Common queries on Documents Upload function on SOAR

How do I add documents to my appraisal?

Files can only be uploaded directly to Form 3 Domains now.

We have removed the function where users would upload documents to the "My Documents" library, and archived this as part of the redesign.

Previously the Documents Library caused a lot of confusion with users who would neglect to link uploaded documents to their Form 3 Domains for submission. This change focuses the Appraisee to work on providing supporting information per forthcoming appraisal.

Older documents can still be accessed through "Archived", then "Archived Documents" from the menu on the left.

We are working on a function that enables users to select files from the Archived Documents Library - we hope this function to be deployed in the coming weeks.

For more technical information on uploading documents, see the "Uploading Documents" section in the Appraisees help guide.

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Is there a limit on file size?

Max 12MB per upload - you can upload as many files as you like, but the combined size per upload must not exceed 12MB.

If you have a file that is 12MB, upload that separately first before you upload other files.

If the file you are uploading is more than 12MB, try converting the file to PDF, it may reduce from your original file size.

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Are there any files (types/formats) I cannot upload?

There is a "white list" of acceptable file types that you can upload to SOAR.  For security reasons we have not disclosed this publicly, but the list is quite extensive and includes most of the file types associated with PC and Mac users, Microsoft and OpenOffice files, JPG and PDF etc.

If you have a particular file that you are unable to upload, contact the helpdesk with details of the file (file extension, where it originated from), and we will see about either extending the whitelist or help you convert the file to a more common file type.

Remember, if the file type is rare / unique, chances are, your appraiser might not be able to download and open the file - best keep your files in common cross platform file extensions (.RTF, .PDF, .JPG etc)

Please visit Technical Queries section for more information on file formats.

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My appraiser / work computer cannot open my uploaded files?

If your appraiser has difficulty opening your uploaded files, or indeed if you uploaded files at home but find that you couldn't open them at your work computers, the most common scenario is that you are using a newer version of Microsoft (MS) Office at home. There are two ways to get round this problem:

1) When saving files in MS Word 2007, you can do "Save As" and change the file type from .docx to .doc

2) There is a Microsoft file converter that you can download to the machine running Word 2003, which allows it to open the .docx files. The direct link is:

http://www.microsoft.com/downloads/details.aspx?FamilyId=941b3470-3ae9-4aee-8f43-c6bb74cd1466&displaylang=en (this link opens in a new window)

Or you can Google "Microsoft file converter" and it should be the first link that comes up.

If you are using an Apple Mac, same approach applies, when saving the file, save it in the original file extension (.doc, .rtf etc) rather than the default Mac setting.

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I have uploaded several documents to SOAR, but my appraiser can't see it at their end - how come?

In most cases, this is because you have not yet submitted your forms for sharing.

To share any files with your appraiser for their review, you need to add them to the Interview, and then submit your forms.  An email confirmation will be sent to the appraiser notifying them of your forms submission.

For more technical information on submitting your appraisal forms, see the "Submitting Appraisal Forms" section in the Appraisees help guide.

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Who else can see my uploaded files?

All files uploaded or linked to the submitted Appraisal Forms are accessible to the appraiser and appraisee of that interview ONLY.

Please note that, if you uploaded files for this year's appraisal, and you have a new appraiser for next year, s/he will not have access to this year's uploaded documents.

Responsible Officers can also request access to all appraisal materials, including supporting information (not just the form 4). This is a new function on SOAR, where a Responsible Officer can "Request Access" to an appraisees submitted forms 1-3, including documentation. The appraisee will receive an email informing them of this request, and they can then allow access.

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This page was last updated on: 15/05/2015