, the directory and file name should appear in the File Name field. The file name must be shorter than 50 characters.
  2. If you want this document to be viewed by some, but not all users, check the Restricted box before uploading the document. To view a restricted document, the user must have the user entitlement DOCUMENT_VIEW_ALL checked.
  3. Click the Upload Document button.
  4. Click OK to the confirmation message. When the file has been loaded to the system, there is no further saving to be done.
  5. To view an uploaded document, refer to the Searching for, Viewing and Deleting Documents section of this topic.