To Submit and View your Documents on ViewMate

(1) Prepare your documents

• Prepare your documents (using scanner or image editing software) and save them in the appropriate format - JPEG. Please be sure to include the .jpg or .jpeg extension in the filename.
• Name your file with 16 or fewer characters, letters and numbers only.
• Please do not use a number as the first character in your filename.
• Crop your document if necessary to display only the area of interest - this will reduce the document's file size.
• Remember, ViewMate will accept a maximum file size of 1MB per file.

Tips and recommendations on scanning and preparing your documents can be found in the FAQ (Frequently Asked Questions) section.

NOTE - A maximum of five (5) files per user per viewing cycle (7 days). If you have additional files, please DO NOT SUBMIT them until your current files have been removed.

(2) Log in to JewishGen

Log in to JewishGen or register as a new user to upload files and access your "My ViewMate."

(3) Submit your document to ViewMate

Use the Upload page to upload your document to ViewMate. After you confirm that the image is acceptable, you add the information about your file on another form.

You will then see all your submissions listed on a single page with the ability to edit any file, if necessary. You complete the submission process on the Listing page and receive a confirmation message after you submit each file. An email notification that your file has been submitted is sent automatically to the ViewMate Administrator.

(4) ViewMate Administrator prepares your document for display on ViewMate

Upon receiving notification that your file has been submitted to ViewMate, the ViewMate Admin will post your document to the ViewMate Viewing Gallery. Your file will NOT be displayed immediately. Under most circumstances, this will be done within 2-3 days.

(5) ViewMate Admin contacts you when the document is ready

When your file has been placed on the ViewMate site, the ViewMate Administrator will contact you via e-mail to notify you that the file is available for viewing.

(6) You announce the availability of your ViewMate document

Once your document is made available on ViewMate, you can publicly announce its availability in the most appropriate forum (such as JewishGen SIG lists).

(7) Viewing translations & other responses

When a volunteer posts a translation or other response to your submission, you will receive an email from ViewMate. To view that information:

1. Go to ViewMate and login to JewishGen as you do when you upload items.
2. Click the My ViewMate link. You will then be taken to your "My ViewMate" page.
3. On the left, click the Approved Postings (View Responses Here) link.
4. In the "Responses" column for the item to view, click the View Responses link.
5. On the next page, you will see all the translations or comments to your submission and the name of the poster. Click the Email Poster link to send a note of thanks or other message to the poster.

(8) Including translations & other responses in the Archive

To include or exclude responses when the item moves to the Archive:

1. On the page where you view responses, in the "Edit the Response:" column, click the Edit icon under "Edit the Response: Select to include or exclude".
2. On the next page, next to "Status", select from the drop-down menu to Display or Not to Display.
3. Click the Update Response button.
4. You will return to the item response page and your selection will be displayed in the "Response Status" column.

(9) Moving your submissions to the Archive

After 7 days from the posting date, ViewMate automatically moves your file to the searchable Archive. However, if you receive responses or translations that you were seeking prior to the end of the 7 day viewing period, you can move the file to the Archive yourself in your "My ViewMate." You can also choose which translations and responses to include in the Archive listing. To do this, follow items 1-4 in Step 8 above, if you have not already done this.