Document Management User Guide @PCSchool 2015-08-05. 1/20
Contents Introduction... 2 Back Office Access... 3 Accessing documents relating to a student... 3 Document Management is separated into three areas:... 4 Security Group Profile Suggestions... 5 Adding Files to the Document Management... 8 Saving Assessment Reports... 8 Saving School Fee Statements... 11 Saving Emerge Letters... 12 Saving Other Reports... 14 Saving Emails... 16 Saving Images / Photos... 16 Working with Files in the Document Management... 17 Document Management within Spider... 18 Student Information... 18 Document Explorer... 19 2016 Enhancements... 20 Introduction Document Management is a purchasable feature of PCSchool that enables schools to store and access student, family, creditor and alumni related documents. It can also be a repository for common year level and subject specific documents. Documents can be simply dragged into the appropriate folders or automatically saved from within PCSchool for the likes of fee accounts and student assessments. It can be used to store images, emails from parents, letters to parents or scanned documents such as birth certificates or family court papers. @PCSchool 2015-08-05. 2/20
Back Office Access Accessing documents relating to a student To access Document Management, first select a student in any view (Student View, Absence View etc.) then click on the tool bar icon in the Scholastic or the Debtors Module. As there are several similar looking icons, if you hover over the icon, it will pop a context help which describes the button s function. Some sub folders within Document Management are automatically created and in some cases they are used by other processes such as SMS-LMS interoperability. An example of this is when saving an assessment report into the Student Shared folder, a sub folder called Assessment is created. Likewise, when saving a Timetable into Student Shared, a Timetable subfolder is created. As well as the automatically created sub folders, you are able to create your own. IMPORTANT To add an additional layer of security to the documents, appropriate Windows security should be applied to the folders. If, within PCSchool, only a particular group of users will be allowed permission to see the Restricted folders, an equivalent Windows Security group containing these people should be created and applied against the relevant folder. Document Management security relies on the user having appropriate Windows security. Outside of PCSchool, only Windows Security applies to Shared folders. @PCSchool 2015-08-05. 3/20
Document Management is separated into three areas: The folders are located under the Document Management path. By default it is \PCSchool\Data\Documents on the server. This can be changed in 2 places, and must be changed in the Spider s web.config files as well. The first option is to change the path under the Scholastic > Utilities > System File Maintenance screen. The second tab (2 Non Financial Defaults) contains the path. When setting this path, be aware that PCSchool Back Office will automatically add a folder called Documents to the end of it, so do not include this in the path. Changing the path here triggers PCSchool to move the files to the new location. The alternative is to change the path within the \PCSchool\Data\Preferences.ini file on the server as seen below. This does not trigger a copy, so files will need to be move manually to the new location. Using a UNC path is preferred. Do not include the Documents subfolder. [DocMan] Data=\\servername\PCSSQL\PCSchool\Data The files in the shared folders are directly accessible through a Windows Explorer window however the files in the other folders are compressed into a password protected.zip file. This prevents them from be opened outside of PCSchool. Access into each area of Document Management view (Family, Student, Subject and Year) is determined by the security settings allocated. @PCSchool 2015-08-05. 4/20
Document Management Security For information regarding setting up security for Document Management, click here. Security Group Profile Suggestions Every school is different and will have their own security groups and users set up to best suit their needs. The following are some suggestions for setting up your Document Management security groups and who may want access to the different Types (Family, Student, Year and Subject, restricted and shared). Family and Student General Folders Home Form/Class Teachers, Admin/Office staff and other relevant users may wish to access these folders to add or view information regarding assessment reports, absent / sick notes (scanned or emailed) etc. Allocate the following security items: This allows access to documents in general Family and Student Folders: @PCSchool 2015-08-05. 5/20
Student and Family Restricted Folders Principals, Special Needs Teachers, School Nurse, Student Counsellors or other staff dealing with confidential or sensitive issues may wish to access these folders to add or view information regarding discipline issues, medical problems, family court documents etc. Allocate the following security items: This allows access to documents in Restricted Family and Student folders: @PCSchool 2015-08-05. 6/20
