Document Management Lindsey & Krystian

Overview Document Basics 101 Document Categories Confidential Documents Document Forwarding Document Approval Document Reports

Document Basics 101 Finding Documents as a Student: - My Account > My Documents Finding Documents as an Admin: - Select ‘View Document’ in student profile

Basics 101 Ctd… Important Notes on Document Specifications: No limit on the number of stored documents File size limit per document = 1 MB .doc, .docx, .pdf, .rtf are all acceptable files Cannot upload an encrypted PDF document and/or password protected – will produce error

Document – Configuration Setting The Document Upload Management Method: Make sure the configuration setting is set to “Document Approval Process”

Document Categories What are document categories? Document categories are the types of documents you allow students to upload. Resumes, cover letters, transcripts are all common document categories. Let’s set up one together!

Creating Limits Admins can set a limit on the # of documents a student can upload per category via Tools>Setup>Document Categories

Confidential Documents A confidential document category allows students to use the documents for applications, but they cannot view, add, or remove the document from their profile Great for recommendation letters!

Document Forwarding Think of this an auto-response to students after they upload their document. Admin decides who the message is sent to (student, faculty, or admin) and what content is in the email.

Document Forwarding A link to the uploaded document is automatically included. Examples of document forwarding: a confirmation for students, a notification for a faculty advisor.

Questions?

Student Side Student can view their documents, as well as the date submitted

Student Side When students view their documents, they can remove, view, or update – as well as view the date the document was submitted.

Document Approval Basic Process: Student notified via email (Template = Student – Document Approved) Sent to pending bin for review Student Uploads Document Approved Needs Revision No auto email sends, can create saved email template Document appears back in pending bin – with revised status Admin re –reviews. If approved, student is notified via email. Student uploads revised document

Document Status Pending – new to the pending bin Under Review – being reviewed by an admin Needs Revision – back to the student for additional work *Remember a document status of ‘needs revision’ will not appear in the pending bin Revised – Second time in pending bin Active – Approved! Email notification sent to student (if enabled).

Reporting New Report Type: Student-Documents - Allows you to report on all documents imported in system - Examples: Students who have an approved cover letter, students who have uploaded a resume since the beginning of the month Helpful 1-Click Report: Students with no default resume Let’s look at some reports together!

Questions?

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