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The TxEIS “How To” Guide Series

T E X A S C O M P U T E R C O O P E R A T I V E

D e v e l o p e d b y t h e

How to: SET UP AND USE

DOCUMENT ATTACHMENTS

TxEIS

Copyright © 2017 by Texas Computer Cooperative All rights reserved

1314 Hines AvenueSan Antonio, TX 78208-1899

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TxEIS - Set Up and Use Document Attachments

Contents7BOverview .................................................................................................................................. 3

Prerequisites ....................................................................................................................................................... 3Checklist Overview ........................................................................................................................................... 3

Set the Document Storage URL .............................................................................................. 5

Set Up Roles in Security Administration ................................................................................ 9

Enable Permission for a Role ......................................................................................................................... 9Assign the Role to a User ..............................................................................................................................11

Use Document Attachments in TxEIS ................................................................................... 13

Upload, Download, and Delete Files ........................................................................................................13

Use Document Attachments in txConnect .......................................................................... 19

New Student Enrollment Form ..................................................................................................................19District Setup .............................................................................................................................................19Parent Use ...................................................................................................................................................21Campus Use ...............................................................................................................................................23

Online Student Registration Forms ..........................................................................................................25District Setup .............................................................................................................................................25Parent Use ...................................................................................................................................................27Campus Use ...............................................................................................................................................28

Recover Deleted Document Attachments .......................................................................... 31

Appendix ................................................................................................................................ 35

Document Attachment-Enabled Pages in TxEIS ..................................................................................35Document Types by Application and Folder .........................................................................................37

Business .......................................................................................................................................................37Student ........................................................................................................................................................37

File Types Allowed ..........................................................................................................................................39

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7BoverviewDocument Attachments allows you to upload and view documents by application, school year, folder, and document type. This feature also allows parents to upload files for new student enrollment and online registration.

Prerequisites � The Document Attachments feature is only available to districts hosted at the TCC

Data Center, or to districts hosted by participating Education Service Centers. Service centers currently participating are ESC-12, ESC-14, and ESC-15. Contact your regional service center for more information.

� This guide assumes you are familiar with the basic features of the TxEIS Student and/or Business systems and have reviewed the TxEIS Student/Business Overview guide.

� This guide is based on TxEIS 3.0.0000.

Checklist Overview

The following steps are covered in this guide:

� Set the Document Attachments URL in DBA Assistant.

� Set up roles in Security Administration.

� Enable the Document Attachments permissions for a role.

� Assign the Document Attachments-enabled role to a user.

� Use Document Attachments in TxEIS.

� Use Document Attachments in txConnect.

� New Student Enrollment

� Online Student Registration

� Recover deleted documents.

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set the DoCument storage urLIn the TxEIS DBA Assistant application, you must set the URL for Document Attachments.

DBA Assistant > Utilities > Set Application Preferences

1. Connect to a database.

The Application Preferences window opens.

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2. Select Document Storage. The Document Storage row is highlighted blue.

NOTES:You must select and set the Document Storage URL even if you already applied a default URL connection to the other applications.

3. In the Default URL Connection field, type the URL extension for Document Attachments.

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4. Click Apply.

The Document Storage default URL connection is populated.

5. Click Save.

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6. Click to close the Application Preferences window.

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set up roLes in seCurity aDministrationBefore a user can access documents in a TxEIS application, a role must be created with Document Attachments permission, and that role must be assigned to the user.

Enable Permission for a Role

A role must be set up with Document Attachments permission. You can create a new role or add the permission to an existing role. See the online Help for Security Administration for more information.

TxEIS Security Administration > Manage Roles

1. Under Select a Role, select a role for which you want to enable the Document Attachments functions, and then click Edit Role.

The Edit Role page opens.

2. Under Manage Permissions:

z Click to expand Document Attachments. A list of available applications with Document Attachments capability is displayed.

z Select the check box next to Document Attachments. The check boxes for all applications are selected and displayed in green.

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ß To disable access to documents for a specific application, clear the check box.

ß To enable read-only access to documents for a specific application, select the read-only check box.

