Document Tracking

You can use the Document Tracking report to display the status of documents for selected campuses, document types, and so on.

If you frequently generate reports with the same selection criteria, you can save the selection criteria under a name. This makes it easier to regenerate the report with the same settings in the future.

Prerequisites

Authorizations:

  • Common - Reports - View

  • Either Reports - Contact Manager - Document Tracking or Contact Manager - All Reports authorization (All Reports provides authorization to view all reports for Contact Manager.) 

To configure the timeout duration for Export to Excel, your institution must have configured Export to Excel Timeout in SecondsClosed Enter the Timeout Value in seconds (0-900) for all the SSRS Export to Excel. The timeout duration for PDF export has been extended from 15 minutes. The timeout duration for the SSRS Report Timeout has been extended from 20 minutes. under Settings > System > General.

Access

Reports > Contact Manager > Document Tracking

Generate the Report

Specify the data selection criteria.

Adm RepClosed The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. Include CommentsClosed Include any comments specified in the Note field for the document.
CampusesClosed The campus where the student or students were enrolled. InterestsClosed The program group that the student is interested in. Program groups classify program versions that have some common characteristics and are configured by your institution. The interest determines program-related documents and required tests that are added to the student profile.
Date ApprovedClosed 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. From and To Load Saved CriteriaClosed Select the saved criteria you want to load in the selection criteria fields.
Date ReceivedClosed The date when the institution received or imported the item submitted by the student, or by persons and organizations connected with the student. From and To ModulesClosed 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.
Date RequestedClosed The date when an institution, organization, or student requested the item. From and To ProgramsClosed The name of the program. Programs are configured by your institution.
Date SentClosed The date when the requested item, information, or document is sent. From and To
Document StatusesClosed 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. Status CategoriesClosed The category for the status. It can include more than one student status. They are defined by the system and selected for the student statuses configured by your institution.
Document TypesClosed The type of document submitted to the institution. If you are configuring a document and you want to manage the attachments using Perceptive Content, you must select Receive/Incoming. Student GroupsClosed The name of the student group. If your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus to which you are assigned. The list can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.
Due DateClosed 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, use the format MM/DD/YYYY or select Calendar and select the date. From and To Student ID to PrintClosed Indicates whether you want to include the Student ID, Social Security Number, Enrollment Number, or None. Note: The ID is printed for each student selected for the report. Most reports have all three student IDs available to print on the report. The SSN is required on some reports. You must be authorized to view social security numbers (SSNs) and to select SSNs in the list. Reports about leads (prospects) do not have an Enrollment ID. The ID selection is not used for reports that do not list individual students.
Expected Start DateClosed This field represents the student's expected first day of attendance. It is used for planning and reporting purposes. The value may differ from the actual start date if the student delays or defers. The field is often auto-populated based on the Version Start Date selected during application entry. It can also be manually adjusted during enrollment setup. From and To Student StatusesClosed The code and name of the school statuses. School statuses are also referred to as student statuses. These statuses are defined/configured by the institution.
Graduation DateClosed The date when the student graduated or is scheduled to graduate from the program version. From and To

Version Start DateClosed The start date of the program version for the campus that the student is enrolling in. From and To

Take the appropriate action.

Task Action to Take
View the report Select View Report. Anthology Student displays the generated report.
Export the report

  1. Select Export to Excel. Anthology Student displays the Export Report Data dialog.

  2. Review, specify, or change the Export File Name.

  3. Select Export.

Anthology Student exports the generated report as a CSV file, which may be viewed in Excel. In some cases, the exported file will contain additional data not displayed in the report on your screen.

If you entered special characters like *, -, !, (, or ) in the report fields, Anthology Student automatically prepends an apostrophe to those field values upon export to Excel or CSV. The apostrophe is added to reduce vulnerability, as these characters are perceived by Excel as an actionable formula. Once the report is exported to Excel, Ellucian suggests using find and replace on the characters only if necessary to restore original values.
Save the selection criteria

  1. Select Save Criteria. Anthology Student displays the Save Criteria dialog.

  2. Specify the name to save the criteria.

  3. Save your changes. Anthology Student saves the selection criteria.
Delete the selection criteria

  1. Select Delete Saved Criteria. Anthology Student displays the Delete Criteria dialog.

  2. Select Delete. Anthology Student deletes the selected saved criteria.

You can also save to a student group. Refer to Create or Update a Student Group Using a Report.

Details for the Report

In the report: 

  • Items are displayed in alphabetical order: first by campus, then by document type, and lastly by student name

  • Student name is linked to the student profile. Refer to Access a Profile from a Report.