The Documents page enables administrators to upload, organize, preview, and control document visibility for enrollment forms. This page is designed for district administrators who manage documents that parents/guardians must review or sign during enrollment, including policies, handbooks, required forms, and acknowledgments.

From this page, you can:

• Upload and manage PDF documents for enrollment forms
• Organize documents into color-coded groups
• Preview documents with interactive form testing
• Add translated versions for multilingual families, including translated document titles

To access this page, navigate to Enrollment Setup > Documents in the left sidebar.

Table of Contents ↑

Prerequisites
Adding Documents
Document Groups
View Options
Filtering and Searching
Document Actions
Document Preview
Document Files
Editing Documents
Archiving and Deleting
Best Practices

Prerequisites ↑

To access and manage documents, users must have the following:

Adding Documents ↑

To add a new document:

1. Click the Add Document button in the top-right corner to open the upload wizard.
2. In Step 1: Overview, enter the document details:
   • Title (required) - The document name displayed to users (auto-populated from filename if left blank)
   • Group - Assign to a document group for organization (select "No group" to leave ungrouped)
   • Description - Brief summary of the document's purpose (max 500 characters)
3. Click Next to proceed to file attachment.
4. In Step 2: Attach Document, upload your PDF using drag-and-drop or click Browse File to select from your computer.
5. (Optional) Add translated versions by selecting a language from the dropdown, clicking Upload, and uploading the translated PDF. You can also add a translated title for each language version — see Translating Document Titles below.
6. Click Save to save the document.

Translating Document Titles

When you add a translated PDF for a language, an inline Title in language name (optional) input appears for that language row. Use it to provide a translated version of the document title so parents and guardians see the title in their preferred language.

To save typing, click the AI translate icon next to the input — this auto-populates the field by translating the English title into the selected language. You can edit the result before saving if needed.

Document Groups ↑

Groups help organize documents into logical categories with visual color-coding. Each group displays the number of non-archived documents it contains in parentheses.

Accessing Group Management

To access group management, click the Groups button in the toolbar (between View Toggle and Add Document).

Creating a New Group

To create a new document group:

1. Click Create new group in the Groups popover.
2. Configure the group:
   • Group Name (required) - Enter a descriptive name (e.g., "Required Forms", "Policies")
   • Color (required) - Select from ten predefined colors for visual identification
3. Click Save.

Available Colors

Editing a Group

To edit an existing group:

1. Hover over the group in the list.
2. Click the Pencil icon.
3. Modify the group name or color.
4. Click Save.

Deleting a Group

To delete a group:

1. Enter edit mode for the group in the list.
2. Click the Trash icon.
3. Confirm deletion in the dialog.

View Options ↑

Toggle between views using the View Toggle buttons in the toolbar.

List View (Table Format)

List view displays documents in a table with the following columns:

Sorting

Click any sortable column header (Title and Last Updated) to sort. The first click sorts ascending (A→Z, oldest→newest), and the second click sorts descending (Z→A, newest→oldest). An arrow indicator (↑ or ↓) shows the current sort direction.

Pagination

The list displays 10 documents per page. Navigation controls appear when more than 10 documents exist and show the current range (e.g., "1-10 of 45").

Grid View (Card Format)

Documents are organized into collapsible group sections.

Section Header

Each section header displays:

• Expand/collapse chevron icon
• Folder icon (colored for groups, gray for Ungrouped)
• Group name
• Document count badge
• "Drop here" indicator when dragging

Document Cards

Each document card displays:

• Document title
• Description preview
• File count indicator
• Action menu

Drag & Drop

To reorganize documents between groups:

1. Grab any document card to drag.
2. Drop onto a different group section header.
3. Visual feedback shows valid drop targets with "Drop here" text.

Expand/Collapse Controls

Click individual section headers to toggle, or use the Expand All / Collapse All button to affect all sections at once. Empty groups display placeholder text: "Drag documents here to add to this group."

Filtering and Searching ↑

Search Bar

The search bar is located in the top-left of the toolbar. It searches document titles and descriptions, with matching text highlighted in yellow in results. Search is instant (no submit required). Click the X icon to clear the search.

Group Filter Dropdown

Filter documents by group assignment:

• All Groups - Show all documents regardless of group assignment
• Ungrouped - Show only documents without a group assignment
• Group name - Show only documents in the selected group (displays color dot)

Tab Filtering

• All Documents - Shows all documents (excludes Archived)
• Archived - Shows only archived documents

Document Actions ↑

Access document actions via the three-dot menu (⋮) on each document row or card.

Document Preview ↑

The preview dialog provides an interactive view of how the document appears to end-users.

Header Section

The preview header displays:

• Document title
• Description
• Close button (X)
• Language selector dropdown (if translations exist)

Switching languages loads that version's PDF. The default language is English.

PDF Viewer

The embedded PDF viewer displays the document with standard controls for zooming, paging, and downloading. If the document contains fillable form fields, you can test them in the preview to verify they work correctly.

Document Files ↑

The Document Files dialog provides a quick way to see and open every file attached to a document — both the primary file and any translated versions — without opening the full Edit dialog.

Opening the Files Dialog

From the List view, click the file count in the No. of Files column on any document row. The dialog opens with the heading Files for followed by the document's title.

What the Dialog Shows

For each attached file, the dialog displays:

• File-type icon - Color-coded by file type (PDF, image, spreadsheet, document, video, audio, or archive)
• Filename - The original uploaded filename
• Language label - The language this file is for; the default language is marked with (Primary)
• Open in new tab button - The external-link icon on the right opens that file in a new browser tab

If a document has no files attached, the dialog shows an empty state: "No files attached."

Editing Documents ↑

To edit an existing document:

1. Click the action menu (⋮) on the document and select Edit.
2. In Step 1: Overview, update the document details as needed:
   • Title - Update the display name
   • Group - Reassign to a different group or remove from group
   • Description - Modify summary text (max 500 characters)
3. Click Next to proceed to file management.
4. In Step 2: Attach Document, manage files as needed:
   • Click Replace to upload a new version of the primary file
   • Click Delete (trash icon) on any translation to remove it
   • Add new translations using the language dropdown and Upload button
   • Edit the translated title for any language version, or use the AI translate icon to auto-fill it from the English title (see Translating Document Titles)
5. Click Save to apply your changes.

Archiving and Deleting ↑

Archiving a Document

To archive a document:

1. Locate the document in the All Documents tab.
2. Click the action menu (⋮) and select Archive.
3. The document immediately moves to the Archived tab.

Archived documents are no longer visible to parents. They cannot be edited or downloaded, but can be viewed (Preview), restored (Unarchive), or permanently deleted.

Restoring a Document

To restore an archived document:

1. Go to the Archived tab.
2. Click the action menu (⋮) and select Unarchive.
3. The document returns to the All Documents tab as Draft status.

Permanently Deleting a Document

Documents must be archived before they can be deleted.

To permanently delete an archived document:

1. Go to the Archived tab.
2. Click the action menu (⋮) and select Delete.
3. Confirm in the deletion dialog.
4. The document and all associated files are permanently removed.

Best Practices ↑

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