Housing Leases - Documents Tab

You can use the Documents tab on the Housing Lease page to: 

• Add or edit documents and document lists
• Display and add documents for a student
• Upload and clear the attachments associated with student housing leases
• Delete a document

The list is sorted alphabetically by document type.

Prerequisites

To view the page, you must have:

• Common - Student - View authorization

• Student Services - Housing Leases- View authorization

To edit and delete a record, you must have Student Services - Housing Leases - Edit and Delete authorization. You may also need permission to edit the type of document in the policy (if any).

When you give a staff member Student Services - Housing Leases - View, Edit, or Delete authorization, Anthology Student also gives them Admissions – Processes – High School Tasks – View authorization if they have any other Admissions - Processes authorization so that they can view tasks for students associated to their housing.

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 Students tile > select the name in the Students list > expand Student Services > select the Housing Leases tile.

Procedure to Add or Edit a Housing Lease Document

1. On the Housing Lease page, select the link in the Application column. The Edit Housing Lease section is displayed.

2. Scroll to the bottom of the Edit Housing Lease section and select the Documents tab.

3. If you want to:

   • Create a document, select the New Document button

   • Create a document list, select the New Document List button

   • Edit a document or document list, select the name.

4. In General, review, specify, or change the following values.

   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. Date Requested The date when an institution, person, or a student requested documents or information to be submitted for evaluation. Date Sent The date when the requested information, document, or item is sent. 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 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 is 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. Notes Area that displays, or that you can use, to specify comments or additional information. Received Date The date the institution received the item submitted by the student, or by persons and organizations connected with the student.

5. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

Procedures for Displaying Attached Documents

You can display attachments: 

• From the Documents list
• When you edit an existing document

Method	Actions to Take	Results
From the Document list	In the list, select the icon.	If you are using: Anthology Student, it displays each document in a new browser tab if the file is a:  Text file Image file (.jpg, .jpeg, .png, .gif) PDF file It downloads any other format supported by your browser. 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.) 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.
When you edit an existing document	In the list, select the Document Type link. Anthology Student displays the details for the document below the list. At the bottom of the page, select anywhere in the yellow box with the at the bottom of the page to display the attachment.

Procedure to Upload Attachments

You can upload and clear the attachments associated with student housing documents. You can also upload and display documents in Hyland®'s Perceptive Content, Hyland®'s OnBase.

If you are uploading documents using Anthology Student, the document must be 15 MB or less. You can upload a maximum of 1 attachment (If you upload again, the first attachment is removed.) 

1. On the Documents tab of the Housing Lease page, select the record for the document.

2. Select the Upload/Clear Attachment button on the toolbar.

3. The result and actions you take next depend on whether or not your institution is using Perceptive Content, OnBase.

Condition	Action by Anthology Student	Action to Take
Your institution is using Hyland OnBase	Displays the Upload/Clear Attachment dialog so that you can select the document.	Select the Upload Attachment button. Navigate to the attachment and select Open. Select the Save button. Anthology Student displays the icon to indicate it includes an attachment. If needed, update the Document Status and Date Received.
Your institution is using Perceptive Content	Displays the Perceptive Content page in a new tab. (In some cases, you might need to specify your user ID and password.)	Complete the page. Anthology Student updates the Document Status column to On File and the Date Received column to the date uploaded. It also displays the icon to indicate it includes an attachment

Procedure to Clear Attachments

The procedure you follow take depends on whether or not your institution is using Perceptive Content, OnBase .

Condition	Procedure to Follow
Your institution is using Hyland OnBase.	Highlight the record for the document. Select the Upload/Clear Attachment button on the toolbar. Select the Clear Attachment button. After you confirm, Anthology Student clears the attachment and removes the icon.
Your institution is using Perceptive Content	Select the icon. Anthology Student displays the Perceptive Content page in a new tab. (In some cases, you might need to specify your user ID and password.) Delete the attachment in Perceptive Content. The next time you refresh the page, Anthology Student removes the icon.

Procedure to Delete a Housing Lease Document

1. On the Documents tab of the Housing Lease page, select the record you want to delete from the list.

2. Select the Delete button on the toolbar. Anthology Student displays a confirmation dialog box.

3. In the dialog box, select the Delete button.

Anthology Student deletes the record.