ß If the application is selected and read-only is selected for the application, the role will allow read-only access to documents for the application.

ß If the application is selected and read-only is not selected for the application, the role will allow full access to documents for the application.

ß If neither the application nor read-only is selected for the application, the role will not allow access to documents for the application.

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3. Click Save.

Assign the Role to a User

To access documents, a user must be assigned a role for which Document Attachments permission has been enabled.

TxEIS Security Administration > Manage Users

1. Retrieve a user, and then click Edit User.

The Edit User page opens.

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If the Document Attachments-enabled role is already assigned to the user, the user has access to Document Attachments according to the role’s settings. There are no other steps to complete.

2. If the Document Attachments-enabled role is not assigned to the user, Click Add to assign the role to the user.

Select the Document Attachments-enabled role, and click OK.

3. Click Save.

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use DoCument attaChments in txeisFor TxEIS LEAs using Document Attachments, if you are logged on as a user assigned to a Document Attachments-enabled role, the Documents button is displayed on various pages in the TxEIS Business and Student systems. See the Appendix for a complete list of pages.

If you are logged on with a role that does not have security access to Document Attachments, the button is not displayed on any pages.

Upload, Download, and Delete Files

The Staff Demo and Student Enrollment pages are examples showing how Document Attachments function in Business and Student applications.

Human Resources > Maintenance > Staff Demo

For Business, documents are uploaded by application, employee, and folder. See the Appendix for a list of folders by application.

Registration > Maintenance > Student Enrollment

For Student, documents are uploaded by application, student, year, and folder. See the Appendix for a list of folders by application.

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If a document is attached, the Documents button displays a note icon .

1. To view, attach, or delete a document, click Documents.

Business:

Student:

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2. Under Document List:

z The Application field displays the application you are currently logged on to.

z In some applications, you must select the Folder for which you want to view or attach a document:

ß Different types of documents must be uploaded to specific folders. See the Appendix for a list of folders by application and the available document types.

ß Changing the folder will change the document type options in the Select Type field.

z (Student only) In the Select School Year field, select the school year for which you want to view documents. Student documents are stored by year.

Existing documents are displayed according to specified criteria.

3. Under Document Upload:

z To upload a document, in the Select File to Upload field, click Choose File. Locate and select the document on your computer or network. The file name is displayed next to Choose File.

z (Student only) In the School Year field, select the year for which you want to save the document.

z In the Select Type field, select the type of document you are uploading. The list varies according to your selection in the Folder field.

z In the Description text box, type an optional description of the document.

Business:

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Student:

z Click Upload File to upload the file for the employee or student.

ß The document is listed in the Document List section.

ß The date-time stamp and user ID display the date and time the document was uploaded, and the user ID of the user who uploaded the document.

Business:

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Student:

4. To download the file to your PC to view it, click the link in the Type column.

5. To delete the document from the student’s record, click the trash can icon . You are prompted to confirm that you want to delete the document.

6. To add another document, click Choose File again and repeat the steps for uploading a document.

NOTES: � Any changes made in the Document Options window are saved when you close the

window. � Deleted documents are not actually deleted from the Document Attachments server.

You can retrieve deleted files using the Document Attachments File Recovery utility in District Administration.

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use DoCument attaChments in txConneCtSee the txConnect Administrator - Manage Forms for Enrollment Registration and Data Updates “How To” guide for a detailed explanation of these processes.

In the txConnect Admin Forms Management pages, the Document Attachment fields are identified by the prefix DOCSTOR_ (e.g., DOCSTOR_STUDENTMEDIARELEASE).

NOTES:Standard Forms (i.e., predefined district-level forms that are common throughout Texas), are automatically provided in txConnect. If the txConnect-provided forms are used in your district, it may not be necessary to use Document Attachments for these particular forms.

New Student Enrollment Form

District Setup

txConnect > Administrator Options > Settings > Forms Management > Forms

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From the Form Management page, click the spyglass icon to open the Form Editor page for the New Student Enrollment form. The 22 Document Attachment fields are included by default; however you can prevent parents from seeing any of these fields by clearing the corresponding Vis field.

