Document Assignments

You can use the Document Assignments page to create a batch that assigns documents and document lists to a batch of students. You can filter the list of students to meet your needs. 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.

For batches that you created to assign documents to students, you can use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches based on your campus-level permission.

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 and associated with the record. 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 Degrees are formal academic qualifications awarded to students upon completion of requirements for a program or major. For example: Associate, Bachelor’s, or Master’s degree. Degrees are linked to specific program versions and may include minors or concentrations. The Degree Progress Audit (DPA) ensures students meet all requirements for the 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 (school status). Statuses are configured by your institution and vary by 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 tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports.

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.

In 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 associated with the record.

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 a 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 first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

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 (school status). Statuses are configured by your institution and vary by 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 tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports.

When you are ready to assign the documents, select the Queue Assignment button.
In 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.

Procedure to Review Results

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.

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 name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Number of Students Of the number of students selected, the number of students that were assigned documents when processing for the batch was complete.

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 background job or batch for processing.

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

Review the values in the list.

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.

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

Job Created The date and time when the job was added to the background job queue.

Job Result Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

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. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

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

Start Date This field represents the official start date of a specific program version for a campus. It drives academic, financial, and regulatory processes. The Program Version Start Date is often populated on the day the student becomes Active, even if the field wasn’t manually set during enrollment. If the Version Start Date field is not flagged as required, the Program Version Start Date may still be auto-populated when the student’s status flips to Active.