Documents

Use the Documents page to configure Document records at your institution.

Document records: 

• Are classified by Type, such as FERPA, Receiving/Incoming, Send & Return, Send Out.

• Can be related to campus groups, Anthology Student modules, programs, and sponsoring agencies.

The Documents list contains codes for document records your institution requests from leads or students or documents your institution sends to them.

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).

If your documents are integrated with Hyland's OnBase, you can also add the external identifier that associates the OnBase document type that was created with the Anthology Student document. If you would rather update the external identifier for multiple documents at once, refer to Update External Identifier.

Your institution can define custom properties that are unique to your institution using the Extended Properties page (Settings > System > Extended Properties).

The Extended Properties section on this page displays all the fields that your institution has defined so that you can view and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information. If your institution has not configured extended properties, this section is not visible.

The document providers you specify here can be selected when your institution configures the Integrated Document Providers page. (Configuration > Contact Manager > Integrated Document Providers)

Prerequisites

Authorizations:

• Contact Manager - Configuration - View

• Contact Manager - Configuration - Manage

To edit an item associated with multiple campuses, you must have access to all assigned campuses. If you have access to only some of the campuses, you can view the item but cannot edit it. When adding an item, you can select only campuses you can access.

If you are uploading documents using Anthology Student, the document must: 

• Be 15 MB or less
• Not be a .zip file, exe file, html file, js file, vbs file, ts file, dll file.

If your institution has 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 Configure Hyland's OnBase for Integration

If your institution wants to use a document provider, it must have selected Yes for Allow Additional Document Providers Select Yes to enable additional integrated document providers other than Perceptive. If you enable this feature, the Document Integration settings for Campuses in the Contact Manager and Admissions tiles are disabled. Select No if you only want to use the native Contact Manager functionality or use Perceptive under Document Integration settings for Campuses in the Contact Manager & Admissions tiles. option in Advanced Features for the system settings for Anthology Student. (Settings > System > Advanced Features)

To add a FERPA document, you should be familiar with: Use the Features for FERPA.

Access

Configuration > Contact Manager > Documents

Add or Edit Items

1. Select All Campuses or select a specific Campus.

2. Review the record values.

3. To:

   • Add a list item, select New

   • Duplicate a list item, select it and then select Duplicate

   • Edit a list item, select its Name

4. Review, specify, or change the values.

   The fields that are displayed will vary depending on the selected Module.

   Active Specifies whether the associated record is active. Added By The name or user ID of the person who added the person or item. Agencies Agencies for which the document is required. Award Year Specific This check box is displayed if the module selected is Financial Aid. Selecting this check box indicates the document is award year-specific. Calculate In the Set Default Due Date section, select or clear the Calculate option as required. If you select the Calculate check box, the Days, When, and What fields are enabled and required. These values are used to determine the Due Date when the documents are automatically added to the student document list. They are also used when selecting "fulfillment" documents for a Contact Manager item that has attached documents. These fields are not used when a user manually adds documents to the student's document folder. In Days, enter the number of days. In When, select Before or After. In What, select Lead Date or Start Date.   Read Note. When the document is configured on the Program Version (as opposed to the Program), the Due Date is generated based on the Expected Start Date from the Enrollment (rather than from the Student Profile). Campus Group 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. Code 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. COD Document 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)  Read Note. When a CREC file is imported: If the student already has the configured counseling document, it is updated to Status = Received and Received Date = counseling date from the file. If no document exists but one is configured, the system automatically creates it, marks it as Received, sets the Received Date, and adds a system note: "This document was automatically created during CREC file import." If no configuration exists, the system takes no action. Counseling Type 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. Date Added The date when the file attachment was added to the document. Located under the Attachments heading. Default Document Status The status of the document. The list contains the predefined statuses of Approved, No Longer Needed, Not able to obtain, Not Requested, Not Sent, On File, Out for Approval, Portal Required, Received but Rejected, Requested - Not Required, Requested - Required, Sent, and Sent for Approval. Any additional items in the lists were defined by your organization. Document Type The type of document submitted to the institution. The options are: - Receive/Incoming: Select this option if your institution wants the student to submit a document, such as a copy of the SSN, driver's license, and so on. - Send Out: Select this option if your institution sends out the document, and the student does not have to return it, such as policies, handbooks, and so on. - Send and Return: Select this option if your institution sends out the document, and the student needs to complete and return the document to your institution, such as an application, a waiver a student should sign, and so on. - FERPA: Select this option if your institution wants to manage the attachments of the Family Educational Rights and Privacy document.

