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Using Pupil Records

Using the Additional Information Menu > Pupil Documents and Files

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Kevin Main
Updated

Once you have opened a pupil record in the Pupil Manager module, use the Documents & Files option to upload and manage correspondence or reports that have not been written in iSAMS. Add security permissions to the documents that you upload to ensure that confidential information is stored appropriately.

To work with pupil documents and files, follow the steps below:

  1. In the Pupil Manager module, select a pupil records tab:
  2. Search and select a pupil record to work with.
  3. Go to the Additional Information menu and select Documents & Files.
  4. Choose to:
    • Upload a Document to a Pupil Record.
    • 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.
    • Edit Pupil Document Details. Change the name of a document, the description or the category.
    • Delete a Pupil Document. Permanently remove any documents which are obsolete or have been added in error.
    • Edit a Document Category. This is useful for updating the security access for all documents listed in a selected category. The permissions you set are applied to all documents in the category you select.

Upload a Document to a Pupil Record

  1. Click  Upload Document in the header bar. The Document Details window is displayed:
  2. Click Choose File and select the file that you want to import.
  3. Enter a clear and concise Document Name. This defaults to the file name.
  4. Add more detail about the document in the Description field.

  5. Either:

    • Select a Document Category to group documents. These apply security permissions to the document.
      or

    • Choose to:

      Add the document to an existing category or review security permissions for the category.

      1. Select a Document Category.

      2. Click  to the right of the Document Category list.
        The permissions you set are applied to all documents in the selected category.

        A second popup window is displayed:

      3. In the Category tab, check that your selected category is displayed.
      4. Select the Security tab and click Add... 
      5. Use the radio buttons displayed in the top half of the window to set up access permission for:
        •  All users.
        •  An individual user. Select a user from the drop down list.
        •  A user group. Select a user group from the drop down list. These are groups set up in the Control Panel.
      6. Use the radio buttons displayed in the bottom half of the window to set up the level of access for your selected user/s:
        • Full Control. Users can edit and delete documents.
        • Modify. Users can edit documents.
        • Read Only. Users can only view documents.
        • Hidden. Users have no access to the documents.
      7. Click Add Permission. The access permissions are listed.
      8. Click Save Category.
        The popup window closes.
      Add the document to a new category.

      1. Click  to the right of the Document Category list.
        A second popup window is displayed:

      2. In the Category tab, enter a clear and concise name for the new category.
      3. Select the Security tab and click Add... 
      4. Use the radio buttons displayed in the top half of the window to set up access permission for:
        •  All users.
        •  An individual user. Select a user from the drop down list.
        •  A user group. Select a user group from the drop down list. These are groups set up in the Control Panel.
      5. Use the radio buttons displayed in the bottom half of the window to set up the level of access for your selected user/s:
        • Full Control. Users can edit and delete documents.
        • Modify. Users can edit documents.
        • Read Only. Users can only view documents.
        • Hidden. Users have no access to the documents.
      6. Click Add Permission. The access permissions are listed.
      7. Click Save Category.
        The popup window closes.
  6. Click Upload Document.
    The document is listed in the pupil record. Click on a document name to open it.

Download a Document

  1. Click on your selected document category to expand it and display all the documents.
  2. Click on your selected document.
  3. Open or Save the document, as required. The document downloads count is revised automatically.

Edit Pupil Document Details

  1. Click in your selected document.
    The Document Details window is displayed:
  2. Edit the Document Name. Enter a clear and concise name for the document. This defaults to the file name.
  3. Edit the Description for the document, if required.

  4. Either:

    • Select a Document Category to group documents. These apply security permissions to the document.
      or

    • Choose to:

      Add the document to an existing category or review security permissions for the category.

      1. Select a Document Category.

      2. Click  to the right of the Document Category list.
        The permissions you set are applied to all documents in the selected category.

        A second popup window is displayed:

      3. In the Category tab, check that your selected category is displayed.
      4. Select the Security tab and click Add... 
      5. Use the radio buttons displayed in the top half of the window to set up access permission for:
        •  All users.
        •  An individual user. Select a user from the drop down list.
        •  A user group. Select a user group from the drop down list. These are groups set up in the Control Panel.
      6. Use the radio buttons displayed in the bottom half of the window to set up the level of access for your selected user/s:
        • Full Control. Users can edit and delete documents.
        • Modify. Users can edit documents.
        • Read Only. Users can only view documents.
        • Hidden. Users have no access to the documents.
      7. Click Add Permission. The access permissions are listed.
      8. Click Save Category.
        The popup window closes.
      Add the document to a new category.

      1. Click  to the right of the Document Category list.
        A second popup window is displayed:

      2. In the Category tab, enter a clear and concise name for the new category.
      3. Select the Security tab and click Add... 
      4. Use the radio buttons displayed in the top half of the window to set up access permission for:
        •  All users.
        •  An individual user. Select a user from the drop down list.
        •  A user group. Select a user group from the drop down list. These are groups set up in the Control Panel.
      5. Use the radio buttons displayed in the bottom half of the window to set up the level of access for your selected user/s:
        • Full Control. Users can edit and delete documents.
        • Modify. Users can edit documents.
        • Read Only. Users can only view documents.
        • Hidden. Users have no access to the documents.
      6. Click Add Permission. The access permissions are listed.
      7. Click Save Category.
        The popup window closes.
  5. Click  Save & Close.
    The amended document is listed in the pupil record.

Delete a Pupil Document

  1. Click  in your selected document.
    You are prompted Are you sure you want to delete this document?
  2. Select Yes.
    The document is removed from iSAMS.

Edit a Document Category

  1. Locate the document that you want to work with and click .
  2. In Document Category, either:

    • Select an alternative category to apply to the document.

      or

    • Choose to:

      Add the document to a new category.

      1. Click  to the right of the Document Category list.
        A second popup window is displayed:

      2. In the Category tab, enter a clear and concise name for the new category.
      3. Select the Security tab and click Add... 
      4. Use the radio buttons displayed in the top half of the window to set up access permission for:
        •  All users.
        •  An individual user. Select a user from the drop down list.
        •  A user group. Select a user group from the drop down list. These are groups set up in the Control Panel.
      5. Use the radio buttons displayed in the bottom half of the window to set up the level of access for your selected user/s:
        • FullControl. Users can edit and delete documents.
        • Modify. Users can edit documents.
        • ReadOnly. Users can only view documents.
        • Hidden. Users have no access to the documents.
      6. Click Add Permission. The access permissions are listed.
      7. Click Save Category.
        The popup window closes.
      Delete a category which is not required.
      1. Click to the right of the Document Category list.
        You are prompted Are you sure you want to delete it? All data will be lost.
      2. Click OK.
        The category is removed. Any documents listed under it are now listed under 'Unknown Category'.
  3. Click  Save & Close to return the the Documents & Files screen.
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