Manage Student Documents

You can use the Documents list to:

Add or edit documents and document lists
Delete a document
Display the attached documents
Print a letter that requests a transcript
Upload and clear the attachments associated with student documents
View and add documents for a student

You can also upload and display documents in Hyland®'s Perceptive Content, Hyland®'s OnBase.

From the Configuration tile, your institution can also configure Anthology Student to automatically assign documents (such as when a student enrolls in or transfers to a program version). Documents that are automatically assigned are also displayed in the list.

The list is sorted alphabetically by document type.

The list shows the items for the selected module. For the Career Services module, you can also select a Placement.

The page shows the items for the program version for the current enrollment (if any). You can use the Program Version drop-down to change the program version or select All Program Versions.

Prerequisites

To view the page, you must have:

Common - Student - View authorization

Contact Manager - Student Document - View authorization

Your institution must have selected Yes for Allow Additional Document Providers Select Yes to enable additional integrated document providers other than Perceptive. If you enable this feature, the Document Integration settings for Campuses in the Contact Manager and Admissions tiles are disabled. Select No if you only want to use the native Contact Manager functionality or use Perceptive under Document Integration settings for Campuses in the Contact Manager & Admissions tiles. option in Advanced Features for the system settings for Anthology Student. (Select the Settings tile > expand System > select Advanced Features.)

Access Method

Select the Students tile > select the name in the Students list > expand Contact Manager > select the Documents tile.

Background and Actions Available

Columns

Documents tab

Added By The name of the staff member that added the person or item.

Approved Date The date when the institution accepted the documents submitted by the student, or by persons and organizations connected with the student. If you are adding or assigning the document and you select a status of Approved, the date approved is automatically set to the current date.

Award Year The financial aid award year.

Course The code and name identifying the course the student is enrolled in.

Date Added The date when the item or person was added or the status change was entered.

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.

Document Type The type of document submitted to the institution.

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.

Expiration Date The date when the item no longer valid. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the calendar button to select the date. For student groups, the default is configured for the campus by your institution.

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.

Placement The job placements for the specified student.

Program Version The program version associated with the student or item.

Received Date 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.

Requested Date The date when the institution requested the documents submitted by the student, or by persons and organizations connected with the student.

Third Party Integrated If Anthology Student is integrated with a third party document management system (such as Hyland's OnBase), indicates if the document and attachment are in the third party system. Yes indicates it is in the third party system. No, indicates it is not.

Filters

For all areas, you can filter the list by 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.. In addition, if you select:

Career Services, the Placement list is displayed
Financial Aid, the Award Year list is displayed

For:

The Career Services module, you can filter by Placement The job placements for the specified student.
The Financial Aid module, you can also filter by Award Year The financial aid award year.

Details for the Date Fields for Financial Aid Documents

The Completion Date or ISIR Received Date field is displayed only for Financial Aid documents. It is the date on which all the financial aid documents for the award year have been approved. Anthology Student uses the date if you are using automated processes to approve disbursements to pay. The table shows how Anthology Student populates the field.

Existing Financial Aid Documents?	Status of the ISIR for the Academic Year	Title of the Field	How the Date is Populated
No	Matched	ISIR Received Date	The date the ISIR was received
No	Not matched	Completion Date	If there is an academic year sequence where the packaging status does not require an ISIR, the start date of the most recent sequence. Otherwise it is blank.
Yes	Matched	Completion Date	If there are: • Approved documents associated with the academic year, the date of the most recently approved document • No approved documents associated with the academic year, but approved documents that are not associated, the date of the most recently approved document Otherwise, it is blank.
Yes	Not matched	Completion Date