TABLE OF CONTENTS
Document Types
Document Types are added/managed on the Doc Management>Setup>Document Types screen.
- A document type is defined as a type of document that you wish to manage in Genesis.
- Some example document types are Medical Documents, IEPs, 504 Documents, and General Documents.
- You can create an unlimited number of document types in Genesis.
- One or more Security is applied to each document type to allow document import of that type. They have ROLE-BASED security. You must add a user's role to the specific doc type if you want them to allow them to view, manage, upload a document type.
- A document type can now be created for Student-Data, Section Documents, Lesson Planner. HIB Incidents, and IHP.
Adding a New Document Type
At the bottom of the Doc Management>Setup>Document Types screen click the 
button and fill out the required data fields in the popup box:
Filling this out will bring up the Doc Management>Setup>Document Types screen where you must set up the behavior of the new Document Type.
Document Type Options and Features
Option | Notes |
Code | The code is an internal value used by Genesis to manage the document types. The code can never change once it has been assigned. |
Name | The name is a short description of the document type. The name field can be changed at anytime after the document type has been created. |
Default Type | If this is checked; then on the Student Data>Modify Student>Documents screen; this document type becomes the default option in the Add a Document drop down list at the bottom of the screen. You can essentially ignore this field. |
Store By School Year | This option when checked; will mark the school year (at the top of the screen) on a document when it is added to the system. The documents tab of a student record will show only documents from the school year they were created. |
Enable Version Control | This option allows this document type to track multiple versions. This is a very useful tool if you need to track the life cycle of a document. For example; you may want to track a form as it is filled in; or changed over time (IEP for example). This option can be enabled even after documents have been created with this option turned off. If this option is disabled after documents have already been created; no data is lost; just the screen to manage it is disabled. The most current version of the document becomes the only version accessible. |
Can be the 504 document | If this option is set; a user can optionally mark a document as the 504 document. This means that if the 504 flag appears in the student information bar; a user can click on it to view the document. When checked: Documents of this document type will be imported with the 'Is student's 504 document' checkbox selected. |
Can be the IEP Document | If this option is set; a user can optionally mark a document as the IEP document. This means that if the IEP flag appears in the student information bar; a user can click on it to view the document. When checked: Documents of this document type will be imported with the 'Is student's IEP document' checkbox selected. |
Can be the I&RS document | When checked: Documents of this document type will be imported with the 'Is student's I&RS document' checkbox selected. |
Can be the ELL document | When checked: Documents of this document type will be imported with the 'Is student's ELL document' checkbox selected. |
Visibility in Parent's Module | These parameters control whether documents of this Document Type are displayed in the Parents / Students module, can be electronically signed and whether the electronic signatures of parents or students can turn on selected user flags. This is the master switch which causes documents of this Document Type to be visible in the Parents / Students module. If this is checked, all new documents of this type will automatically be displayed in the Parents / Students module: If there has already been documents imported, and this box was NOT set correctly at that time, you will likely need to run one of the tools below (see note). These checkboxes can restrict documents of this type from being seen by either Guardian or Student accounts. These flags are set on any NEW documents being added to a student.
