Using the Additional Information Menu > Applicant Documents and Files

Use the Documents & Files option in an applicant record to upload and manage correspondence or reports that have not been written in iSAMS:

Choose to:

• Upload a document to an applicant record.
• Download a document. This is useful if you want to print a hard copy of a document.
• Edit applicant document details. Change the name or description of a document.
• Delete an applicant document. Permanently remove any documents which are obsolete or have been added in error.

Upload a Document to an Applicant Record

To upload an external document to an applicant record, follow the steps below:

1. In the Admissions module, select the Applicant tab.
2. Search and select an applicant record to work with and select Documents & Files from the right hand menu.
3. Click Upload Document in the header bar.
   A popup window is displayed:
   
4. Click Choose File and select the file that you want to import.
5. Enter a clear and concise Document Name. This defaults to the file name.
6. Add more detail about the document in the Description field.

7. Select a Document Category. This is useful for grouping documents by type or security setting. Add a new category if you need to.

8. Click Upload Document. The document is listed in the applicant record. Click on a document name to open it.

Add a new Document Category

Document categories are useful for grouping documents by type or security setting. Assign security permissions to a document category, where necessary. If no security permissions are assigned, all users will be able to access the documents assigned to the category.

1. Click  next to the Document Category field.
   The Maintain Category window is displayed:
   
2. Enter a clear and concise category name.
3. Select the Security tab:
   
4. Click Add. 
5. Select the users or groups that you want to assign permissions to:
   
6. Select the permission levels for this user or group.
7. Click Add Permissions. The user or group is listed.
8. Add more users or highlight and click Remove to remove any users listed if required.
9. Click Save Category.
   The new Document Category is now available for selection:
   

Download a Document

Download a document if you need to see a hard copy. You can also download a document to edit it, then upload the revised version. The number of times that a document has been downloaded is listed in the Documents & Files option.

To download a document, follow the steps below:

1. In the Admissions module, select the Applicant tab.
2. Search and select an applicant record to work with and select Documents & Files from the right hand menu.
   All of the documents for the selected applicant are listed by category:
3. Click on your selected document category to expand it and display all the documents.
4. Click on the name of your selected document.
5. Open or Save the document, as required.
   The document downloads count is revised automatically.

Edit Applicant Document Details

Edit the name, description or category for an applicant document as required.

To edit an applicant document, follow the steps below:

1. In the Admissions module, select the Applicant tab.
2. Search and select an applicant record to work with and select Documents & Files from the right hand menu.
3. Click  in your selected document.
   A popup window is displayed:
   
4. Edit the Document Name. Enter a clear and concise name for the document. This defaults to the file name.
5. Edit the Description for the document.
6. Change the selected Document Category. This is useful for grouping documents by type or security setting. Choose to add a new category if necessary.
7. Click Save & Close when finished.
   The amended document is listed in the applicant record. Click on a document name to open it.

Delete an Applicant Document

Delete an applicant document as required. Use this to remove documents that are no longer needed.

To delete an applicant document, follow the steps below:

1. In the Admissions module, select the Applicant tab.
2. Search and select an applicant record to work with and select Documents & Files from the right hand menu.
3. Click  in your selected document.
   You are prompted Are you sure you want to delete this document?
4. Click Yes.
   The document is removed from iSAMS.