Working with Image Attachments on Expense Reports Receipts and Receipt drafts

OpenAir lets you add and manage image attachments to your expense reports and receipts using the Attachments tab. You can add an image attachment or file, view the attachment, share it on other applications and delete the attachment. For more information, see the following topics:

• Adding Attachments to an Expense Report, Receipt or Receipt draft in OpenAir Mobile

  Note:

  You can also add attachments when you create an expense report or receipt. See Creating an Expense Report.

• Viewing Attachments

• Editing attachments

• Sharing Attachments

• Deleting Attachments

Important:

Do not attach receipt pictures with unmasked credit card or other private data.

Adding Attachments to an Expense Report, Receipt or Receipt draft in OpenAir Mobile

You can add attachments to an expense report, receipt or receipt draft when you create a new expense report or receipt and at any time before you submit the expense report.

To add attachments to an expense report, receipt or receipt draft in OpenAir Mobile:

1. Go to the expense report, receipt or receipt draft you want to add attachments to, and tap the Attachments tab.

   For more information about the Attachments tab, see Expense Attachments in OpenAir Mobile.

2. On the Attachments tab do one of the following:

   • Tap the camera icon from the expense report toolbar to take a picture of a paper receipt for example.

     Note:

     You have to allow access to the camera for the OpenAir Mobile app from your phone settings. Pictures you take with the camera on your device are automatically saved to your photo library in a 40% quality compressed format (JPG) with a maximum width/height of 2000 px. The attachment file size depends on the resolution of the camera on your device.

   • Tap the gallery icon to select one or multiple pictures from the library on your device. You can select multiple pictures from the library.

   • Tap the cloud icon (iPhone) and select one or multiple files stored on iCloud or other locations.

   • Tap the file icon (Android) to select one or multiple files stored on your phone or associated to another app.

   Note:

   All the preceding options use native applications on your device. Refer to the vendor documentation for your device for information about steps to take the picture or select the files and return to OpenAir Mobile.

   After you take the picture or select the files and return to OpenAir Mobile, OpenAir Mobile uploads the pictures or files. The Attachments tab includes the new picture or files. A spinning icon (iPhone) or progress bar (Android) shows the uploading progress for each attachment.

3. On the dashboard, tap the Attach file widget and choose the way you want to add the attachment photo or file, as mentioned in the above step. Then tap the option to add the attachment on a new receipt, expense report or existing receipt, expense report. See, Navigating OpenAir Mobile.

4. After the attachments are uploaded, you can:

   • View the attachments – See Viewing Attachments.

   • Edit the attachments – See Editing attachments.

   • Share the attachments – See Sharing Attachments.

   • Delete the attachments – See Deleting Attachments.

Adding Attachments from the OpenAir Mobile Dashboard

To add attachments from the dashboard:

1. On the dashboard, click the Attach file widget.

   

2. Do one of the following:

   • Tap Open camera (iPhone) or the camera icon (Android) to take a picture of a paper receipt for example.

   • Tap Select photo from library (iPhone) or the gallery icon (Android) to select one or multiple pictures from the library on your device. You can select multiple pictures from the library.

   • Tap Select file from cloud (iPhone) and select one or multiple files stored on iCloud or other locations.

   • Tap the file icon (Android) to select one or multiple files stored on your phone or associated to another app.

   • Tap Cancel (iPhone) to cancel the action and return to the dashboard.

3. After you select the attachment photo or file, tap:

   • New expense report — To add the attachment file to a new expense report.

   • New receipt — To add the attachment file to a new receipt.

   • Existing expense report — To add the attachment file to an existing expense report.

   • Existing receipt — To add the attachment file to an existing receipt.

4. Tap Upload (iPhone) or Done (Android)to add the attachment file.

Adding Attachments from Other Apps

You can add attachments to your expense reports and receipts directly from other apps using the share function on your device.

To add attachments from other apps:

1. Go to the app or cloud service on your device.

2. Select the files you want to add as expense attachments in OpenAir Mobile.

3. Use the share function of the app on your device.

4. Select the OpenAir Mobile app.

   1. Tap Existing expense report and select an expense report to add the attachment to an existing expense report.

   2. Tap Existing receipt and select a receipt to add the attachment to an existing receipt.

   3. Tap New Expense report or New Receipt in Existing Expense report(Android only) to add the attachment to a new expense report or receipt and then tap Done.

5. Tap Upload.

Viewing Attachments

You can see a thumbnail of the attachment file on the Attachment tab or you can get a full screen view of the attachment file.

To view an attachment:

1. Thumbnails on the Attachments tab show a placeholder with the text "Tap to download" in place of the attachment preview if the file is not already stored on your device. Tap the placeholder to download the attachment file.

   Note:

   On Android, downloaded attachment files are saved to the following location: My files > Images > OpenAir.

2. Tap a thumbnail to view the attachment in full screen view.

3. (Optional) Swipe right or left to view the previous or next attachment.

4. Tap Done (iPhone) or the Back button (Android) to close the full screen view and return to the expense report or receipt.

Editing attachments

You can edit image attachment to show only the relevant information, and to ensure optimal readability. OpenAir Mobile lets you rotate and crop images, and adjust the brightness and contrast.

To edit an attachment:

1. On the Attachments tab, do one of the following:

   • On iPhone: Tap the more icon on the thumbnail then tap Edit.

   • On Android: Tap the attachment then tap Edit.

   Note:

   For more information about the editing tools, see Image Attachment Editing Tools.

2. Tap Done to save the changes and return to the Attachments tab or tap Cancel to cancel the operation.

Sharing Attachments

You can export an attachment file to other applications on your device.

To export an attachment:

1. On the Attachments tab, do one of the following:

   • On iPhone: Tap the more icon and tap Share.

   • On Android: Tap the attachment you want to share and the export icon on the toolbar.

To send an attachment file to another app (iPhone only):

1. On the Attachments tab, tap the more icon for the attachment you want to share. A context menu appears.

2. Tap Share attachment.

3. Choose an option for sending.

Deleting Attachments

You delete attachments from an expense report or receipt at any time before you submit the expense report.

To delete an attachment:

1. On the Attachments tab, do one of the following:

   • On iPhone, tap the more icon and then tap Delete

   • On Android, tap the attachment and then tap the delete icon from the toolbar.

   A confirmation dialog appears.

2. Tap Delete.

Note:

You can tap Cancel, to cancel the operation at any time .

To delete multiple attachments at the same time:

1. On the Attachments tab, do one of the following:

   • On iPhone, tap Select.

   • On Android, tap the select icon.

2. Tap the thumbnail for each attachment you want to delete. You can tap the thumbnail again to unselect the attachment.

   The top bar (iPhone) or the select icon (Android) shows the number of attachments selected.

3. Tap the delete icon .

   A confirmation dialog appears.

4. Tap Delete.

Note:

You can tap Cancel, to cancel the operation at any time .

Related Topics

• Expenses Lists in OpenAir Mobile
• Expense Reports in OpenAir Mobile
• Receipts in OpenAir Mobile
• Creating an Expense Report
• Editing Expense Report Properties
• Deleting Expense Reports
• Adding or Editing Receipts
• Deleting Receipts
• Submitting Expense Reports
• Approving or Rejecting an Expense Report
• OpenAir Mobile Icons