Two tools exist for sharing or hiding existing documents of this type with/from the Parent / Student module:
Note: If the Visible in Parents Module setting was not set correctly at the time of importing student documents, you will need to run one of the tools above as follows. Scenario 1: Visible in Parents Module was NOT set at the time of document import, and documents are not currently showing in the Portal. Solution: Toggle the Guardian and/or Student Accounts checkboxes as appropriate, SAVE PARAMETERS, and run the tool "Make all existing documents of this type visible in parents module AND update guardian/student flags". This will copy the guardian/student account flags to ALL students who already have this document posted. Scenario 2: Documents within this document type are currently being displayed on the portal, and we wish to HIDE them from the portal. Solution: Toggle the Guardian and/or Student Accounts checkboxes as appropriate, SAVE PARAMETERS, and run the tool "Make all existing documents of this type NOT visible in parents module". If this is not run, simply un-checking the "Guardian" or "Student" boxes will not hide the documents. |
Allowing Electronic Signatures by Parents/Guardians and Students | Options:
If you also select a value in in the "When Guardian signs document..." dropdown, it will set that User Flag for students as the document gets signed by users. |
Override Acknowledgement Message parents see when signing | (default message reads: "Acknowledge that you have read this document") Fill in something in this field if you would like custom text on the button parent portal users see when acknowledging the document. |
Singleton Documents | Checking this checkbox allows there to be only 1 document of this Document Type linked to each student. When a new document of this type is uploaded for a student, if an old one already exists, it is discarded. If this checkbox is unchecked, students can have more than 1 document of this Document Type and old ones are not automatically discarded. |
Seq | This controls the order of document types as they appear on various screens within Genesis. |
Storage Silo | This controls the storage silo where new documents are stored. If this option is changed when documents of this type already exist; only new documents that are created are added to the new store. |
Field 1 through 3 | This controls the name of the user defined text fields that appear on the Student Data->Modify Student->Documents screen. Fields where name is specified do not appear on the documents tab. Removing a field from the screen does not delete the data stored in the database. You can add it back at any time; and the data previously entered will be visible again. |
Date Field 1 through 3 | These fields work the same way as the above fields; except that only date values are stored. |
You can now lock all parent portal screens until a parent user acknowledges documents when the option(s) below is/are set on the Document Type. | |
Lock all screens (other than Documents) in Parents Module for Guardian parent users until this document is signed. | With this option checked off, the parent/guardian user will not have access to any screens within the parent portal until they acknowledge the document. |
Lock all screens (other than Documents) in Parents Module for Student parent user until this document is signed. | With this option checked off, the student user will not have access to any screens within the parent portal until they acknowledge the document. |
If you also check one of the "allow access..." checkboxes, that will allow parents to only navigate to those tabs - while still locking them out of the rest of the parent portal. There are currently 2 options below: | |
Allow access to 'Contacts' screen when using Lock all screens option. | The parent portal will be locked until a user submits the document while still allowing the user to click into the Contacts tab. |
Allow access to 'Forms' screen when using Lock all screens option. | The parent portal will be locked until a user submits the document while still allowing the user to click into the Forms tab. |
Which Module is this Document Type used for?
Student-Data, Section Documents, HIB Document, Community Service or Lesson Planner Document
Documents types can be created for Students, section documents, HIB Investigations, IHP, and Lesson Plans:
- Section documents can be uploaded when modifying a section in Scheduling>Sections>Modify Section>Documents:
- HIB Documents documents can be uploaded from the Conduct>HIB Incidents>Modify HIB Incident screen.
- Lesson Planner documents can be uploaded from the Lesson Planner>Modify Lesson Plan and Lesson Planner>Modify Unit Plan screens.
- Community Service documents can be uploaded via Student Data>Modify Student>Community Service>Service Tracking.
Modify a document type in Doc Mgt>Setup>DocumentTypes, then select whether the document type is used for one of the above options.
Security Granted to Roles
Security is granted by document types to roles.
If a user does not see any doc types in their dropdowns, make sure they have a role assigned to the doc type itself.
The following flags are used to control access to documents.
Options | Notes |
Add | Allows a user to add a document to the system |
Change | Allows changing of the text and date fields of a document. |
Delete | Allows deletion of a document |
Inquiry | Allows viewing of documents on the Student Data>Modify Student>Documents screen. |
Add Version | If version control is enabled for this document type; allows a user to add a new version of the document. |
Student/Teacher Filter | If user has this role and user does not have student in Classroom or HR then user will not have access to view student document. |
Delete Version | If version control is enabled for this document type; allows a user to delete an older version of the document. |
Storage Stats | This will let users see the raw storage information about a document. This is typically important only to system administrator. |
All documents have role-based security. If a user is reporting that they try to access a student's document and see a blank screen, there are 3 places to check:
- Make sure one of that user's roles is added to the doc type itself via Doc Mgmt>Setup>Doc Types>Modify Doc Type in the Security Granted to Roles area.
- Make sure one of that user's role contains the studentdata.modifystudent.documents securable location
- Check if the role is added to the doc type with the Student/Teacher Filter checked off and if that is appropriate or not. For example, if a user has that checked off for their role, and they are tied to NO classrooms/homerooms, they will have access to 0 students.
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