Document Management FAQ

Quick Tips:

• If you do not have this tab, your district does not have this feature.  Enter a ticket to request it!
• To create new document types, go to Doc Mgmt>Setup>Document Types and click "Add Document Type."
• To create a new template, go to Doc Mgmt>Publish, and click "Add" at the bottom of the screen.
• To start publishing documents to students, go to Doc Mgmt>Publish, click on the template and you can build the query on the Selection of Students tab, and push it out on the Publish/Recall Documents tab.
• Documents have role-based security. If you were granted access to the screen (the securable location of studentdata.modifystudent.documents), but there are no document types in the add document drop down, you still need access to each document type. There must be a role associated with each document type. Roles can be added to the Doc in the Doc Mgt>Setup>Document Types screen in the "Security Granted to Roles" area.

Question: Our district would like to enable Document Mgmt in the system. How do we proceed?

Please open a Freshdesk support ticket and request that the feature be enabled on your instance.  

At this time, districts hosted on the ASP are limited to 500mb of Document Management disk-space.

If you would like to inquire about additional disk space, please contact the help desk or your account representative.

Question:  I have granted a user access to the Documents screen in Student Data, but the user still cannot add documents. Why would that occur?

Documents have role-based security.  If you were granted access to the screen (the securable location of studentdata.modifystudent.documents), but there are no document types in the add document drop down, you still need access to each document type.

There must be a role associated with each document type. Document types are added in the Doc Mgmt>Setup>Document Types screen.

To grant access to a role, modify a document type, then add an existing role to it. Then, that role must be added to a user who wants to add a document of that type.

Scroll down to the "Security Granted to Roles" area:

Question: This user has all the correct locations/roles as mentioned above. Why can they still not see a student's document?

Review the roles added to the Document once more via Doc Mgmt>Setup>Document Types - does the user have the "Student/Teacher Filter" option checked off?  That will not allow a user to see students that are not tied to their staff identity through a Homeroom or a Classroom.

A teacher role may need that in place, so it will work as intended.  If a different role has that checked off, and they are not tied to kids in an HR or a classroom, it will not allow them to see any students.

NOTE: If a user has one role with that "Student/Teacher Filter" checked off and a second role with that unchecked - the role with the "Student/Teacher Filter" trumps the other role - so they will still have restricted access and will not be able to view all students.

Question:  I want a user flag such as Special Ed to be a direct link to the student's document (such as IEP Document)

To be able to click a student's user flag and have it pull up one of the student's documents, see section the Document Types article.

Question: We have linked User Flags to a doc type, but when users click on the icon, it redirects them to an incorrect tab.

Make sure the user has the securable location of "studentdata.modifystudent.documents" in one of their roles. Make sure they have a role assigned to that doc type.

Question: Are my stored documents backed up with the rest of my Genesis data?

No.  Backups of the Documents Images are stored in a separate file called documents.dmp.bz2.  

Question:  Can I force parents to acknowledge the form before they have access to other tabs within the parent portal?

Yes - if you have a Doc Type with the "Lock all screens (other than Documents) in Parents Module for parent user until this document is signed" option checked. This option is found via Doc Mgmt>Setup>Document Types>Modify Doc Type.

Question: Can I perform a mass-download of all STUDENT documents for this year? 

Yes, you can go to Doc Mgmt > Manage Documents > Student Documents and perform a search for student documents. You may check off all documents found in the search, and push Export Checked Documents to download all documents into a zipped file. Note: Only the first 1,000 documents appear in the document search at once! Please make sure you are not missing any documents from your export.

Question:  How can we mass print all student documents?

Unfortunately, this will not be possible to do.

As noted above, you can search via Doc Mgmt>Manage Documents>Student Documents, you can check off documents and click "Export Checked Documents."