Create a Batch to Assign Documents

You can use the Document Assignments page to create a list of students and then assign documents and document lists to the batch of students. For example, you can filter the list of students to contain on any combination of the following criteria:

Specific dates
Degree, program versions, and school statuses
Remaining credits or hours
Membership in a student group

Once you have queued the batch, Anthology Student assigns the documents to the student records.

Prerequisites

You must have:

Common - Processes - View authorization

Contact Manager – Processes – Document Assignment

If your institution has enabled document policies, you must have permission in the policy to assign the type of document. If you do not have assign permission, the list of documents on the Add dialogs is empty.

Access Method

Select the Processes tile > locate Contact Manager > select Document Assignments.

Procedure to Create and Queue the Batch

Under Selection Criteria, specify the criteria to filter the list of students.

Academic Year The academic year configured by your institution. Start Date From and To

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.

Degree The academic degree.

Graduation The date when the student graduated or is scheduled to graduate from the program version. Start Date From and To

Group The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus that you are assigned to. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.

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

Remaining Cr/Hr The remaining credits or hours required to complete the program version. Anthology Student calculates the value by subtracting the hours or credits earned in the enrollment record from the required credits or hours. From and To

Student Statuses Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.

Version Start Date (Transaction Adjustment) The start date of the program version for the campus that the student is enrolling in. From and To

Under Proposed Changes to Student Records, take the appropriate action. If you want to add a:
- Document, select the Document button
- List of documents, select the Document List button
Anthology Student displays the dialog appropriate for the button you selected.

On the dialog, specify the values. The values depend on the button you selected and the type of document. For example, Award Year is only displayed if you select a financial aid document that is configured to be award year specific.

Award Year The financial aid award year.

Date Approved 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 Due 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.

Date Sent The date when the requested information, document, or item is sent.

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

Date Requested The date when an institution, person, or student requested documents or information to be submitted.

Document The type of document submitted to the institution.

Document List The name of the document list. Document lists are configured by your institution.

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.

Select the OK button.

Anthology Student adds the document or document list.
Once you have added all the documents, select the Next button.

Anthology Student filters the students using the selection criteria and displays the list of students who will have the documents assigned to their records. All students are selected by default.

Review the list of students and select the students you want to assign the documents.

Graduation Date The date when the student graduated or is scheduled to graduate from the program version.

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

Start Date The start date of the student for the program version.

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.

Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.

When you are ready to assign the documents, select the Queue Assignment button.
On the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and assigns the documents. The documents are displayed in the Documents list for the student. (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Documents tile.)

When the batch completes, Anthology Student displays the results on the History tab so that you can select the batch and display the list students that were assigned the documents.

Additional Tasks for Assigning Documents

All the documents or document lists shown in the list will be assigned to the selected students. If you need to remove a document from the list, select the record for the document in the Proposed Changes to Student Records list and select the Remove button on the toolbar.