Overview

The Documents page is where your unit keeps its important PTA paperwork in one organized place. You can upload files, see the documents created for you by guided tasks, and check where each one stands in the review process.

Some documents start as a task on your My Tasks list (for example, generating your bylaws). Others you simply upload yourself, such as a financial report or insurance form your state PTA has asked for. This article walks you through both.

Understanding document statuses

Every document shows a status so you always know where it stands:

• In Review — The document has been submitted and is waiting for a reviewer.
• Approved — A reviewer has accepted the document.
• Rejected — A reviewer sent it back. Check the task comments for what to fix.
• Uploaded — You added the document on your own (not tied to a task), so it simply lives in your records.
• Imported — The document was brought over from a previous system.

There is no separate “Submit” button on a document. When a document is part of a task, it is sent for review automatically. Documents you upload on their own are kept as Uploaded and do not need to be submitted.

Uploading a document

1. Open your unit’s Documents page from the menu.
2. Click Upload Document (it may also appear as Add Document).
3. Choose a Document Type from the list, then click Next. (These types are set up by your state PTA.)
4. Confirm the Term the document belongs to.
5. Click Add Files or use the file picker to attach your file. You can attach more than one file.
6. Click Save.

Your document now appears on the Documents page with the status Uploaded.

File requirements

• Each file must be 25MB or smaller.
• Accepted file types include PDF, images (PNG, JPG, GIF, WEBP, HEIC), Word documents, Excel spreadsheets, and plain text or CSV files.

Adding more files later

1. Open the document from the Documents page.
2. In the Files section, click Add Files.
3. Choose your file and save. The new file is added to the same document.

Generated documents (the guided bylaw flow)

Some documents, such as your bylaws, are created for you through a guided process instead of being uploaded. These usually start as a task on your My Tasks list.

When you open one of these tasks, you’ll see a short, step-by-step screen:

1. Review Draft — Click View Draft to open a draft copy of the document. The draft opens with a watermark so everyone knows it isn’t final yet. Read it over to make sure everything looks right.
2. Make Changes — If something needs fixing, click Make Changes to return to the guided questions and update your answers. Your draft updates automatically.
3. Submit for Review — Once the draft looks correct, click Submit for Review. The document is sent to the right reviewer(s) automatically based on your organization’s approval chain.

After approval, the final version is saved without the draft watermark.

Why use the guided process

The guided process fills in the document using information already in FutureFund Connect, so you type less and make fewer mistakes. It also formats things for you — for example, turning a number like 15.00 into $15.00 or “fifteen dollars and zero cents.”

Reviewing and approving (council, district, and state roles)

If you hold a reviewing role at a higher level, a submitted document will appear as a task for you. You can review the file, then accept it or reject it. When you reject something, please add a reason in the comments so the unit knows what to fix.

Tips

• If a document is Rejected, open the related task and read the reviewer’s comments for exactly what needs to change.
• Keep your unit’s board roster and financial details up to date so guided documents come out accurate.
• Document types are managed by your state PTA. If you need a new type or notice a problem, reach out to your state PTA administrator.
• An administrator can use the Regenerate action on a generated document to rebuild it from your latest answers if needed.