TROUBLESHOOTING: Uploading Files to GramTracker

Uploading scanned files to GramTracker


Uploading scanned filed to MJ Freeway’s GramTracker or GrowTracker systems is an excellent way to file records without having to shuffle through stacks of paper or folders. Files can be attached to many different records in the system, perhaps the most notable of which is the patient profile. This knowledge base will walk through making a scanned driver’s license file small enough, then uploading it to the patient photo field on a new patient profile.


1)      Scanning.

Almost every organization will have a different scanner, and each scanner may use different scanning software. If you need assistance scanning, please consult the website of your scanner’s manufacturer.  However, there are a few constants that must be kept in mind.

  • Files must be below 5MB (megabyte) in size.
  • Only files of a certain type may be uploaded, and this is based on the field to which you are uploading.  The patient photo field can only accept files that end with .png .gif  .jpg or .jpeg.

When scanning, you may need to make some adjustments in your scanning software to keep the file below a certain size. Look in a “Tools”, or “Advanced Settings” menu, for a setting named either DPI (dots per inch) or PPI (pixels per inch). Setting this to the lowest number shown, typically around 72, will drastically reduce the size of your file, making it much easier to upload.


Scanners also usually default to scanning the whole area of the scanning bed, rather than just the image you are trying to capture. However, most offer a movable selection box or cropping tool, to narrow down the scan to just the image. Here, you can click and drag on the black boxes to make sure that only the actual image is selected.


(Yes, this is my actual license. Yes, the photo is actually that bad.)

Typically, your scanning program will indicate the file size of the image, if it does not, you can use Windows to view this size through two methods.

After clicking on the item in a menu, Windows 7 will list the file size.

If you do not see this when single clicking on the image, you can right click on the image and navigate to the properties menu, which will describe the file size on disc.



2)      Uploading.

Uploading a file to GramTracker is quick and easy!

Here, we’ve navigated to:

Patients > Add a Patient

Down at the bottom of this form, there is a link that says “Open Supporting Documents”. Clicking this will expand the patient documents form.



Clicking in the Patient Photo field, or on the “browse” button will allow you to browse to where the file is located on your computer. After selecting the file, click “Open”. Next, you should see the file’s name  in the Patient Photo field, and can click “Upload”. After a few seconds, the file should then be attached.

After completing the Patient Profile form, scroll to the bottom and click “Save”.

 3)      Viewing the uploaded file.

Where you will view the uploaded file will depend on which type of file you’ve uploaded.

For example:

  • Product Images will be viewable on the Sales Menu, and will be exported to the website menu (if you use this feature).
  • Vendor licenses will be viewable only on the vendor page, to be used for reference.
  • Patient Files will show as a link on the Patient Record page, and will be links that can be clicked to cause that file to pop up in a new window.
  • Patient Photos will show directly on the Patient Records page


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