Uploading Emailed and Mailed Documents

Owned by Adrienne Schafer
Last updated: Aug 14, 2024 by Danielle Dill
3 min read

When documents come in via mail, email, or fax, these documents need to be uploaded under the proper Entity, creating the correct Activity based on document type. The following steps outline the process for uploading documents into MiEHDWIS.

Unless documents come in together via mail, email or fax, please do not add new documents to a previously created activity. Create a new activity, and if applicable, link to a previously created activity. For guidance on linking, visit How do I link activities togethers?

  1. Starting on the Entity Overview page, click on the Activities, then Create.

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  2. Fill out the required fields on the Create Activity dialog box and then click Save.

    1. Activity Name: If you are unsure of what to name the activity, check out Suggested Naming Convention for CWS Files/Activities

    2. Activity Type: If you are unsure of the correct activity type to choose, check out CWS File Types, Activity Types, and Activity Categories

    3. Submitted Date: Date the document was received by EGLE

  3. From the Activity Overview page, click on Files Drawer on the right navigation bar.

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  4. Click Browse or drag files.

  5. Upload or drag the file(s) associated with the Activity onto the screen.

    1. If applicable, also upload email received.

  6. Fill out the file(s) details including:

    1. File Type - Select the appropriate file type that best fits the document upload from the drop-down list.

    2. File Name – If uploading from email, leave file name as it was received in the email. If file was scanned and then uploaded, apply the CWS standard nomenclature to file name.

    3. Submitted Date - Enter in the date in which the data was reported to EGLE. Most often this is going to be the email received date.

    4. File Month – If the data is reported monthly, e.g., MORs, monthly total coliform results, select the month in which the data reflects. Select the month from the drop-down list.

    5. File Year – If the data is reported on an annual frequency, select the year in which the data reflects, e.g., annual pumpage report, consumer confidence reports, etc.  For all other file types, select the current year, e.g., reliability study, general plans, tank inspection, etc.

    6. File Description – Optional field.

  7. Click Upload.

  8. Make sure the file(s) details look correct. Close out of file drawer.

    1. If file details need to be edited, click on the File Name (hyperlink) of the file that was just uploaded to get to File Details.

      1. When on the File Details screen, click Edit.

      2. Make necessary edits, click Save.

      3. Go back to the Activity Overview page. This can be done by clicking on the Activity ID | Activity Name in the breadcrumb trail.

  9. Click Transition, then click Notify Reviewer.

    1. This is a crucial step in the process. This step notifies the next internal reviewer in the process. Double check to make sure a Workgroup and/or Individual person is listed under Assigned Workgroup and/or Assigned Individual. 

Still need help? Submit a ticket to the Internal MiEHDWIS Help Desk and someone from our team will get back with you.