Student Documents

TABLE OF CONTENTS

• Uploading new Documents
• Uploading new versions of a document
• Managing historic versions of a document
• Linking a document to User Flags
• Setting a 504 document
• Setting an IEP document

Documents can be added to a student's record on the Student Data>Modify Student>Documents Tab.

Uploading new Documents

To add a document:

1. Choose the type of document you wish to upload to Genesis at the bottom of the screen.
2. Click on the browse button; and locate the document on your workstation.
3. Click on the upload file button to send the document to Genesis.

The following restrictions exist on which kinds of documents you can send to Genesis:

1. Documents should be no larger than 2 megabytes in size.  
2. Currently; the following formats are supported: doc, docx, dotx, xls, xlsx, xlstx and pdf are supported.  If you have the need for another type of file; please open a JIRA support incident and request it.

Once the document is uploaded; you will have a chance to change the basic document properties. These properties are defined on the Document Type in the Doc Mgt>Setup>Document Types screen.

Uploading new versions of a document

If version control is enabled for a document; you will be able to upload a new version of the document maintaining a history of the changes to it. To upload a new version of a document, follow these steps:

1. On the Student Data>Modify Student>Documents tab, click the modify icon of the document you wish to add a new version to.
   
2. On the right side of the screen; there should be a Version History area.
   
   • If this does not exist; then the Document Type is not configured for Version Control.
3. Click on the browse button; and locate the document on your workstation.
4. Click the upload button.  

This new file will become the new set version of the document.  You can view older versions of the document by clicking on their icons on the Version History area of the screen.

All icons that are connected to this document; will always show only the latest version of the document.

Managing historic versions of a document

If you have the appropriate access; you may be able to delete historic versions of this document by using the trash can icons on the modify screen of a document in the Version History area of the screen.

Linking a document to User Flags

When modifying a document in the Student Data>Modify Student>Documents tab; you can optionally link a document to a user defined flag.

The user flag must be set to Document Controlled on the Setup>Districts>Master District Parameters>User Flags screen in order to use this feature.

This user flag will now only be set when a document exists; and unset when a document does not exist that is mapped to this flag.

No more than one document for a given student can be mapped to a user flag.  

If a document is already mapped to a user flag; and you set another document to the same flag; the prior document is unlinked.

In addition to linking the document to the flag; you can optionally allow the flag to open the latest version of the document by clicking on it.  

This can be done by checking the Show document on icon and user flags option*.*

Setting a 504 document

When this option on a document is set; it allows a user to click on the 504 flag (if the student is flagged as a 504 student) to open and view the latest version of the document.

No more than one document for a given student can be mapped to the student's 504 flag.  

If a document is already mapped to the 504 flag; and you set another document to be the 504 document; the prior document is unlinked.

Setting an IEP document

When this option on a document is set; it allows a user to click on the IEP flag (if the student must have an IEP) to open and view the latest version of the document.

No more than one document for a given student can be mapped to the student's IEP.  

If a document is already mapped to the IEP; and you set another document to be the IEP; the prior document is unlinked.