   File Name File name of attachment linked to a Document. Located under the Attachments heading. Module Select the Anthology Student Module that uses the document. The Modules available for selection can include: Academic Records, Admissions, Alumni, Automated Process, Book Store, Career Services, Contact Manager, Financial Aid, Housing, International, Organization Liaison, Other, Student Accounts, Student Services, and System. The Module value is used in Document Tracking (tile), Settings > Contact Manager > Document Policies, Student Profile > Contact Manager > Documents, and Processes > Contact Manager Document Assignments. Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Placement Specific This check box is displayed if the Module selected is Career Services. Selecting this check box allows multiple documents with this code to be added to a student's document list for each enrollment record. Programs Programs for which the document is required. Request Type The type of transcript request for inbound transcript requests. The source of the document is a College or a High School. Registration Prerequisite Document Specifies that the document is to be configured as a course or a course section prerequisite. When you add a document using the Documents tile on the Student Profile, you will find the Permit Details accordion. Under Permit Details, you can specify the course for which the document should allow registration. This check box is enabled only when you select the Academic Records option in the Module field. Set Default Due Date Determines the due date when documents are automatically added to a student's Document list. After selecting Calculate, select Before or After under When, and then Lead Date or Start Date under What. Inbound Transcript Indicates if the document is coming in from another school. Depending on the page, the values are Yes or No, or C for College, and H for High School.

5. To assign the document to programs and/or sponsoring agencies, complete the fields under Assignments.

   Review, specify, or change the values.

   Agencies Agencies for which the document is required.

   Programs Programs for which the document is required.

6. If you can upload or clear the attachments associated with student documents, complete the fields under Attachments.

   Review the following values.

   Added By The name or user ID of the person who added the person or item. Date Added The date when the item or person was added or the status change was entered.

   File Name File name of attachment linked to a Document. Located under the Attachments heading.

7. Highlight the record for the document.

8. Select Upload Attachment on the toolbar. The result and actions you take next depend on whether your institution is using Perceptive Content or OnBase.

9. If your institution has configured extended properties, complete the fields under Extended Properties.

10. If your documents are integrated with Hyland's OnBase and you want the document integrated, take the appropriate action under Integrated Document Providers. If your documents are not integrated, skip this step.

    To add or edit Integrated Document Providers:

    1. Select Add on the toolbar or select the row to add or edit an Integrated Document Providers respectively. Anthology Student adds/edits the row in the grid.

    2. Review, specify, or change the values.

       Code 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. Name Select the name of the integrated document management (DMS) service configured under Contact Manager. This field populates names of integrated document management services for which Enable Integration is set to Yes, Uses Interface is set to No, and DMS Campuses is either the document campuses or the logged-in user campuses.

       External Identifier External identifier is the document type reference received from the integrated environment (third-party). For Hyland's OnBase, it associates the OnBase document type that was created for the Anthology Student document.

    To remove Integrated Document Providers:

    Select the record and select Remove on the toolbar. Anthology Student removes the selected record from the list.

    To update an External Identifier:

    Select the record and select Update External Identifier on the toolbar. If the document provider’s document matches the Name field in Anthology Student the external identifier field will be updated. The document provider’s document must be unique.

11. Save your changes.

Limitations

You cannot edit some of the values for list items that have a Yes in the System column. These items are defined by Anthology Student.