Doc Archive

This program will give a user the ability to upload personal documents (SSN Card, Birth Certificate, IBC certificates, etc) for students.

NOTE: Before using the Document Archive System (DAS), the district must have several items completed:

• DAS must be activated for the district.
• Folders must be setup through the System Configuration program.
• The appropriate security access must be given to users (see image below).

  

Uploading Documents

On the left navigation panel, select Student Master.

• Find a student.
• Click Action then Doc Archive.
• Open the folder the user would like to upload documents into.

Ex: Student, Special Services, Historical, etc.

• Click the Upload button.
• Drag the file(s) to upload into the Drop Files Here area. The file(s) will then be listed in the area below. If you are adding IBCs, add the Year Earned and IBC Code. Click the Start button to upload the file(s) to DAS.

To retrieve the document, click on the folder, then click on your document.

The File Transfer Protocol (FTP) is a standard network protocol used to transfer computer files between a client and server on a computer network.

• If the folder is an Industry Based Certificate (IBC) folder and the file is not in the eScholar IBC FTP format (site_sidno_begschoolyr_ibccode.pdf - 027006_1234567_2015_009.pdf), then the user must select the year the student earned the IBC and the IBC code associated with the document.
• If the file is in the eScholar IBC FTP format, the year the student earned the IBC and the IBC code associated with the document will be inserted for the user.

  

To View The Individual Student's File

Student Master→ Action→ Doc Archive→ Student

Double click on the appropriate folders, continuing until you find your student's document. Double click to open the document and it will appear in a box in the lower left hand window. Click to open the document. Admin users can right click to see other options.

Right click on the folder/file and choose Get Info to get details about the file such as "file size", "create date/time" and "change date/time". It is also available displayed on the list view.

Right click on the folder/file and choose Download to see the student's certificate, etc. in a Print Servlet pop up window.

Right click on the folder/file and choose Edit IBC Info to allow you to edit the information (only if you have the proper security).

Right click on the folder/file and choose Delete to allow you to delete the information (only if you have the proper security).