Parent Document Management

Overview

The Document Management module provides a secure digital filing system for storing critical records. You can use this feature to upload and manage copies of ID documents, birth certificates, proof of residence, immunization cards, and academic reports directly on the individual profiles of staff, parents, or learners.

Navigation Path

• To Manage Documents: My School > Parents > Parent Documents

• To Create Types: My School > General > Documents:  Document Types

Purpose of Feature

The purpose of this module is to centralize sensitive documentation, ensuring that administrative staff have immediate access to required records without searching through physical files. It also provides a clear audit trail by tracking who uploaded specific documents and when.

Step-by-Step Instructions

1. Uploading Documents

1. Navigate to the relevant document screen (Staff, Parent, or Learner).

2. Use the Search bar to find the specific person.

3. Click Choose File next to the person's name.

4. Locate the file on your device and click Load File.

5. The system will now display the uploader's name along with the date and time of the upload.

2. Filtering and Managing Records

• Status: Toggle between "Current" or "Left" individuals to manage active or archived records.

• Type: Filter the list to view specific document categories (e.g., only "Copy of ID").

• Show: Use this filter to identify individuals who are missing required documentation.

• View/Download: Click the Title link of an existing document to open or download it.

• Remove: Click Remove next to a document to delete it from the system.

3. Creating Custom Document Types

By default, "Copy of ID" is the only type available. To add more:

1. Go to My School > General > Documents:  Document Types.

2. Add a new type name (e.g., "Birth Certificate" or "Proof of Residence").

3. Note: The system only allows one document per type, per person. To upload multiple versions of the same type, create numbered categories (e.g., "Report 1", "Report 2").

Frequently Asked Questions (FAQ)

Why can't I upload a second document under the same category?

The system logic restricts each category to a single file to keep the database organized and ensure the most relevant document is easily identifiable. If you need to store multiple files for one category, use a numbered naming convention (e.g., "Medical Certificate 1", "Medical Certificate 2").

Who has permission to see the documents I upload?

Visibility is strictly controlled by User Rights. Only staff members with specific administration rights (Personnel, Learner, or Parent administration) or designated "Learner Overview" access can view or manage these files.

How do I find all learners who are missing a specific document?

On the Document Management screen, set the Type to the specific document you are looking for (e.g., "Immunization Card") and set the Show filter to "Show only learners without documents."

User Rights & Governance

Document management is divided into specific roles to ensure data privacy and security:

Restrictions & Reasons

1. File Limit Per Type

• Restriction: Only one file is allowed per person, per document type.

• Reason: This prevents data clutter and ensures that specific document slots (like "Proof of Residence") always contain a single, verifiable file.

2. Duplicate Naming

• Restriction: Duplicate names for Document Types are not allowed in the system setup.

• Reason: Unique naming is required to prevent errors during filtering and to ensure the correct document slots are targeted during data audits.