Display Documents

You can use the Document Tracking page to display a list of all of your documents by module and then use the list to manage those documents. For example, you can display attachments and update document properties (such as statuses dues dates).

• Display a list of documents associated with a specific module and their attachments (such as Financial Aid)

• Edit or update the properties for one or more documents (such as the statuses for documents and dates accepted)

For batches that you created to update documents, you can use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches.

Document Tracking is available in the following modules:

• Academic Records - AD
• Admissions - AM
• Career Services - PL
• Contact Manager - CM
• Financial Aid - FA
• Student Accounts - SA
• Student Services - SS

Prerequisites

To view the page, you must have one or moremodule - Document Tracking - View authorizations (such as Admissions - Document Tracking - View or Academics - Document Tracking - View).

To edit records, you must have: 

• Module - Document Tracking - Edit authorization (such as Admissions - Document Tracking - Edit or Academics - Document Tracking - Edit)

• Permission to edit the document in the policy (if any)

You should be familiar with Integration with Hyland's Perceptive Content

To view attached documents, you must have:

• Permission to attach the type of document in the policy (if any) 

To display attached documents, your institution must have 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

1. Select the Process tab.

2. Specify the Selection Criteria.

   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.

   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 be tracked. The values are - All Students, Student Number, and SSN. The default is All Students. View Documents Not Received If you select Yes for this option, only those documents that have not been received will appear in the grid. If you select No (default), all documents will appear.

3. Select the Next button.

   Anthology Student filters the data to only include records that apply to all selected campuses.

4. Review the records in the Results grid.

   Award Year The financial aid award year. 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. 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. Date Requested The date when an institution, person, or student requested documents or information to be submitted. Document The documents submitted by a student, or by persons and organizations connected with the student.

   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. 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.

5. Take the appropriate actions.

   Task	Action to Take
   Add or change one or more values for one or more students	Select the document in the list. Select the Update Fields button. Specify the values in the dialog. Select the OK button.
   Add or change specific values using the grid	Specify or more values in the grid. (The values you can update have a blue background.)

6. Select the Queue Update button.

7. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and updates the documents.

When the batch completes, Anthology Student displays the results on the History tab so that you can review the results and verify that all of the documents were updated.

Procedure to Review Results

1. Select the History tab.

   Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

2. Review the status and values for the batches in the list.

   Duration The amount of time it took to process the job or batch. Name The descriptive name of the item. Number of Documents Number of document with proposed updates in the batch. You have to select the batch to verify that all the documents were updated for the student.

   Started The date and time when the first job within the batch started executing. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed, some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Submitted By The name of the staff member who submitted the batch for processing.

3. Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

4. Review the values in the list.

   Accepted Date The date when the institution accepted the documents submitted by the student, or by persons and organizations connected with the student. Award Year The financial aid award year. 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. Job Created The date and time when the job was added to the background job queue. Job Result Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

   Job Started Indicates the Actual/Expected charges calculated for each student for the terms specified. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors. Module Name 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. Requested Date The date when the institution requested 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. 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.

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

1. Select the Process tab.

2. 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 be tracked. The values are - All Students, Student Number, and SSN. The default is All Students. View Documents Not Received If you select Yes for this option, only those documents that have not been received will appear in the grid. If you select No (default), all documents will appear.

3. Select the Next button.

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

4. Review the values under Results.

   Award Year The financial aid award year. 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. 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. 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.

5. 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.

   • 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.