Introduction: Before respondent teams start to provide their responses to primary and subsidiary questions (i.e. at the preparation phase) , all relevant documents (such as laws, regulations, guides, procedures, etc.) are expected to be included in the system attachments list by the administrator so that respondents could only link (attach) these documents as written evidences to their responses. This way duplication of attachment of the same document by multiple users could be avoided.
However, if respondents do not find a particular document they want to attach as evidence to their response, they are also able include documents to the list.
I. To include relevant documents in the system attachments list by the administrator before the self-assessment undertaking starts:
1. Click the Attachments button at the Lifecycles tools tab and the Attachments tab page will open (Note: You need to Click the SARIS Lifecycles tab page to be able to see the Lifecycles tools tab)
2. Click the Add button at the Data group.
3. When the New Attachment tab page is open, do the following:
i. If you want to add a single document, locate the attachment (using the Browse button) and open in the Attach File field
ii. Insert a meaningful and self-explanatory name for the attachment
iii. Provide detail Description of the document
iv. Click the Save & Close button in the Editing group if you want to save and exit.
[Note: You can also attach multiple documents simultaneously using the Add Multiple files tab. When adding multiple files ensure that the file names are meaningful and self-explanatory since at this stage you would not be prompted to provide description]
II. To link a document in the system attachments list as written evidence to your response:
1. When you have opened the Module [title] tab page for primary questions, or the Subsidiary Questions tab page for subsidiary questions, click the Attachments tab
2. Select the document you want to link with your question from the list in System Attachments
3. Click the Link button at the Attachments group
4. Click the Save button at the Editing group
Note: If you cannot find the document you want to attach as evidence to the particular question, i.e. it has not been included in the system attachments list initially by the administrator, you can include it in the list using the Attachments tab, if you also have an Uploader role. Once the document is added to the system attachments list, it needs to be linked to the particular question as an attachment. To do this action:
1. To add the document to the system attachments list, click the Add button in the Attachments group, and follow step I. 3 (i – iv) above.
2. To link the document (when it is added to the system attachments list) to a particular question, follow step II. 1 – 4 above
Note: A user can attach a document to the system attachments list only if the user has an Adminstrator role, or an Uploader role [See 'Creating Users' page]
Note: If a user changes his/her mind about the documentary evidence provided for his/her response (or links the wrong document), the link between the document and response can easily be removed [after selecting the document(s) to remove] using the Remove button in the Attachments group.
Note: Attachments that have been provided as documentary evidence to some responses are kept in the database of SARIS permanently and cannot be deleted. Attachment documents can be deleted from the database only if they have never been linked with any response.
