The Student Documents page can be used to upload and manage documentation related to a student. The uploaded documents will be stored in the Documents (DOC) table. Supported document files include MS Word documents, text files, MS Excel files, imagesor PDF files.
The Student Documents page can be accessed from Student Data | Other on the Navigation tree or from View All Forms.
Select Student Documents and the following page will display.
Users will need the following permissions to the Student Documents (DOC) security area in order to access and manage Student Documents:
- Read permissions to view documents
- Read and Insert to Add a document
- Read and Update to Modify a document
- Delete permissions to delete a document
Users will only be able to view documents that are related to a security area they have access to. For example, a sensitive medical document can be related to MHS, and only users who have at least Read permission to MHS will be able to view that document. If the Related to dropdown is blank, the document will be visible to all users who have permission to Student Documents.
Additionally, users with Administer permission to DOC will be able to change or delete a Student Document added by another user. Otherwise, only the user who uploaded the document may change or delete it and will receive the following message:
Even with Administer permissions, the following message will appear warning the user that they are about to change or delete a record that was created by another user:
Tables and Fields
The table and fields associated with the Student Documents page are:
- DOC.DT - Date
- DOC.GR - Grade
- DOC.NM - Document Name
- DOC.XT - Document Extension
- DOC.CT - Category
- DOC.SCT - SubCateogry
- DOC.TY - Related to
- DOC.LK - Lock
- DOC.UN - Uploaded By (username)
Add a Document
To add a document for a student, click the mouse on the Add New Record button.
The page will display in edit mode. Click the mouse on the Choose File button to browse to the document.
A Choose File to Upload box will display. Browse to the document to be added and click on the Open button.
The name of the document will be displayed next to the Choose File area. To upload the document click on the Upload button.
Note: if the file uploaded is a HEIC file (default iPhone picture format) it will be automatically converted to .jpg format
A Document uploaded message will be displayed. Click the Close button. Alternatively, click Cancelto cancel the upload.
Click the Save icon to save the document.
The document will be added to the Student Documents page for the selected student. The Date and Grade fields will default to today’s date and the student's current grade, but can be changed when the document is added or modified.
The Document Name will default to the selected document's name, but can be changed if needed by typing the new name into the Document Name field.
A document category can be added to the document. Click on the Document Category to display the default categories. Select a Document Category from the dropdown. Additional Document Category codes can be added to the COD table for table DOC and field CT.
The SubCategory field can be used to add a secondary category for the document. The SubCategory field values are stored in the Code table for table DOC and field SCT.
The Document Related to is used to relate the document to a Table. Only users with at least Read permission to that table will be able to see the document.
Selecting the Lock option will prevent the document from being modified or deleted accidentally, and will present a warning when they or another user attempt to modify the document.
The Uploaded by field will display the login name of the user who uploaded the document.
The Student Document page will now display the document information.
The Student Documents page has an checkbox to Only show Current Grade. If a student has documents for other grade levels, selecting this option will limit the page to only show documents related to the student's current grade level.
All of the Student Documents page headers can be sorted by clicking on the column headers.
View a Document
To View a document, click the mouse on the document icon under the View column and the document will display.
Modify a Document
To Modify document information, click on the edit icon.
The document information will display in edit mode. Make any changes and then click the mouse on the Save icon.
Delete a Document
To delete a document, click on the edit icon next to the document record. Next click on the Delete icon.
After clicking on the delete icon, the following confirmation will display. Clicking on OK will delete the record.
A Student Document can be related to or connected to the Intervention page for a student. Any document added on the Student Documents page with a Related to value of INV will display for the student on the Student Documents page and on the Interventions page.
The Interventions page includes a Documents tab on the left side of the page. Any document that was added on the Student Documents page with a Related to value of INV will display under the Interventions Documents tab.
Additionally, a student document can be uploaded on the Interventions page by clicking on the Documents tab.
The Student Documents upload page will display. Click on Add New Record to add a new document for the student. Any document uploaded for a student on the Interventions page will automatically populate the Related to field with INV.
Note: A document that is uploaded on the Interventions page can be managed through the Intervention page documents tab or on the Student Documents page.
Student Document List
The Student Document List is a report that lists a students document information. The report can be run from the Student Documents page for a single student or from View All Reports for all students. The following is an example of the report.