Delete Documentation for a *DEFINE VP5 in the Image Retrieval System


How do I delete supporting documentation uploaded to the Image Retrieval System for a *DEFINE VP5 document created from the Request Forms System?

 

You can only delete supporting documentation in the Image Retrieval System for a *DEFINE VP5 document if you are assigned to the creator desk and the VP5 is currently on or has been returned or recalled to the creator desk.

If the VP5 is on the creator desk, any supporting documentation, including a VP5 cover sheet can be removed from the Image Retrieval System. Follow the steps below to delete supporting documentation for a VP5:

  1. Log in to the Image Retrieval System. 
  2. From the Image Type drop-down menu, select Document ID.
  3. In the Search Value field, type the document ID number.
  4. Click Get Image Info. A table appears with links to images previously attached to the VP5 document.
  5. Locate the image(s) to be deleted and select the DELETE option at the end of the row.
  6. When the DELETE option is selected, a dialog box appears with this message "By deleting these files, I confirm that they failed quality assurance reviews and do not serve as supporting documentation for approval of [document ID number]. For assistance, email Imaging and Documentation Services at oa.rec@austin.utexas.edu."   Click OK to confirm.
  7. Once the appropriate supporting documentation has been deleted in the Image Retrieval System, the VP5 can be approved by the creator.
  8. Go back to the VP5 document in *DEFINE. In the Action field, type APP and press ENTER.
  9. If there are images still attached in the IRS, a certification screen displays, "I certify that I have opened and visually reviewed the attached imaged files and confirm that they are legible and that all attached files serve as supporting documentation for approval of this payment." Type X in the field next to this statement and press ENTER to certify. This will route the VP5 document off of the creator desk.

Note: To upload new or replacement documents, including a newer signed copy of the VP5 voucher cover sheet, follow the steps listed in Submitting VP5 Cover Sheets and Documentation.