Using the Additional Information Menu > School Documents and Files

Use the Documents & Files option in a school record to upload and manage correspondence or reports that have not been written in iSAMS.

An example of the Documents & Files option is shown below:

Choose to:

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

Upload a Document to a School Record

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

1. In the Other Schools module, select the Other Schools tab.

2. Search and select a school record to work with.

   	See Searching for Other Schools for more information on searching for school records.

3. In the Additional Information menu on the right of the screen, select  Documents & Files.
4. Click  Upload Document in the header bar.
   A pop-up window is displayed:
   
5. Click Browse and select the file that you want to import.
6. Enter a clear and concise Document Name. This defaults to the file name.
7. Add more detail about the document in the Description field.

8. Select a Document Category. This is useful for grouping documents by type or security setting.

   Click  to add a category to the list. Click  to delete a category.

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

Download a Document from a School Record

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 Other Schools module, select the Other Schools tab.

2. Search and select a school record to work with.

   See Searching for Other Schools for more information on searching for school records.

3. In the Additional Information menu on the right of the screen, select  Documents & Files.
   All documents for the selected school are listed by category:
4. Click on your selected document category to expand it and display all the documents.
5. Click on the name of your selected document.
6. Open or Save the document, as required.
   The document downloads count is revised automatically.

Edit a School Document

Edit the name, description or category for a school document, as required.

To edit a school document, follow the steps below:

1. In the Other Schools module, select the Other Schools tab.

2. Search and select a school record to work with.

   See Searching for Other Schools for more information on searching for school records.

3. In the Additional Information menu on the right of the screen, select  Documents & Files.
   All documents for the selected school are listed by category.
4. Click  by your selected document.
   A pop-up window is displayed:
   
5. Edit the Document Name. Enter a clear and concise name for the document. This defaults to the file name.
6. Edit the Description for the document.

7. Change the selected Document Category. This is useful for grouping documents by type or security setting.

   Click  to add a category to the list. Click to delete a category.

8. Click  Save & Close when finished.
   The amended document is listed in the school record. Click on a document name to open it.

Delete a School Document

Delete a school document as required. Use this to remove documents that are no longer needed.

To delete a school document, follow the steps below: 

1. In the Other Schools module, select the Other Schools tab.

2. Search and select a school record to work with.

   See Searching for Other Schools for more information on searching for school records.

3. In the Additional Information menu on the right of the screen, select  Documents & Files.
   All documents for the selected school are listed by category.
4. Click  by your selected document.
   A pop-up window is displayed. You are prompted Are you sure you want to delete this document?
5. Click Yes.
   The document is removed from iSAMS.