Q2. What types of documents may be attached to an online filing?
A2. Attachments to online filings must be in PDF (portable document format), TXT (text) format, or JPG (image file) format.
Text (.txt) files
Text documents can be created using Word Pad or Note Pad. One or both of these programs should be available from the Start menu of a computer.
A text document can also be created by typing the document in Word or WordPerfect and then saving the document in text format. Saving the document as "Text Only" will cause all document formatting to be lost, such as line breaks or paragraph indents. You can insert a break at the end of a line using the Enter key.
Choosing the "Save as type: Text Only with Line Breaks" option (if available) will preserve some of the document formatting. If Text Only with Line Breaks is not available, choose Text Only or Plain Text and edit the document’s formatting as necessary. If Plain Text is chosen, you may be asked if you would like to insert line breaks. Choosing “Yes” will automatically insert line breaks.
Rich Text Format (.rtf) should not be used.
PDF (.pdf) files
A PDF file preserves the fonts, graphics, and formatting of the original.
Adobe offers a free way to convert documents to PDF online at createpdf.adobe.com. You can create an account for a free trial or sign up for monthly subscription services.
Many programs include an option to save a documents as a PDF.
PDF documents may also be created by scanning a document to a computer and saving that document as a PDF.
JPEG (.jpg) files
JPEG is a commonly used file format for images. Many digital cameras download images to a computer in JPEG format, and many software programs (Adobe Photoshop, as an example) are able to convert other types of image files (such as BMP or GIF files) into JPEG files. A JPEG file may only be attached to a Trademark registration.
Q3. How large can my attachment be?
A3. Each attachment can be no larger than 400 KB. To check the size of a document, right click the document name and choose Properties. Up to five attachments may be added to an online filing.
The file size of PDF documents varies greatly. Documents with text will generally be smaller; documents that contain images will often be much larger. Documents scanned and saved in PDF are also much larger than text documents. This is because scanned documents are saved as images and the image has a much larger file size. If scanning results in documents larger than 400 KB, scan the document and save each page as a separate file, then add each one as a separate attachment (up to five).
Q4. How can I view my attachment while filing online?
A4. Once an attachment is added, the Manage Attachments page will indicate an attachment has been associated with the filing. To view the attachment, click the document name link. This link will be the name of the attachment as saved on the filer’s computer. You should always check your attachment to make sure that you have added the correct one. Once the document is filed, you can only correct mistakes by filing another form. After viewing the attachment, click your web browser’s Back button to return to the Manage Attachments page.
To remove an attachment before the filing is completed, select the check box next to the document title on the Manage Attachments page and click “Delete Attachments”. This will remove any attachments in which the text box was checked.
When you click “Continue”, you will be taken to the Transaction Preview. The preview page will provide an image of the Secretary of State form you completed and the document(s) you attached. If the attachment needs to be changed, click “Return to Form” at the bottom of the screen to return to the Manage Attachments page.
Q5. How can I view my attachment once the document has been filed?
A5. To view the attachment of a filed document:
From the Business home, select “Search”.
Enter the name or ID number. Click on “Search”. If you enter a name, a list of records with similar names will be displayed. Select the ID Number of your record.
From the Summary page, click on “View History and Documents”.
Click on the document number to view a document.
A PDF image of the document will open. The last page(s) of the PDF image will be the attachment(s).
Use the browser’s “Back” button to return to the History and Documents page.