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About
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document portal
You may require students to submit documents to you after admission. For example, an institution you may wish to indicate a student must require students to sign an enrollment agreement after being admitted or upload an immunization record or sign an enrollment agreementevery year. The document portal allows you to collect such documents. The document portal supports a third-party integration with DocuSign allowing students to digitally sign documents.
The document portal can also be used by non-students such as faculty. For example, if an institution desired you wanted faculty to upload a copy of a resume or agreement to maintain student privacy.
The document portal is separate from the application status portal, which is designed for applicants to upload documents you need during the admissions process before deciding whether to admit the student.
Document Portal Permissions
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Permissions 1196 and 1198 control whether an individual can see his or her own document portal
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Permissions 1197 and 1199 control whether an individual can see someone else's document portal
Prerequisites
Set up in STParm using Parameter Code ZZOFFC an activity tracking member associated with the missing document.
Provide people uploading and reviewing documents with access to the activity tracking member.
To collect electronic signatures, have a third-party subscription with DocuSign and a DocuSign template created.
Required permissions
Module | Number | Description |
|---|---|---|
Global | 1196 | Access your document portal |
My info | 1198 | Access your document portal |
Global | 1197 | Access someone else’s document portal |
Global | 1199 | Access someone else’s document portal |
Activity Tracking Template Access | The permission group of the individual accessing the document portal must also have access to the activity tracking member template |
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Workflow
Items are assigned to a student's document portal by the assignment of an activity, which in turn comprises of one or more workflows.
Create a workflow (All Users > Workflow Definitions). Refer to workflow documentation on setting up workflows.
Specific requirements for workflows associated with a document portal
The Type must be document
The options under Attachment control whether the person associated with the activity (tracked person) can upload an attachment
Activity
Items are assigned to an individual's document portal by the assignment of an activity, which in turn comprises of one or more workflows. The activity should include the workflow(s) to be assigned in the document portal.
Create an activity (All Users > Activity Tracking Templates). Refer to activity tracking documentation on setting up activities.
Associate Activity With Individual to Show Required Document in Portal
Activities can be manually assigned to an individual or applied in batch. Refer to associating activities with individuals documentation for more information
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Global | 928, 957, 1238 | Create required document |
Global | 890 | Require document from individual |
Global | 953 | Require document from group of people |
System Admin | 1182 | Require document based on event |
Create required document
Go to All Users > Activity Tracking Templates.
In Member select the broad category of the document. For example, you might select Student if you’re collecting a document that current students must sign every year acknowledging your FERPA policy. The people uploading the document must belong to a permission group with access to this member.
In Template Name enter the missing document title. For example, FERPA Agreement.
Click Add.
In Description enter he missing document title. For example, FERPA Agreement.
Click Save.
At the bottom of the screen under Added Workflows, click the paper and pencil to open the workflow detail.
In Type select Document.
Under Attachment select who can attach/view/delete the document
Tracked person refers to the applicant (Because institutions typically must receive official transcripts directly from the other institution, Campus Cafe recommends against the applicant being able to upload, edit or delete transcripts.)
Admin refers to a staffer with the appropriate permission for the workflow.
If this will be a DocuSign form complete the information under DocuSign Template.
Click Save.
Require document from student, staff or faulty
A document is required when the activity you created to hold the document is associated with a student, staff or faculty member. Required documents can be associated with an individual student, a group of students or automatically triggered based on an event such as an applicant's admissions progress code changing to P - Deposited.
Individual assignment
Go the person’s profile.
Go to Person Selected > Activity Tracking.
To the right of Tracking Group Templates click the magnifying glass.
Next to the document required click Select.
Tip: Use the search box in the upper right to find the desired template.Click Add New.
Group assignment
You may wish to require a document from a group of students, faculty or staff. For example, perhaps all your juniors are required to sign the FERPA agreement.
Go to Filters and select the filter containing the people who need to submit the document. For example, to require a FERPA agreement from your students, you would choose Students.
Set filters to return only the people you want and click Submit.
Click +Add Activity > For All.
Next to Member: Template Name click the magnifying glass.
Next to the document required click Select.
Tip: Use the search box in the upper right to find the desired template.Optionally in Semester select the academic period associated with the document. For example, if you require the FERPA agreement every spring, you might select Spring 2024.
In Add Only for These People select whether to add the activity to everyone selected, only those that do not have the activity or only those that do not have the activity for the set semester. This helps you prevent the same student from receiving the required document multiple times.
Click Submit.
Automatic assignment
Required documents can be automatically assigned when an event occurs. For example, if an applicant's admissions progress code changes to P - Deposited you may trigger the assignment of an immunization requirement activity to the student's workflow. To automatically assign the activity, use a database trigger. Refer to database trigger documentation on setting up a database trigger. For the trigger’s template, select the activity tracking template you created to hold the document.
Access document portal as staff
Go to the student’s profile.
Go to Person Selected > Document Portal.