Viewing Document Requirements
- Katie Macpherson (Deactivated)
- Heather Smith
- Emily Bivona (Deactivated)
Attachments
If a paperclip icon is displayed on a Document Requirement in the Documents Tab grid, row, it indicates that the document has one or more attachments associated to it. By clicking on the paperclip, you will be able to download the document. When the user hovers over the paperclip icon, Regent Award will display the names of all of the current document attachments for the Document Requirement.
- If the document requirement has only one file attachment, clicking the paper clip icon should allow the user to download that single attachment. Therefore, there is no need to show any type of hover text if the document requirement has only one attachment.
- If the document requirement has multiple attachments, hovering over the paper clip icon will show a list of those attachments.
- The user can then hover over the list and if the user clicks on an attachment name in the list, they can download that specific attachment.
General Tab
The General tab provides the document description, when the document was assigned/created, how the document was assigned, the reason the document was assigned, and any attachment(s) uploaded by the student or school. If the Office Use Only box is checked, the item will not be displayed on the student portal or included in communications to the student.
Audit Log Tab
The Audit Log tab displays the activity that has occurred in the system related to that document.
Signature Tab
The Signature tab (previously labeled Electronic Signature) displays information that only applies to schools using the Electronic Signature feature.
Data Requirements
| Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| General Subtab | |||||
| Date Created | Date the document requirement was created for the student. | Date - Read Only | Format - MM/DD/YYYY | ||
| Activity Source | User can select how this document was received/created | Required | Drop down |
| |
| Activity Type | Description of the type of the activity. | Required | Drop Down |
| This field will populate automatically from the value chosen on document setup, but is editable. |
| Letter Correspondence Date | This is the date REM created the letter | Read Only | Date Format - MM/DD/YYYY | ||
| Email Correspondence Date | This is the date REM sent the email | Read Only | Date Format - MM/DD/YYYY | ||
| Date Received | Date the document was status was set to "Received" status. | Read Only | Date Format - MM/DD/YYYY |
| |
| Date Reviewed | Date the document was reviewed. | Read Only | Date Format - MM/DD/YYYY | ||
| Scope | Displays the scope associated with the document from Document Setup | Read Only | |||
| Office Use Only | Read Only | Read Only | Checkbox Populates from Document Setup | ||
| Document Use | Read Only | Populates from Document Setup | |||
| Document Requirement | Name of the document as it appears in the system. | Read Only | Text | ||
| Document Attachment | Name of attachment associated with the document. | Optional | Populates from Document Setup | Link the to template associated to the document from within Document Setup. | . |
| Submitted Document(s) | Name of the document the student submitted. | Optional | In Edit mode, allows users to manually add attachments to the document requirement. In View mode, display of attached file name and date/time stamp for when the file was added. | ||
| Status | Current Status of the Document | Required |
| ||
| Scope | Read Only | Populates from Document Setup | |||
Reason | Allows user to put a note specific to that student, and this document requirement. | Optional | Text - 1,000 characters max | Displayed to the student, who was assigned this document, on the portal. | |
| Message | Display the text set up in the Message portion of Populates from Document Setup for the given document. | Read-only | Displayed on the portal to all users who have been assigned this document. | ||
| Assigned by Fund | Display of Fund Name if Document Requirement is associated to an Award ID. | Read-only | Text | Populated when document is assigned by awarding, based on Document Setup. ‘Reason’ field will be populated with the same text so that it displays on the Document Requirement in the student portal. | |
Audit Log Subtab | |||||
| Date/Time | Date/Time the activity occurred | Read Only | Shows the date/time stamp of an activity. | ||
| Activity Source | Type of activity that updated the document | Read Only | Populate from document's Activity Source value | ||
| Activity Type | Description of the type of activity. | Read Only | Down | Populate from document's Activity Type value | |
| User | Username of the user that made the change to the document. | Read Only | |||
| Activity/Description | Display activity updates | Optional | Contains messages from automated processes | ||
| Remarks/Notes | Display activity updates | Optional | Contains reason/message entered by user manually | ||
Correspondence Subtab | |||||
| This tab is reserved for future development | |||||
Signature Subtab | |||||
| Field Name | Description | Required/Optional | Type | Values | Business Rules |
| Required Electronic Signature Type | The value shown here indicates if the document requires a signature(s), and if the document must be signed only by the student, only by the parent, or by both the student and the parent. Note: A parent-only signature process is not yet supported in the Student Experience portal. | Read Only | Text |
| If the value shown here is "Not Required," none of the remaining data elements will be shown on the screen. |
| Parent Information | |||||
| Parent's Full Name | The parent's full name as provided on the Student Portal when the parent was invited to sign the document. | Read Only | Text | Parent's name is either pre-populated in the parent invitation from the Sources of Parent Data configuration option in Regent Award, or is provided by the student manually. | |
| Parent's Email | Email address provided by the student and used for inviting the parent to sign the document/access the portal. | Read Only | Text | Parent's email is either pre-populated in the parent invitation from the Sources of Parent Data configuration option in Regent Award, or is provided by the student manually. | |
| Parent Portal Link Generated | Indicates whether or not the parent has been invited to sign the document. | Read Only | Text |
| The parent portal link will expire based on the configuration chosen under Document Setup, "Portal Access Request Link Expires in." |
| Parent Portal Link Generated On | Indicates the date that the parent was invited to sign the document. | Read Only | Date | MM-DD-YYYY | |
| Parent Signature Indicator | Indicates whether or not the parent has signed the document, the signing method used, and the date the signature was provided. | Read Only | Text | SNAP:
Student Experience:
| SNAP:
Student Experience:
|
Student Information | |||||
| Student Signature Indicator | Indicates whether or not the student has signed the document, the signing method used, and the date the signature was provided. | Read Only | Text | SNAP:
Student Experience:
| SNAP:
Student Experience:
|