Shared Folders Parents, Students, Subject Co-ordinators and teachers, Year Co-ordinators or other relevant users may wish to access these folders to add or view information on subject choices or assessments, event or activity lists regarding specific year levels or subjects etc. Saving reports and accounts into the Shared folders will mean that parents can reprint their own lost reports/statements through Spider without having to contact the school. Allocate the following security items. Parents would not have the Create option ticked. This allows access to documents in the Shared folders: @PCSchool 2015-08-05. 7/20
Adding Files to the Document Management Files of all types can be added to the Document Management feature, PDF s, Word documents, images/photos, emails etc. Files can be added using various techniques, from being saved directly when printing to file, being exported from the print to screen view, being dragged and dropped and being copied and pasted. Following are some examples of different ways to save files to Document Management. Saving Assessment Reports Tag Sets can be used to enable a copy of the student assessment report to be sent to Document Management. Path: Assessment Student Assessment Reports 1 Tick Use Tag Set to bring up the Tag Set Management view. 2 Select the Year/Form/House tab. Select the Year Level. 3 Click Add Selected to List to add students to tag set grid. 4 Click Return all in Grid to return to the Assessment Report view. Next select the options to send to Document Management: @PCSchool 2015-08-05. 8/20
1 If using a Tag Set to select the Students place a tick in Print Individually. 2 If not using a Tag Set place a tick in Collate after each Student. 3 It is advisable to Limit the Batch size to 50. 4 Select Export to File. 5 Select the destination for the file and enter in a unique File Name. 6 Select where you want the PDF to be saved in Document Management. 7 Click Print to print the reports to PDF and export to Document Management. @PCSchool 2015-08-05. 9/20
Alternately if you do not wish to use a Tag Set you can add any filters in Student Assessment Reports and export a PDF of the Report to Document Manager. 1 Select any filters for defining the Students. 2 Optional; Enter any details that you wish to include with the Report. 3 Select the Report to print. 4 You must select to Collate after each Student, if you don t all the files will be sent to the first family. 5 Check Export to File. 6 Click Print to create a PDF file of the reports. The assessment report will now be saved to Document Management in the Students folder. Assessment reports can then be reprinted or attached to an email if the parent or Student requests another copy at a future date. @PCSchool 2015-08-05. 10/20
Saving School Fee Statements In the Debtors Module both Accounts and Sundry Accounts can be sent to the Document Management. Tag Sets can be used but are not required. Path: Debtors > Account Printing 1 Use Tag Set or select a Family range. 2 Select output destination as Export to File. 3 Enter in a File Name. 4 Tick to Send to Document Management. 5 Tick to Print Individually. 6 Click Print to print the reports to PDF and export to Document Management. @PCSchool 2015-08-05. 11/20
The School Fee or Sundry Account will now be saved to Document Management in the Family folder. Accounts can then be reprinted or attached to an email if the parent requests another copy at a later date. Saving Emerge Letters If creating emails or letters to parents through emerge, a copy of the printed or emailed correspondence can be saved to Document Management. A Template must first be created first in Utilities/eMerge Template Create or Edit. Path: Scholastic Administration Quick Student Data Entry 1 Select the Export tab. 2 Select students using a Tag Set. 3 Select Output Type as RTF (Rich Text File). 4 Select Export to emerge. The emerge view will open. 5 Type your letter or select a previously saved letter using the Insert tab. 6 Ensure RTF is still showing as Output Type. 7 Select to save the document to the general or restricted Student or Family folders. 8 Click Bulk Output to export the files to Document Management. @PCSchool 2015-08-05. 12/20
The emerge letter will now be saved to Document Management in the folder selected. The letter can then be reprinted or attached to an email if the parent requests another copy at a later date. @PCSchool 2015-08-05. 13/20
Saving Other Reports Reports that do not have the Send to Document Management option available on the Report Print view can be saved by first printing the report to screen then exporting to the required Document Management folder under PCSchool/Data/Documents on your server. In this example we will print a Student Transfer Form and save it to Document Management for the student. Any Student or Family reports can be sent to Document Management using this process. Path: Scholastic > Administration > Class Reports 1. Select the report you wish to print and send to Document Management. 2. Select Output Destination as Print to Window. 3. Click print to bring the report to screen. 4. Click the Export envelope and select the format (PDF recommended) and leave destination as Disk 5. file. Click OK. @PCSchool 2015-08-05. 14/20
