F&A Updates - March 2020 - Week 3

Dear Colleagues,

We hope you are beginning to be more settled into remote routines. Many of us are working through the challenge with balancing our own remote work routines while assisting family and colleagues to attain their routines. We all have accomplished so much and we are so thankful at how well everyone is doing.

Below you will find guidance and resources for Employee Time Management, Managing document size, eForm “Save without Submitting”, Document encryption, as well as, Adobe Digital ID signature guidance.

Supervisor Time Management Review

  • It’s Biweekly Payroll processing day.  Supervisors should have received their Time Detail Reports. We’ve put some Employee Time Management guidance to assist.

Managing Document Sizes

  • Over the last week, we have heard from a few of you on having difficulty uploading documents into a Finance eForm and are receiving an “Unable to connect or authenticate to the Finance E-Forms OnBase Web Service while uploading a Related Document” message.
  • Depending on your internet service, large files could be a culprit. When selecting a document to upload, check the file size. Depending on your connectivity, anything over 3,000KB (3MB) may cause you problems. This is particularly true for PDF and image files of receipts, invoices, etc. 
  • There are a couple things you can do to make this work better for you.
    • For images (jpg, gif, png), use your image editor to trim and crop out any unnecessary blank space and resize the image so 100% of the image is readable either on a single screen or the font appears to be at approximately a 12 point font.  
    • For PDF's or other files with images, you can take a snapshot of an area of the screen using quick keyboard shortcut:
      • Quick keyboard shortcut
        • for Windows -> Windows+Shift+S
        • for Mac OS -> Command + Shift + 4
    • Then paste this into your favorite imaging editing tool such (as Paint) and use the image guidance from above.

Finance eForms: Save without Submitting

  • Another helpful hint for those of you struggling with uploading documents.
  • After completing the data entry on your eForm, click “Save without Submitting”. This will allow the data on the form to be saved, so you don’t lose it if there is an error while uploading documents.  Once saved, refresh the browser window and upload your documents. 

Encrypt/password protect Microsoft Office and Adobe Acrobat (pdf) documents

  • When sending and receiving documents with sensitive (SSNs or other personally identifiable information (PII)) outside of the Dartmouth email server, we encourage you (or whomever you are working with) to encrypt and password protect documents. Instructions on how to do this in Microsoft Word and Adobe PDF are below. 

Two emails:

  • Once the document is encrypted, two emails should be sent to keep the encrypted document and the password to the document separate.
  1. one email should be provided to share the encrypted document
  2. send separate email should be sent with the password to the encrypted document

Add a password to Microsoft Office

  • The procedure is standard for most Office applications, so for this example, we will use Microsoft Word 2016.
  • First, open the Office document you would like to protect. Click the File menu, select the Info tab, and then select the Protect Document button. Click Encrypt with Password.
  • Enter your password then click OK.
  • Enter the password again to confirm it and click OK.
  • Microsoft Word will now indicate the document is protected. Each time you open the document, you will be prompted to enter your password to access its contents.
  • Please refer to Microsoft Office support website for more details.

Add a password to Adobe Acrobat (pdf)

  • Open the PDF and choose Tools > Protect > Encrypt > Encrypt with Password.
  • If you receive a prompt, click Yes to change the security.
  • Select Require a Password to Open the Document, then type the password in the corresponding field. For each keystroke, the password strength meter evaluates your password and indicates the password strength.
  • Select an Acrobat version from the Compatibility drop-down menu. Choose a version equal to or lower than the recipients’ version of Acrobat or Reader.
  • The Compatibility option you choose determines the type of encryption used. It is important to choose a version compatible with the recipient's version of Acrobat or Reader. For example, Acrobat 7 cannot open a PDF encrypted for Acrobat X and later.
    • Acrobat 6.0 And Later (PDF 1.5) encrypts the document using 128-bit RC4.
    • Acrobat 7.0 And Later (PDF 1.6) encrypts the document using the AES encryption algorithm with a 128-bit key size.
    • Acrobat X And Later (PDF 1.7) encrypts the document using 256-bit AES. To apply 256-bit AES encryption to documents created in Acrobat 8 and 9, select Acrobat X And Later.
  • Select Encrypt All Document Contents
  • Click OK. At the prompt to confirm the password, retype the appropriate password in the box and click OK.
  • Please refer to Adobe Acrobat’s website for more details.

Adobe PDF Digital ID Signature

  • With remote working, we are working to allow digital signatures on more and more of our documents and have provided guidance on Adobe PDF Digital ID Signatures on our site.

Have questions or suggestions on these updates?  Send your notes to Finance Outreach at: financeoutreach@groups.dartmouth.edu.

Be well and keep in touch with each other and us.

 

 

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