What is covered in this article?
- Documents Download Process
- Document Naming Options
- Downloading Documents from the Document Stepper
- Taking Notes on Documents
- Uploading & Deleting Documents
- Setting Document Status
Documents Download Process
Documents can be downloaded using the DOWNLOAD DOCUMENTS button on the form details screen or from the EXPORT > DOWNLOAD DOCUMENTS menu on the apply form list screen. Note that this may take some time if the files are large and or many forms containing a lot of documents have been requested.
Once this process has been completed, you will be notified by email, which contains a link to a ZIP file that can only be opened using the password entered during this process.
Document Naming Options
The default configuration for documents that are downloaded is to place the documents in a series of Nested Folders, where the relevant documents are stored in their respective folders. You also have the option to have the documents stored in a single Folder, where we will rename the files per the details below. This section option is better if you are uploading the documents into an online storage system.
Nested Folders
Once the Zip file has been downloaded and expanded, the documents for each student are stored in a folder whose name is based on the Student_Name_Application ID and within that folder are folders for each section under the documents stepper. The number of folders is dependent on how many sections you have included and the names is based on the section title. If your document section contains School Reports and there are two files uploaded in this section, then the nested folder is called School Reports and inside that folder are the two files that contain the files as they were originally uploaded.
Single Folder Option
Folder and File Naming Options
In addition to the above, you are able to have folder and file names with the following options:
For folders
- Student_Name_Application ID
- Student ID_Student_Name_Application ID
- External SIS ID_Student_Name_Application ID
For files
- Filename
- Section label_ Filename
- StudentLastname_StudentFirstname_filename
- StudentLastname_StudentFirstname_Section label_filename
- StudentID_Filename
- StudentID_Section label>_ Filename
- StudentID_StudentLastname_StudentFirstname_filename
- StudentID_StudentLastname_StudentFirstname_Section label_Filename
- External SISID_Filename
- External SISID_Section label_ Filename
- External SISID_StudentLastname_StudentFirstname_filename
- External SISID_StudentLastname_StudentFirstname_Section label_Filename
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Note: SIS ID should only be used if this value is being set by Enquiry Tracker automatically, otherwise it will be UNKOWN. Also you will need to have the SectionLabel included if using Single Folders |
Downloading Documents from the Document Stepper
Individual documents can be downloaded as required via the Document section or stepper of any form that had Documents set up to be collected.
This may be useful if you are seeking to download individual documents at a time (E.g. Birth Certificate only).
- Go to Form Entries > Apply Forms and locate the student for whom you wish to download documents for.
Tip: Use filters to narrow down the number of students shown in your application panel - Access the form details by clicking either Student Name or the Pencil/Edit icon.
- Access the Document section by clicking the Documents stepper located just below the application progress bar.
- Locate the individual document required for download and click the download icon under the Action column.
Note: Individual documents will be downloaded immediately and accessible via your web browser’s Download panel or your device Downloads folder.
Taking Notes on Documents
When families upload documents they may not always upload the required docs, as a result you will want to keep track of what you have reviewed and take any relevant notes for other staff members to see. To add a note:
- Go to Form Entries > Apply Forms and locate the student for whom you wish to review documents.
- Access the form details by clicking either Student Name or the Pencil/Edit icon.
- Access the Document section by clicking the Documents stepper.
- Scroll down to the relevant section you wish to review i.e. Birth Certificates
- You can review the document by downloading (see above) and take notes by clicking on the Pencil icon which will display the dialog below:
- Click OK and the changes will be recorded
Uploading & Deleting Documents
In the event that a family has sent an incorrect document that you wish to delete or that your School policy is to delete documents after they have been reviewed, you are able to remove or upload additional documents.
| Note: Documents can only be uploaded or deleted when an application has not be finalized |
Documents can be deleted by clicking on the delete icon.
- Go to Form Entries > Apply Forms and locate the student for whom you wish to review documents.
- Access the form details by clicking either Student Name or the Pencil/Edit icon.
- Access the Document section by clicking the Documents stepper.
- Scroll down to the relevant section you wish to review i.e. Birth Certificates
- Click the Delete icon to remove the document permanently
Documents can be uploaded from the same section in two ways
- Click the Upload files section and locate the file you wish to upload or simply drag and drop the file into the drop zone area and it will upload automatically
- Recommend to add a note with any document that you upload on behalf of a family to record the relevant details
Setting Document Status
Once documents have been reviewed for a specific section you can set the overall status from the Document Status menu. When this value is set it will update the document checklist summary section at the top of the application.
Options for Document Status that can be set by a school user are 9along with their document status icon color):
- Not verified - Empty
- Pending - Yellow
- Valid - Green
- Invalid - Red
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