1.SayPro Purpose
Uploading the completed report in both Word and PDF formats ensures:
- Accessibility and ease of editing (Word format)
- Consistency in formatting and secure sharing (PDF format)
- Compliance with SayPro document submission standards
- Flexibility for different stakeholder needs and review preferences
2.SayPro Preparing Your Files
- Word Document (.docx):
- Finalize the report in Microsoft Word or compatible software.
- Ensure all sections are complete, formatted correctly, and free of errors.
- Use the approved SayPro templates and branding.
- Save the file with the appropriate naming convention (e.g.,
DeptName_MonthYear_Report.docx).
- PDF Document (.pdf):
- Convert the final Word document to PDF to preserve formatting.
- Check that all elements (charts, images, tables) display correctly.
- Save the PDF file using the same naming convention as the Word file, replacing the extension (e.g.,
DeptName_MonthYear_Report.pdf).
3.SayPro Uploading Files
- Access the SayPro Document Submission Portal:
- Log in to the SayPro Website.
- Navigate to the Document Submission Portal or the relevant upload section.
- Select the Appropriate Submission Category:
- Choose the category or project folder related to your report (e.g., Monthly Reports, Research Outputs).
- Upload the Word Document:
- Click the upload button, browse to your saved Word file, and select it.
- Confirm upload success.
- Upload the PDF Document:
- Repeat the upload process for the PDF file.
- Complete Required Metadata/Fields:
- Fill out any form fields such as report title, author, submission date, and description.
- Submit and Confirm:
- Submit your files and wait for confirmation message or receipt.
- Save or screenshot the confirmation for your records.
4.SayPro Post-Upload Actions
- Verify receipt of your files with your supervisor or the SayPro management team if necessary.
- Be ready to provide updated versions or corrections if requested.
- Archive copies of both files securely in your department’s record system.
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