When a parent enrolls a student using the txConnect New Student Enrollment process, these field are included on Step 5, allowing parents to attach forms needed for enrollment.

� DOCSTOR_POR (Proof of residence) � DOCSTOR_DL (Driver license) � DOCSTOR_BC (Birth certificate) � DOCSTOR_IMM (Immunizations) � DOCSTOR_DIRECTORY (Directory forms) � DOCSTOR_MCVINTO (McKinney-Vento form) � DOCSTOR_EMPSURVEY (Employment survey) � DOCSTOR_CAPP (Chemical abuse participation) � DOCSTOR_FOODALERGY (Food allergy disclosure) * � DOCSTOR_HOMELANGSURVEY (Home language survey) � DOCSTOR_DISTRICTHANDBOOK (District handbook acknowledgment form) � DOCSTOR_RELEASEOFINFO (Authorization to release student information) � DOCSTOR_FREELUNCH (Free or reduced lunch (NSLP) request) � DOCSTOR_ACCEPTABLEUSEPOLICY (Acceptable use policy) � DOCSTOR_STUDENTMEDIARELEASE (Student media release) * � DOCSTOR_ETHRACEQUESTIONNAIRE (Ethnicity and Race Data Questionnaire) * � DOCSTOR_FAMILYSURVEY (Family survey)

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� DOCSTOR_IDENTITYVERIF (Identify verification) * � DOCSTOR_HISTSCHOOLATTENDANCE (School attendance history) * � DOCSTOR_STATEMENTSPECED (Special education statement) * � DOCSTOR_MILCONNECTEDSTUDATA (Military connection data) * � DOCSTOR_REGISTRATIONPACKET (Registration packet)

* See the Note at the beginning of this chapter.

Parent Use

txConnect > Online Student Enrollment - New Students

In the txConnect parent portal, the Document Attachment fields appear in Step 5 of the New Student Enrollment process, allowing the parent to attach the required documents using the following steps.

Scroll down to the Form Uploads section to see the fields. A Document button is displayed next to each Document Attachments field.

� If no document is attached to the field, the Document button displays (-). � If a document is attached to the field, the Document button displays (+).

1. Click Document to attach a document.

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2. Click Choose File to locate the file on your local computer.

3. Type an optional description for the document, and click Upload File.

The attached document is listed under Document List.

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4. Click Close to close the window.

The Document button displays (+) to indicate that a document is attached.

5. To view an attached document, click Document (+) to open the window, and then click the link in the Type column to download the file. Open the downloaded file to view it according to the browser you are using.

6. To delete an attached document, click the trash can icon .

Campus Use

After a parent has enrolled a new student using txConnect, district and campus staff can view any documents uploaded by the parent.

TxEIS Registration > Maintenance > Online Registration > New Student Enrollment

1. Students who have been enrolled online via txConnect are listed. Click the spyglass icon under Details to open the student’s enrollment data.

z The Register Student page displays the student’s enrollment data as entered in txConnect.

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z If the parent attached documents, the Documents button displays a note icon.

2. Click Documents to view the list of attachments.

The Document Options window displays all attached documents, as well as the optional document description entered by the parent, the date-time stamp when the document was uploaded, and the user ID of the parent who uploaded the document.

3. Click the link in the Type column to download the file. Open the downloaded file to view it according to the browser you are using.

4. Once you have completed enrolling the student from this page, the attached

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document(s) will be accessible in the relevant applications. See the Appendix for a list of applications where the various document types are stored. Note that all attachments are listed in the NOT REGISTERED folder until the student’s enrollment is complete.

Online Student Registration Forms

District Setup

In the txConnect Admin Forms Management pages, the 22 Document Attachment fields (i.e., DOCSTORE_ fields) are available to add to any forms you create for online student registration.

txConnect > Administrator Options > Settings > Forms Management > Forms > Form Editor

In order for the Document button to appear on a form for parents, the following settings must be correct:

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� On txConnect > Administrator Options > Settings > Forms Management > Form Fields, the Is field visible to the user field must be set to Yes for the DOCSTORE_field.