Select where you wish to save the report: 1 Find the folder PCSchool\Data\Documents\Students\AARON C (Student Key) on the server. 2 Enter in a File Name. 3 Click Save. The Transfer Note will now be saved to Document Management in the folder selected. The report can then be reprinted or attached to an email if the parent or school requests copy at a later date. @PCSchool 2015-08-05. 15/20
Saving Emails Emails sent to the school by parents or guardians can also be saved to Document Management. Emails can be added in two ways: Drag and Drop, or Copy and Paste. 1 Click on the email you wish to add, and while holding the mouse button down, drag it into the Document Management screen. Release the mouse button to drop the email in. 2 Alternately you can highlight the email you wish to add, then go to Edit > Copy in your email software. 3 Move to Document Management view and click Paste to Folder to paste the email in. Saving Images / Photos Saving images and photos to Document Management can be done using a similar process to saving emails. Images can be Dragged and Dropped or Copied and Pasted. 1 Click on the image/photo you wish to add, and while holding the mouse button down, drag it into the Document Management screen. Release the mouse button to drop the email in. 2 Alternately you can highlight the image/photo you wish to add, then right click with your mouse and select Copy. @PCSchool 2015-08-05. 16/20
3 Move to Document Management view and click Paste to Folder to paste the image in. Working with Files in the Document Management Files within Document Management can be opened for viewing, printed, copied, deleted or renamed depending on the user rights allocated in User Security Setup. 1 Select a student in any view. Eg. Student View, Absence View, Subject Information View. 2 Click on the Document Management icon on the Tool Bar. 3 Find the folder you require. 4 Find the document you wish to view and right click on it with your mouse to bring up a list of options. 5 Open: Select to open the document for viewing. Print: Select to print the document. Copy: Select to copy the document to be pasted in another area. You can also use the Copy Selected and Paste to Folder buttons at the top of the Document Management view. Delete: Select to delete the document. Rename: Select to rename the document. @PCSchool 2015-08-05. 17/20
Document Management within Spider In order to see Documents within Spider, the most basic setting is found within Spider s configuration file. This determines which type of user will have access to the Document Management features irrespective of the security they have. This will likely be superseded when the 2016 Spider is released Once the above has configured, documents can be seen using the following controls. Student Information The Student Information control will show the documents relating to the student, not to their family. The tabs showing are based on the security the user has however within this control, the documents are always read only. If no tabs are visible, it is likely that the user does not have the appropriate security. The example below is a teacher login, so the Restricted folder can be seen. For caregivers and students, only the Shared folders can be made available. The Assessment and Timetable tabs are visible within the Shared folder as they appear within the Student Shared directory structure. @PCSchool 2015-08-05. 18/20
Document Explorer The current control for viewing documents within Spider is the Document Explorer. This control supersedes previous document management controls. When first opening Document Explorer, the tabs appearing across the screen reflect the options available based on the users security. The documents shown are the documents associated with the logged in user. The General tab refers to the Staff, Student or Family folder, based on the type of user you are looking at. In the example below, the logged in user is a staff member, so the General tab is referring to the Staff folder.. 1 Tabs showing match the securities the logged in user has 2 The New Folder button will only appear if the user has Create rights within this tab 3 To view other people s documents, they need to be put into a tagged set. 4 To view other people s documents, they need to be put into a tagged set. @PCSchool 2015-08-05. 19/20
The following diagram is based on a staff member Capell being logged in. 1 When a tagged set of students has been added, the logged in user s name appears on the top. 2 The [Delete] button indicates that the logged in user had Delete security for the Staff Documents. 3 A selection of students from a tagged set selection. The folders the logged in user has permission to see are displayed next to their name. 2016 Enhancements Teachers Year and Subject class folders made automatically to drop files into. Subject folders based on Period ID (Selectable) Drop Box functionality for the collection of assignments @PCSchool 2015-08-05. 20/20