Reference Documents#

A reference document is a type of document that is shared between multiple students. This would be used for something like a school letter to parents where the content is exactly the same for everyone.

Tip

Contacts of students with parental responsibility are automatically sent notifications for documents added to their linked students.

Creating a New Document#

To add a new reference document to multiple students accounts, click the create option from the Reference Documents section of the academic side menu.

Step 1 - Document Details#

Complete the details about the document to get started.

Title Required
The title of the document. (Each reference document must have a unique title)

Category Required
The category of the document. Used to help identify the purpose of the document.

Sub Category Required
The sub category of the document. Used to help identify the purpose of the document.

Date of Record Required
The date on which the document was added. If this is set to a future date the document wont be visible to users until that date. (Staff with permission will be able to view, edit and delete the document still)

Is Acknowledgement Required Required
Select Yes if you’d like the parent/guardian for the students to acknowledge that they have received the document.

Document/File Required
The physical file that you’d like to attach to the students records.

Notes
Optionally add some notes about the document. To help identify it’s purpose with more clarity.

Step 2 - Recipients#

Step 2 allows you to select the recipients to assign to the document to. You can select either individual students or groups to make finding the right people easier. Once selected the list of students in the selected groups will be loaded on the right of the screen.

You can then make further selections of students allowing you to assign the document to only the desired students. Use the checkboxes to include or exclude a student, there are select all and select none buttons allowing you to select all or none of the students in the list. These selection options work with a filtered list when a search term is entered making selection of sub sets easier.

Once you’ve selected your students, move onto the final step by clicking the next button or the Confirmation header.

Step 3 - Confirmation#

This step is included to summarise the selections you’ve made to reduce the chance that you assign the documents to the wrong students. Once confirmed click the attach document button to attach the document to the selected student accounts.

Editing a Document#

To edit an existing reference document navigate to the View / Edit option from the documents portion of the academic side bar. This will open the index page showing all of the reference documents for the school.

You can then edit the desired document by selecting the corresponding row and clicking the edit button on the tables action bar, or by double clicking the row. This will take you to the edit screen.

To edit a documents details, update the details shown on screen and click the save button to save the changes.

Tip

You can’t update the file itself in order to protect the integrity of the record. For example, when the school requests acknowledgement from a parent/guardian they will acknowledge receipt of the document as it was at the time and it would undermine the process if the school could subsequently update the contents of the documents.

Deleting a Document#

Tip

If the document is within a category or sub category that prevents deletion you will not be able to delete that document.

From a Single Student#

To delete an existing reference document from a single student navigate to the students profile documents tab. You can then click the delete button next to the relevant document on the students record to delete it, you’ll be asked to confirm your choice before it’s deleted.

From all Recipients#

To delete an existing reference document from all recipients navigate to the View / Edit option from the documents portion of the academic side bar. This will open the index page showing all of the reference documents for the school.

Select the checkbox next to the corresponding document and click the delete button in the tables action bar. You’ll be asked to confirm your choice before the document is deleted.

Engagement#

When you choose to request acknowledgement of documents from recipients you can track the engagement from the recipients using the document engagement screen. Select Document Engagement from the Reference Documents section of the Academic side bar. This will open the document engagement screen.

Once opened, you’ll need to select the document you wish to view engagement details for and click run to see the results. You’ll be able to see:

  • The title, category and sub category assigned to the document.

  • The number of recipients the document was assigned to.

  • The number of recipients that have acknowledged receipt of the document.

  • The number of recipients that are yet to acknowledge receipt of the document.

The data will also be shown within a donut chart for a more visual representation of the data.

Permissions#

This page is protected by the following permissions:

  • Delete Reference Documents

  • Manage Reference Documents

  • View Student Documents

This page is available to users with the following roles:

  • Parent/Guardian

    • Automatically available for their linked students

  • Staff Members

    • Available with permission

  • Student

    • Automatically available for their own information