� On txConnect > Administrator Options > Settings > Forms Management > Forms > Form Editor, the Editable and Visible fields must be selected for the form.

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Parent Use

txConnect > Online Registration Information for STUDENT NAME

In the txConnect parent portal, a Document Attachments field in Online Student Registration functions the same way as in New Student Enrollment. If the form requires the parent to upload a form, the Document button is displayed next to the field name.

1. Click Document to attach a document.

2. Click Choose File to select the file.

3. Type an optional Description, and then click Upload File.

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5. The attached form must then be submitted in order for campus staff to have access to it. Click Submit Data with Electronic Signature to submit the form.

Campus Use

After a parent has submitted a form containing a Document Attachment, district and campus staff can view documents submitted by the parent. Staff can accept or reject an attached document in the same way they can accept or reject changes to any other data field.

Registration > Maintenance > Online Registration > Pending Updates

1. Students who have pending updates to online registration data via txConnect are listed. Click the spyglass icon under Details to view the requested updates for the student.

All fields for which updates have been submitted are listed. If a Document Attachment was submitted, a note icon is displayed next to the field name.

2. Click the note icon to view details for the attached document, including the optional document description entered by the parent, the date-time stamp when the document was uploaded, and the user ID of the parent who uploaded the document.

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3. Click the link in the Type column to download the file. Open the downloaded file to view it according to the browser you are using.


5. Click Accept or Reject as need, and click Save.

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reCover DeLeteD DoCument attaChments Document Attachments can be deleted from any page where they can be added; however, the file is never actually deleted from the server.

If a file is inadvertently deleted, use the Document Attachment File Recovery utility to locate and recover the document.

TxEIS District Administration > Utilities > Document Attachment File Recovery

1. Under Search Criteria:

Use any of the following fields to narrow your search.

z In the Application Type field, select the system (Business or Student).

z In the Application field, select the application from which the document was deleted (Registration, Human Resources, etc.).

z In the Folder field, select the folder from which the document was deleted.

z In the Document Type field, select the type of document deleted. The list of available types depends on the selected Application and Folder.

z (Student only) In the School Year field, select the school year from which the document was deleted.

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z In the Delete User field, select the user who deleted the file. The drop-down list displays users according to the selected Application.

z In the Delete Date From field and Delete Date To field, select the date range for which you want to view deleted documents. The Delete Date From field and Delete Date To fields work independently from the other search fields on the page.

2. Click Search to retrieve deleted documents that meet the specified search criteria.

3. Under Search Results, select the file(s) to be restored. The Recover Files button is enabled.

4. Click Recover Files to restore the selected file(s). You are prompted to confirm that you want to continue.

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Click OK to continue.

The recovered document is restored to the original application and folder location.

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appenDix

Document Attachment-Enabled Pages in TxEIS

Business

� Accounts Receivable > Tables > Customer Information � Accounts Receivable > Maintenance > Create/Modify Invoice � Accounts Receivable > Maintenance > Invoice Approval � Accounts Receivable > Maintenance > Invoice Voids/Adjustments (read-only) � Accounts Receivable > Maintenance > Invoice Inquiry/Customer Notes > Inquiry � Accounts Receivable > Maintenance > Invoice Status Inquiry (read-only) � Asset Management > Maintenance > Inventory Maintenance � Finance > Maintenance > Vendor Information � Finance > Budget Amendment > Budget Amendment Maintenance � Finance > Budget Amendment > Approve Budget Amendment � Finance > Budget Amendment > Budget Amendment Inquiry (read-only) � Human Resources > Maintenance > Staff Demo � Human Resources > Maintenance > Staff Job/Pay Data � Human Resources > Maintenance > Leave Account Transaction � Purchasing > Maintenance > Vendor Order Addresses (read-only) � Purchasing > Maintenance > Create/Modify Requisition Vendor Directory (read-only) � Purchasing > Maintenance > Create/Modify Requisition � Purchasing > Maintenance > Create/Modify Contract Requisition � Purchasing > Maintenance > Approve Requisition � Purchasing > Maintenance > Bundle Requisitions (read-only) � Purchasing > Maintenance > Receiving � Purchasing > Inquiry > Requisition Status Inquiry � Purchasing > Inquiry > Contract Requisition Status Inquiry � Purchasing > Next Year > Maintenance > Create/Modify Requisition � Purchasing > Next Year > Maintenance > Create/Modify Contract Requisition � Purchasing > Next Year > Maintenance > Approve Requisition � Warehouse > Maintenance > Inventory Maintenance

