Export Student Attachments

You can use the Export Student Attachments page to add, delete, activate, and deactivate scheduled jobs to export existing attachments from Anthology Student to the respective document provider. Use the History tab to review the status of all the batches or specific batches.

You can also export attachments to Hyland's OnBase. This includes documents with attachments that you added: 

• Using a scheduled document
• Using a scheduled document list
• Manually using a document list
• For programs and program versions configured with documents
• For affiliated agencies configured with documents
• Using a task from a task template with a document attached

Anthology Student limits the attachments export based on file size for each document provider, such as for Hyland's OnBase a size smaller than 15 MB.

Anthology Student processes 500 records at a time, by the most recent ones. For example, if you have 2000 records to process between the maximum date added and minimum date added, Anthology Student processes 500 records at a time, by the most recent ones, and processes other records based on the recurrence value.

Prerequisites

You must have:

• Common - Processes - View authorization

• System Administration - Processes - Export Student Attachments authorization.

To run a job, it must be active.

Access Method

Select the Processes tile > locate System Administration > select Export Student Attachments.

Procedure to Add or Edit Items

1. Select the Schedule tab.

2. If you want to:

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

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

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

   • Run an active job immediately, select the job in the list, and select the Run Now button on the toolbar. Anthology Student executes the job.

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

   Active Specifies whether the associated record is active. Days The days of the week. This field is visible when the Frequency is set to the Daily option. End Date The date when an item ends or the last day it can be used. Every Month on the Indicates the day of the month when you want to run a scheduled export student attachment batch. This field is available when the Frequency is set to Monthly. Frequency The frequency of the scheduled export student attachments job to execute. The options are: • Daily- Execute the job on a daily basis. This is the default. • Manually enter cron value- Manually add a custom cron expression to automatically execute a job at a specified time or date • Monthly- Execute the job on a monthly basis • Specific Date- Execute the job on a specified date. Hour Indicates the hour when you want the export student attachment batch schedule to run. This field is available when Recurrence is set to 'Occurs every...'. Name The name of the job.

   Notify Staff Optionally, select staff members to be notified when the schedule is executed. Recurrence Select the recurrence pattern of the schedule, either "Occurs every" (Hour) or "Occurs once at" (H:MM:TT). Schedule (cron format) The cron string that specifies when the job is run. This field is enabled only when you select Manually enter cron value in the Frequency field. Specific Date Month/Day/Year or Year-Month-Day. This field is visible when the Frequency is set to the Specific Date option. Start Date The date that an item starts or the first day it can be used. Not applicable if Specific Date is set as the Frequency. Time Indicates the time when the scheduled export student attachment batch is executed. This field is visible when the Recurrence is set to the Occurs once at option. Time Zone Select the time zone that you want Anthology Student to use to determine when to run a scheduled job.

4. In the Export Student Attachments Options, review, specify, or change the following values.

   Document Statuses The active statuses that can be selected for student documents at your institution. Include processed records Indicates whether to include processed records. If Yes is selected, the newly added attachment will be transferred. If No is selected, the newly added attachment will not be transferred.

   Maximum Date Added The maximum date when the item was added. Minimum Date Added The minimum date when the item was added.

5. 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

When the job is executed, Anthology Student displays the results on the History tab so that you can review the results.

Procedure to Review Results

1. Select the History tab.

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

   Batch Type When displayed, the Batch Type contains the internal name of the process used by the background system to process the job. Cancelled Shows the date and time when the batch was canceled. Blank if the batch was not canceled. Date Added The date when the item or person was added or the status change was entered. Document Statuses The active statuses that can be selected for student documents at your institution. Duration The amount of time it took to process the job or batch. Include processed records Indicates whether to include processed records. If Yes is selected, the newly added attachment will be transferred. If No is selected, the newly added attachment will not be transferred. Last Retry Shows the date and time when the Deleted jobs within the batch were last resubmitted for processing. Blank if a retry has never been requested.

   Maximum Date Added The maximum date when the item was added. Minimum Date Added The minimum date when the item was added. Name The descriptive name of the item. Started Indicates the status of processing for the student or item in the job. If all of the awards were successfully processed and approved, it displays Succeeded. If one or more awards were not approved, it displays Completed. 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.

   Job Created The Date and Time that the job was created. Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. 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. Failed indicates an error occurred while processing job. Succeeded indicates the job completed with no errors. Deleted indicates the job completed with errors.

   Student Name The last and first name of the student. 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. Reasons Reason for the change in a record or a value in the record.

Delete or Deactivate Export Student Attachments

You can use the Export Student Attachments page to delete or deactivate a scheduled export student attachments job to export existing attachments from Anthology Student to the respective document provider.

• Deleting an item permanently removes it. No record of deleted list items is maintained in Anthology Student.

• Deactivating an item keeps a record of it in Anthology Student (preferred).

Procedure to Delete Items

1. Highlight the item in the list.
2. Select the Delete button on the toolbar.

The item is:

• Removed from the list on the page, and the list is redisplayed
• No longer available to select on the forms that contain the list

Procedures for Deactivating Items

There is more than one method for deactivating an item.

Method	Procedure	Result
Using a toolbar button	Highlight one item in the list. Select the Deactivate button on the toolbar.	The item:  Remains displayed in the list with No in the Active column Is no longer available to select on the forms that contain the list
Editing the item	Select the name of the item in the list. In the Active drop-down, select No. Select the Save and Close button.

Because the item is not removed, you can also make it active again by selecting the Activate button.