Document Statuses

You can use the Document Statuses page to associate a document Code and Description with the Approved status.

Only documents with Approved status are displayed and available for selection in Anthology Student when you add or edit a document using the: 

  • Documents list for a student (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Documents tile.)

  • Document Tracking list (Select the Document Tracking tile.)

CREC Counseling Document Auto-Update

This feature automates the update or creation of counseling documents when a CREC file is imported. The system automatically identifies the student’s campuses under the relevant Reporting Entity ID and evaluates enrollments at those campuses.

  • Entrance Counseling: The system updates documents for enrollments with a status of Active and an Enrollment Added Date within the last 4 years (rolling window from the import date). If multiple enrollments meet these criteria, all are updated.

  • Exit Counseling: The system updates documents for enrollments with a status of Active, Permanent Out, T, P, Z, A, or E. There is no time window restriction for exit counseling updates.

A Document Status with Code = RECEIVED is needed for the system to update counseling documents properly and consistently across all campuses.

  • The status code must be exactly “RECEIVED” (case-insensitive), and the status should be Active and Approved.

  • The display name for the status can be any value schools select, but the code itself must be RECEIVED.

  • If such a document status does not exist, the system will automatically create one as a system-defined configuration entry (with Name = Received, Code = Received).

The feature requires configuring the COD DocumentClosed This field is used for the configuration of the Counseling Types in documents when a CREC file is imported via Regulatory US and Automated COD. The COD system generates the CREC message class for completed online entrance counseling types. This feature automates the update or creation of counseling documents when a CREC file is imported. Previously, staff had to manually mark counseling documents as "Received" and add the received date. Now, the system does this automatically, reducing manual work and improving accuracy. This feature requires Student 25.3 for configuration and Regulatory US 25.10 for processing. Both must be installed and paired for the automation to work. The feature flag "Auto-sync Counseling Info from CREC" must be enabled (default: ON) and Counseling TypeClosed This field is enabled when the COD Document check box is selected. Choose one of the following options: Direct Loan/FFEL Exit Counseling, PLUS Entrance Counseling, Sub/Unsub Entrance Counseling, or Financial Awareness Counseling. Each counseling type can only be linked to one document per campus. If the counseling type is already assigned to another Document within the same campus, users will receive a validation warning. on the Documents page and enabling the Advanced Feature Auto-sync Counseling Info from CRECClosed When enabled, CREC import auto-updates or creates counseling documents based on the configured Counseling Type, setting the Status to Received with the file's date. This setting enforces one Counseling Type per campus and adds a Received status if missing. By default, this setting is turned on when the release is applied. The minimum versions required are Student 25.3 for configuration and Regulatory US 25.10 for processing..

Prerequisites

To view the page, you must have Contact Manager - Configuration - View authorization.

To edit the page, you must have Contact Manager - Configuration - Manage authorization.

Access Method

Select the Configuration tile > locate Contact Manager > select Document Statuses.

Procedure to Add or Edit Items

  1. Review the values of the records in the grid.

  2. If you want to:

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

    • 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

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

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

    ActiveClosed Specifies whether the associated record is active.

    ApprovedClosed Indicates whether the selected document is approved by your institution.

    CodeClosed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

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

  4. 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

Limitations

You cannot edit configuration items that have a Yes in the System column. These items are defined by Anthology Student.