Documents

You can use the Documents page to configure Document records at your institution.

Document records: 

• Are classified by Type, such as FERPA, Receiving/Incoming, Send & Return, Send Out.

• Can be related to campus groups, Anthology Student modules, programs, and sponsoring agencies.

The Documents list contains codes for document records your institution requests from leads or students or documents your institution sends to them.

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, .rtf, .exe, .html, .js, .vbs, .ts, .dll, and.zip).

If your documents are integrated with Hyland's OnBase, you can also add the external identifier that associates the OnBase document type that was created with the Anthology Student document. If you would rather update the external identifier for multiple documents at once, see Update External Identifiers for Documents.

Your institution can define custom properties that are unique to your institution using the Extended Properties page. (Select the Settings tile > expand System > select Extended Properties.)

The Extended Properties section on this page displays all the fields that your institution has defined so that you can view, complete, and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information you need to complete or edit the fields. If your institution has not configured extended properties, this section is not visible.

The document providers you specify here can be selected when your institution configures the Integrated Document Providers page. (Select the Configuration tile > expand Contact Manager > select Integrated Document Providers.)

Prerequisites

To view the page, you must have Contact Manager - Configuration - View authorization.

To edit the page, you must have Contact Manager - Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item, but cannot edit it. When you add an item, you can only select campuses to which you have access.

If you are uploading documents using Anthology Student, the document must: 

• Be 15 MB or less
• Not be a zip file, exe file, html file, js file, vbs file, ts file, dll file.

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 Configure Hyland's OnBase for Integration

If your institution wants to use a document provider, it 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.)

If you want to add a FERPA document, you should be familiar with how to Use the Features for FERPA.

Access Method

Select the Configuration tile > locate Contact Manager > select Documents.

Procedure to Add or Edit Items

1. Select All Campuses or select a specific Campus.

2. Review the values of the records in the grid.

3. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

   • Edit an existing list item, select the name in the list

4. Review, specify, or change the following values.

   The fields that are displayed will vary depending on the selected Module.

   Active Specifies whether the associated record is active. Added By The name of the staff member that added the attachment. Located under the Attachments heading. Agencies Agencies for which the document is required. Award Year Specific This check box is displayed if the the module selected is Financial Aid. Selecting this check box indicates the document is award year-specific. Calculate In the Set Default Due Date section, select or clear the Calculate option as required. If you select the Calculate check box, the Days, When, and What fields are enabled and required. These values are used to determine the Due Date when the documents are automatically added to the student document list. They are also used when selecting "fulfillment" documents for a Contact Manager item that has attached documents. These fields are not used when a user manually adds documents to the student's document folder. In Days, enter the number of days. In When, select Before or After. In What, select Lead Date or Start Date.  See Note. Note: When the document is configured on the Program Version (as opposed to the Program), the Due Date is generated based on the Expected Start Date from the Enrollment (rather than from the Student Profile). Campus Group 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. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Date Added The date when the file attachment was added to the document. Located under the Attachments heading. Default Document Status The status of the document. The list contains the predefined statuses of Approved, No Longer Needed, Not able to obtain, Not Requested, Not Sent, On File, Out for Approval, Portal Required, Received but Rejected, Requested - Not Required, Requested - Required, Sent, Sent for Approval. Any additional items in the lists were defined by your organization. Document Type The type of document submitted to the institution. The options are - Receive/Incoming: Select this option if your institution wants the student to submit a document, such as a copy of SSN, driver's license, and so on. - Send Out: Select this option if your institution sends out the document and the student does not have to return it, such as policies, handbooks, and so on. - Send and Return: Select this option if your institution sends out the document and the student needs to complete and return the document to your institution such as an application, a waiver a student should sign, and so on. - FERPA: Select this option if your institution wants to manage the attachments of the Family Educational Rights and Privacy document.

   File Name File name of attachment linked to a Document. Located under the Attachments heading. Module Select the Anthology Student Module that uses the document. The Modules available for selection can include: Academic Records, Admissions, Alumni, Automated Process, Book Store, Career Services, Contact Manager, Financial Aid, Housing, International, Organization Liaison, Other, Student Accounts, Student Services, and System. The Module value is used in Document Tracking (tile), Settings > Contact Manager > Document Policies, Student Profile > Contact Manager > Documents, and Processes > Contact Manager Document Assignments. Name The descriptive name of the item. Placement Specific Check box is displayed if the Module selected is Career Services. Selecting this check box allows multiple documents with this code to be added to a student's document list for each enrollment record. Programs Programs for which the document is required. Request Type The type of the transcript request and is included for inbound transcript requests. The source of the document is either College or High School. Registration Prerequisite Document Specifies the document is to be configured as a course or course section prerequisite. When you add a document using the Documents tile on the Student Profile, you will find the Permit Details accordion. Under Permit Details, you can specify the course, for which the document should allow registration. This check box is enabled only when you select the Academic Records option in the Module field. Set Default Due Date Determines the due date when documents are automatically added to a student's Document list. After selecting Calculate, select Before or After under When, and then Lead Date or Start Date under What. Inbound Transcript Indicates if the document is coming in from another school. C for College, H for High School.

5. If you want to assign the document to programs and/or sponsoring agencies, complete the fields under Assignments.

   Review, specify, or change the following values.

   Agencies Agencies for which the document is required.

   Programs Programs for which the document is required.

6. If you can upload or clear the attachments associated with student documents, complete the fields under Attachments.

   Review the following values.

   Added By The name of the staff member who added the person or item. Date Added The date when the item or person was added or the status change was entered.

   File Name File name of attachment linked to a Document. Located under the Attachments heading.

7. Highlight the record for the document.

8. Select the Upload/Clear Attachment button on the toolbar. The result and actions you take next depend on whether or not your institution is using Perceptive Content, OnBase.

9. If your institution has configured extended properties, complete the fields under Extended Properties.

10. If your documents are integrated with Hyland's OnBase and you want the document integrated, take the appropriate action under Integrated Document Providers.

    To add or edit Integrated Document Providers:

    1. Select the Add button on the toolbar or select the row to add or edit an Integrated Document Providers respectively. Anthology Student adds/edits the row in the grid.

    2. Review, specify, or change the following values.

       Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Name Select the name of the integrated document management (DMS) service configured under Contact Manager. This field populates names of integrated document management services for which Enable Integration is set to Yes, Uses Interface is set to No, and DMS Campuses is either the document campuses or the logged-in user campuses.

       External Identifier External identifier is the document type reference received from the integrated environment (third party). For Hyland's OnBase, it associates the OnBase document type that was created for the Anthology Student document.

    To remove Integrated Document Providers:

    Select the record and select the Remove button on the toolbar. Anthology Student removes the selected record from the list.

    To update an External Identifier:

    Select the record and select the Update External Identifier button on the toolbar. If the document provider’s document matches the Name field in Anthology Student the external identifier field will be updated. The document provider’s document must be unique.

11. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button

Limitations

You cannot edit some of the values for list items that have a Yes in the System column. These items are defined by Anthology Student.