Display Attached Documents in Document Tracking

You can use the Document Tracking list to display a list of all of your documents by module and then display the attachments. For example, you can check to see if all of the documents for the module, document type, and specific status all have their attachments.

Anthology Student can display:

Text files
Image files (.jpg, .jpeg, .png, .gif)
PDF files

Anthology Student will download the document formats it cannot display (such as .doc, . ppt, and .rtf).

Prerequisites

You must have:

Module - Document Tracking - View authorization (such as Admissions - Document Tracking - View or Academics - Document Tracking - View)
Permission to attach the type of document in the policy (if any)

If your institution has integrated Anthology Student with:

Hyland®'s Perceptive Content, you should be familiar with Integration with Hyland's Perceptive Content
Hyland®'s OnBase, you should be familiar with Integration with Hyland's OnBase

Access Method

Select the Document Tracking tile.

Procedure to Create and Queue the Batch

Select the Process tab.

Specify the values under Selection Criteria to filter the list.

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. If the list contains All, it includes all areas.

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.

Select the Next button.

Anthology Student filters the remaining fields to only include values that apply to all the selected campuses.

Review the values under Results.

Award Year The financial aid award year.

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.

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.

Select the paper clip icon () in the unlabeled column.

If you are:
- Using Anthology Student, it displays the document if the file is a:
  - Text file
  - Image file (.jpg, .jpeg, .png, .gif)
  - PDF file
  It downloads any other format supported by your browser.
- Using Hyland's Perceptive Content, the attachment is displayed in a new browser tab within the Perceptive Content application (In some cases, you might need to specify your user ID and password.)
- Using Hyland's OnBase, the attachment is displayed in a new browser tab if the browser supports the file format. If the browser does not support the file format, then the attachment is downloaded.