Create a Batch to Review or Update Documents

You can use the Document Tracking tile to display a list of all of your documents by module and then use the list to manage those documents. For example, you can display attachments and update document properties (such as statuses dues dates).

Prerequisites

You must have: 

• Module - Document Tracking - Edit authorization (such as Admissions - Document Tracking - Edit or Academics - Document Tracking - Edit)

• Permission to edit the document in the policy (if any)

Access Method

Select the Document Tracking tile.

Procedure to Create and Queue the Batch

1. Select the Process tab.

2. Specify the Selection Criteria.

   Award Year The financial aid award year. This control gets enabled only if the selected module is Financial Aid and the selected document is Award Year specific. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Document Statuses The status of the document. The list contains the system defined statuses of Requested - Required, Requested - Not Required, Approved, No Further Action, On File, Not Requested, Required, Received but Rejected, Sent, and Not Sent. Any additional items in the lists were defined by your organization. Documents Lists the document names. If you are selecting the documents, you can use the search icon to display a list that you can use to select multiple documents. Module The various categories that pertain to functional areas within an institution. For example, Academic Records, Financial Aid, and so on.

   SSN The person's Social Security Number (SSN). You must be authorized to work with SSNs. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Students to Include List of students who have submitted documents that will further be tracked. The values are - All Students, SSN and Student Number. By default, the value is 'All Students.' View Documents Not Received Specifies the documents that were not received by your institution. This is a drop-down with Yes and No options. The default is No.

3. Select the Next button.

   Anthology Student filters the data to only include records that apply to all selected campuses.

4. Review the records in the Results grid.

   Award Year The financial aid award year. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Date Accepted The date when the institution accepted the documents submitted by the student, or by persons and organizations connected with the student. Date Received The date the institution received the document submitted by the student, or by persons and organizations connected with the student. It displays the date that the document was manually added from Anthology Student or Portal. If the document was manually added using Anthology Student, you cannot upload it again from Portal. If needed, you can add the document again so that it can be uploaded from Portal. Date Requested The date when an institution, person, or a student requested documents or information to be submitted for evaluation. Document The documents submitted by a student, or by persons and organizations connected with the student.

   Document Code The Code assigned to the document. Document Status The status of the document. The list contains the system defined statuses of Requested - Required, Requested - Not Required, Approved, No Further Action, On File, Not Requested, Required, Received but Rejected, Sent, and Not Sent. Any additional items in the lists were defined by your organization. Due Date The date when the item is due (such as task, document, or message). For a new task, the default is today. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the calendar button to select the date. Module The various categories that pertain to functional areas within an institution. For example, Academic Records, Financial Aid, and so on. If the list contains All, it includes all areas. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

5. Take the appropriate actions.

   Task You Want to Perform	Action to Take
   Add or change one or more values for one or more students	1.  Select the document in the list. 2.  Select the Update Fields button. 3.   Specify the values on the dialog. 4.  Select the OK button.
   Add or change specific values using the grid	Specify or more values in the grid. (The values you can update have a blue background.)

6. Select the Queue Update button.

7. On the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and updates the documents.

When the batch completes, Anthology Student displays the results on the History tab so that you can review the results and verify that all of the documents were updated.