Student

� Attendance > Maintenance > Student > Student Inquiry (read-only access) � Attendance > Maintenance > Student > Student Posting > By Individual � Discipline > Maintenance > Student > Inquiry (read-only access) * � Discipline > Maintenance > Student > Maintenance > Maintenance *

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� Grade Reporting > Maintenance > Student > Individual Maint � Health > Maintenance > Student Health � Registration > Maintenance > Student Enrollment � Test Scores > Maintenance > Individual Maintenance � txConnect - New Student Enrollment � txConnect - Online Student Registration

* In Discipline, the button is not displayed unless you retrieve a student who has an incident record.

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Document Types by Application and Folder

BusinessApplication Folder Document TypeAccounts Receivable Invoices Invoices Accounts Receivable Customers OtherAsset Management Asset Other, WarrantyFinance BAR OtherFinance Vendor Bid Contract, Other, Quote, Set Up Form, Sole

Source, W-9Finance Vendor Catalog CatalogHuman Resources Leave LeaveHuman Resources Credentials Certification, EducationHuman Resources Demographic Application, Driver License, I-9, Other, Resume, SSN

CardHuman Resources Service Record Service RecordHuman Resources Verification Contract, Signed AgreementHuman Resources Payroll Deduction, Other, W-4Purchasing Requisition Supporting Forms, Vendor Documents Purchasing Receiving Receiving InvoiceWarehouse Items Other

Student

Application Folder Document TypeAttendance Attendance NotesAttendance Attendance OtherDiscipline Incidents OtherGrade Reporting Grade Reporting IPRGrade Reporting Grade Reporting Report CardGrade Reporting Grade Reporting TranscriptHealth Student Health AcanthosisHealth Student Health Food and AllergyHealth Student Health HearingHealth Student Health Immunization *Health Student Health OtherHealth Student Health Physical Exam

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Application Folder Document TypeHealth Student Health SpinalHealth Student Health TBHealth Student Health VisionRegistration Demographic Birth Certificate *Registration Demographic Chemical Abuse Participation *Registration Demographic Directory Form *Registration Demographic Employment Survey *Registration Demographic Entry/WithdrawalRegistration Demographic McKinney Vento *Registration Demographic OtherRegistration Demographic Proof of Residence *Registration Demographic SSN CardRegistration Bilingual/ESL OtherRegistration Generic Programs OtherRegistration PRS OtherRegistration Special Education Other

* Note that some forms are included in the New Student Enrollment process. Before the student’s enrollment is complete, the forms are stored in the NOT REGISTERED folder. Once the student is enrolled, the forms are stored in the appropriate folder as listed in this table.

Some forms are also included in the Online Registration process. Before the form is accepted, it is stored in the REGISTERED folder. Once the form is accepted, it is stored in the appropriate folder as listed in this table.

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File Types Allowed

File Extension Folder.doc application/msword.docx application/vnd.openxmlformats-officedocument.wordprocessingml.

document.gif image/gif.jpeg image/jpeg.jpg image/jpeg.pdf application/pdf.png image/png.pps application/vnd.ms-powerpoint.ppt application/vnd.ms-powerpoint.pptx application/vnd.openxmlformats-officedocument.presentationalml.

presentation.tif image/tiff.tiff image/tiff.txt text/plain.xls application/vnd.ms-excel.xlsx application/vnd.openxmlformats-officedocument.spreadsheetml.sheet

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