📄 Uploading Documents to GrantKeeper

Efficient document management is key to successful grant administration. GrantKeeper makes this process as smooth as possible by providing multiple ways to upload and manage your receipts, invoices, and other important documents. This guide will walk you through the various document upload methods and features available in GrantKeeper.

🗂️ The Documents Page

The Documents page is your central hub for all document management activities. Here, you can:

• Upload new documents directly through the web interface
• Configure email forwarding for easy uploads
• View, organize, and manage your existing documents

Let's explore each feature in detail.

🖱️ Method 1: Direct Upload through the Web Interface

The most straightforward way to add documents to your GrantKeeper organization is through our web upload interface:

1. Navigate to the Documents page in your GrantKeeper dashboard
2. Look for the Upload Documents section, which features a drag-and-drop interface
3. Either drag files from your computer or click to browse and select the files you want to upload
4. The system will process your documents and add them to your organization's document library

This method is perfect for uploading multiple documents directly from your device. The interface supports various file types and will alert you if it detects potential duplicate documents.

📧 Method 2: Email Forwarding

For the ultimate convenience, GrantKeeper allows you to upload documents by simply forwarding emails containing attachments:

1. On the Documents page, expand the Upload via Email forwarding section
2. Copy your organization's unique email address (it will look something like upload+your-org-name@grantkeeper.mail)
3. Forward any email with document attachments to this address
4. The system will automatically extract the attachments and add them to your organization's document library

This feature is particularly useful for:

• 📱 Team members who are on the go and receive invoices/receipts via email
• ⚡ Quickly forwarding digital receipts as soon as you receive them
• 🔄 Maintaining a digital trail from inbox to GrantKeeper

⚙️ Email Forwarding Settings

GrantKeeper gives you fine-grained control over email forwarding with several configuration options:

💬 Email Replies

Toggle this setting to control whether GrantKeeper sends confirmation emails after receiving forwarded documents. You may want to disable this if you have automated email forwarding set up to prevent potential feedback loops.

🔓 Unverified Uploads

By default, GrantKeeper only accepts documents from verified sources (organization members). However, you can enable Allow Unverified Uploads to accept documents from any email address. This comes with a warning, as it may increase the risk of spam or malicious content.

✅ Additional Allowed Email Addresses

Even with unverified uploads disabled, you can maintain a list of trusted external email addresses that are allowed to forward documents to your organization:

1. Enter the external email address in the input field
2. Click Add to include it in your allowlist
3. The address will appear in the list below, and you can remove it at any time by clicking the X icon

This is perfect for working with external contractors, partners, or team members who might not be part of your GrantKeeper organization but need to submit documents.

🏷️ Organizing Documents with Tags

Once your documents are uploaded, you can use GrantKeeper's tagging system to keep everything organized:

1. Each document has a tag menu accessible from the document card's options menu
2. Click the menu (three dots) and select "Manage Tags"
3. Add new tags by typing them in the input field and pressing Enter or clicking the plus icon
4. Remove tags by clicking the X icon on any existing tag

Tags are a powerful tool for organizing your grant-related documents in a way that makes sense for your specific projects and workflows. For Innovate UK grants, you might consider tags like:

• Q1-2024 or Q2-2024 to track expenses by reporting period
• Travel, Equipment, or Software to categorize by expense type
• Project-Alpha or Project-Beta to separate documents by project
• Pending-Review or Approved to track approval status
• Supplier-Name to quickly find all documents from a particular vendor

This flexible tagging system allows you to create a custom organization scheme that supports your grant management processes and reporting requirements.

🤖 Automatic Tag Extraction for Email Uploads

When you forward emails to GrantKeeper, the system automatically extracts and applies relevant tags from the email content:

• 📝 The subject line of your email becomes a tag
• 📨 Email addresses found in the email content (from, to, cc, and within the body) are extracted as tags
• 🔍 These automatically extracted tags help you quickly find related documents later

For example, if you forward an invoice with the subject "Project Alpha - Marketing Expenses" from your supplier's email address, GrantKeeper will automatically tag the document with "Project Alpha - Marketing Expenses" and the supplier's email address. This automatic tagging saves you time and provides immediate organization.

The tags are attached to all documents uploaded via that email, so forwarding a single email with multiple receipts will tag them all consistently. You can always add, edit, or remove these automatically generated tags after upload.

You can use the document filtering and search features to quickly find documents with specific tags, making it easy to locate what you need even in large document collections.

✨ Automatic Processing

After uploading documents through either method, GrantKeeper does the heavy lifting:

• 🔎 Extracts key information from your receipts and invoices using OCR technology
• 🔗 Helps match documents to transactions when appropriate
• 🔒 Stores everything securely for easy access

This automatic processing saves you valuable time and reduces manual data entry errors.

🚀 Getting Started Today

Ready to streamline your document management process? Head to the Documents page in your GrantKeeper dashboard and start uploading your first documents. Whether you prefer direct uploads or the convenience of email forwarding, you'll quickly discover how much time and effort GrantKeeper can save your team.

Remember, efficient document management is the foundation of successful grant administration. With GrantKeeper, you'll never have to worry about lost receipts or disorganized files again.

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Looking for more GrantKeeper tips? Check out our other guides and tutorials in the Resources section.