Embedded Files
Process:
The following document will walk you through obtaining a UPDOCS template, entering your data into it, uploading it to CORE, and checking the results. If you have any questions about any of the below, please send them to core.help@state.co.us with a copy of the template(s) you’re trying to upload.
Download your UPDOCS template
Download a new UPDOCS template from the CORE Help website. Note that the old ATS templates cannot be used in the UPDOCS upload process or they will fail. This also applies to PDF documents. The templates can be found on this shared drive: https://drive.google.com/drive/folders/1TpNHw3eoqUmAFsVCpEH9gAGmRTcc6AuP?usp=drive_link
Add data to your UPDOCS template
Update the UPDOCS template to contain your upload data. Follow these instructions when adding your data
a. Do not add more than 1000 rows to your uploadCheck the “Instructions” tab of your spreadsheet for any additional rules that may apply to your specific transaction.
b. Enter a new Spreadsheet Doc ID for each transaction you plan on generating, not for each row. For example, if the first 3 rows of your
spreadsheet will comprise one transaction in CORE, then name them all 1, then move on to 2 for the next group of lines that comprise a
transaction.
This method will replace the alternate method of breaking out transactions by document names or vendor entries in ATS.
c. All fields with an asterisk denote a required field which must be filled in or the template will not process.
d. Clicking on a field name in row 4 will provide a field information such as
max character, formatting limits, and other information
e. Auto Numbering for your transaction ID must be entered as
“true” (a dropdown exists in this field with True as the only
option). A prefix can be added to the Transaction ID number,
as it was in ATS, by entering one in the ID field. This will
result in your transactions starting with the prefix and ending
with the autonumbered entry.
f. Note that some fields will come before the grouping they belong to as
they are more important to the transaction creation than the other
fields in their transaction section. For example, these two entries are
grouped with some of the header fields in the first columns of the
spreadsheet.
Upload your UPDOCS template
Enter UPDOCS in the global search bar and select the Financial option from those available.
2. Select the Upload Spreadsheet option in the upper right-hand
side of the UPDOCS page once you have navigated there.
3. On the next page, select your UPDOCS template to upload by clicking the Browse button and selecting it or dragging it to that section.
Then, enter the transaction code in the Transaction Code field.
Before
After
4. Click the Upload button in the upper right-hand side of the same
page in Step 3.
5. If the template is successfully uploaded, you will get a message that reads “Uploaded file has been queued for processing successfully.
Click on View logs to check upload status.”
6. If you need to upload any additional templates, you can do so on this page by repeating Steps 4 and 5.
If you are done uploading and want to check the status of your uploads, click the Cancel button on the upper right-hand side of the page to review your results. If you want to check the results of your first upload, then move on to the next section to finish, and then return and repeat Steps 1-5 in this section.
Checking Upload Results
Enter your User ID and file name (if only looking for one specific file result) along with the Last Updated Date to check your uploads. If you would like to search several different entries, just enter your User ID and date, or just your User ID if you want to broaden the search further.
2. Searching in Step 1 will let you know what the status of your upload is. To the right of the status code, click the 3 dots, then Related Pages,
then View Logs.
3. The following page will provide you with all the transactions created for the upload identified. A successful transaction will have a version
number of 1 and you can review and submit it by clicking the ID # for each one. If your version number is 0, then the transaction was not
created, and clicking the ID will provide you with the errors encountered with the upload so you can fix them and resubmit.
4. Errors encountered may vary but are usually the same type of errors encountered when validating an ATS upload with issues. If you run into
any errors returned that you cannot decipher, please email core.help@state.co.us with a copy of the file that caused the error and any
additional information you can about your issue.
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