Overview

This Quick Reference Guide (QRG) is intended for users who want to scan and upload documents to their sourcing projects in eMaryland Marketplace Advantage (eMMA). It gives guidance on scanning documents with a variety of methods and shows how to add a document draft to a sourcing project and publish it so others can view it. It also includes a training video and instructions so you can choose the best method from which to learn.

NOTE: You can only add documents to sourcing projects that you are responsible for, and only your sourcing project Team members can view them. Vendors can view your documents if you grant them permission. Documents stored here can be copied to the solicitation and shared with Vendors, if desired.

• Scanning Documents
• Add a Document to a Sourcing Project

NOTE: For best results, use the Google Chrome browser to access eMMA.

If you need help at any time, please reach out to the eMMA helpdesk at emma.helpdesk@maryland.gov. 

Scanning Documents

eMMA cannot accept paper documents as part of the procurement process. Paper documents must be scanned and uploaded to sourcing projects in eMMA. There are many ways to scan a document on many devices and different operating systems. Due to that variation this section lists the three most common ways to scan documents from a smart device, home office, or in-office scanners in Maryland State office buildings.

Scanning on a smartphone or tablet

If you have a smart phone or tablet, you can: 

1. Download a scanning application from the AppStore or from Google Play Store. 
2. Scan the document on your smart phone or tablet and email it to yourself. 
3. Open the email and save the document to your computer. 
4. From your computer, access eMMA and follow the directions to add a document to eMMA listed below. 

Scanning at home

If you own a scanner and work from home, you can: 

1. Scan the document. Search YouTube for a demonstration of your specific scanner, if needed. 
2. Save it to your computer. 
3. Access eMMA and follow the directions to add a document to eMMA listed below.

Maryland State In-Office Scanners

If you are working from a Maryland State Office building, you can use one of the office scanners to email a document to yourself. If you need assistance, email the DoIT Service Desk at Service.Desk@maryland.gov .

1. Scan the document on the in-office scanner and email it to yourself.
2. Open the email and save the document to your computer.
3. Access eMMA and follow the directions to add a document to eMMA listed below.

Instructional Video

This Video follows the steps written below. This lets you choose the learning method that works best for you. 

Step-by-Step Instructions

Add a Document to a Sourcing Project

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border indicates a required field, while yellow callouts with a black border  indicate optional fields. Letters within the callouts correspond to the explanations below the diagram.

NOTE: You cannot upload documents over 300,000 KB in size.

NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.

NOTE: You can only add documents to sourcing projects to which you belong.
 

1. Access eMMA at https://emma.maryland.gov and log in with your credentials.
   
   NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials.
   
   
2. Click the Sourcing tab at the top of the screen and select Browse Sourcing Projects from the drop-down menu that opens. A list of sourcing projects displays.
   
3. Use the Search fields and filters to find the solicitation and click the Edit (pencil) icon to the left to view the project.
   
   NOTE: You can only add documents to sourcing projects to which you belong.
   
   
4. Click the Documents tab in the left-hand side-panel to display the Documents page. Existing documents, if any, display in the Sourcing Project Documents pane.
5. Click the Create Document button in the Sourcing Project Documents pane. The Sourcing Project Documents pop-up window displays.
   
6. Enter information in the form fields. A red asterisk (*) indicates a required field.
   
   1. Title (*): Enter a title for the document. 
   2. Version (*): Enter a numeric value for the version of the document. The application will suggest the next version increment for each new revision.
   3. Summary: Enter a summary of the document. Once you click this field, text editing options appear above it. 
   4. Status: This field shows the status of your document. No action is needed here. 
   5. Click or Drag to add files (*): Click this button to choose a file from your device or drag and drop the file on this spot to add it.  The added file displays below this button. Click the X to the left of the document to remove it. 
   6. Sourcing Project: This field indicates the sourcing project associated with this document. No action is needed here. 
7. You have four options to move forward:
   
   1. Save as draft: Click this button to save the document as a draft. The Sourcing Project Documents window now shows the document listed (in the Information pane), tracking info of the document (at the bottom), and a Delete button (at the top) to remove the draft.
      
      NOTE: Other users cannot see documents in Draft status. Changing the Status to Approved makes it visible to others (see Step 7c).
      
       
   2. Save & Close: Click this button to save the document as it is shown and close the Sourcing Project Documents window. 
   3. Publish: Click this button to publish or “Approve” the document and make it visible to others. The Sourcing Project Documents window now shows the document status as “Approved,” a New Draft button to create a new draft of the document (at the top), a Delete button to remove the document (at the top) and tracking information (at the bottom).
   4. Delete: Click this button to cancel/delete the document from eMMA.
8. Unless you chose option b (Save & Close) or d (Delete) in the previous step, click the Save & Close button at the top of the window. 
9. Click the Save button at the top of the Documents page. 

Your document displays on the Documents page along with a current version, who created the document, the creation date, and the date last modified. Remember to click the Save button after making any updates or changes to your document. 

 Click the Edit (pencil) icon to the left of the document Title to edit the document (upload a new version). 

Click the Delete (trashcan) icon to the left of the document Title to delete the document.