Document Assignment Tool

Owned by Heather Smith
Last updated: Dec 02, 2022
5 min read

Introduction

In the Regent Document Assignment Tool, users can select documents to be assigned to a group of students in bulk, based on the results of a selected, predefined Query.

Overview

The Document Assignment Tool is available in the Regent Tools menu for users with the ‘Document Assignment Tool’ permission enabled. To use the Document Assignment Tool, a query must first be created and saved using the Query Tool.

The Document Assignment Tool is comprised of a top section with selection options for Institution Name and Query Name and a bottom section for selection of Documents to be assigned.

NOTE: This tool is designed to be used at Institution level. Only one Campus per Institution should be configured.

Document Assignment Tool Page

The following fields are presented in the top section of the Document Assignment Tool.

  • Institution Name: A dropdown field containing options for all Institutions for which the user has ‘View Student’ permission. This is a required field.

  • Query Name: A dropdown field containing options for all saved queries created in the Query Tool, associated to the Institution selected. This is a required field. The results of the query, along with document scope periods, define the set of students to which documents will be assigned.

  • Description: A read-only field. This field will populate with Description text from the Query Tool for the Query Name selected.

  • Regent Query Language (RQL): A read-only field. This field will populate with the RQL from the Query Tool for the Query Name selected. 

Select Document(s) Section

Based on Document Setup for the selected Institution, a Document Requirement selection grid is presented. At least one document must be selected to execute the Document Assignment process.

  • If ‘All’ is selected at the top of the list in the box on the left, all documents available for selection will be presented in the box on the right. If the process which the document facilitates is selected from the box on the left, a subset of documents available for selection will be presented in the box on the right.

  • When a Document is selected from the box on the right, the Scope and Status fields for that Document are presented.

    • Scope: A read only field based on Document Setup. Text may be Federal Award Year, Payment Period, Academic Year, or Student.

      • If the Scope of the selected document is ‘Federal Award Year,' a ‘FAY’ dropdown will be presented containing options for all available FAYs associated in Document Setup. Required.

      • If the Scope of the selected document is ‘Payment Period’ or ‘Academic Year’, ‘Start Date From’ and ‘Start Date To’ calendar fields will be presented for entry of a start date range. Required.

      • If the Scope of the selected document is ‘Student,’ no period fields will be presented.

    • Status: The ‘Status’ field will default to the value of the ‘Set Initial Document Status to' field for the document in Document Setup but can be changed. The ‘Status’ field determines the status in which the selected document will be assigned. Options are Incomplete, Needed, Received, Satisfied, Unsatisfied, and Waived.

  • Clicking the ‘Add’ button below the Document Requirement selection grid will present an additional Document Requirement selection grid for selection of multiple documents. There is no limitation on the number of documents that can be selected within the Document Assignment Tool. For each additional Document Requirement selection grid presented after the first one, a ‘Remove’ button is presented to the right of the box which, when clicked, will remove that Document Requirement selection grid.

Page Buttons

There are three function buttons at the bottom of the Document Assignment Tool page: Execute, Cancel, and Save Selected Parameters.

  • Execute: Initiates the Document Assignment process.

    • Selected documents will be assigned to each active students returned by the selected query, IF the selected scope parameters for the document apply to the student.

      • If multiple Academic Years or Payment Periods are applicable to the entered range, a document requirement will be created for each.

    • ‘Enforce Scope Uniqueness’ will be respected, if configured for a document in Document Setup.

    • The students Activity Log will indicate that the document requirement was added by the Document Assignment Tool.

    • A Process Log entry will be created for the Document Assignment process.

  • Cancel: Closes the Document Assignment Tool page without saving any selections or initiating process.

  • Save Selected Parameters: Triggers the Parameter Set Name pop-up for saving the entered parameters in Saved Parameter Sets.

    • A prefix of ‘DOCASSIGNMENT_' will be populated in the Parameter Set Name pop-up. User can edit the field and Save/Cancel, per standard ‘Save Parameter Set’ functionality.

    • The Process Type in Saved Parameter Sets will be ‘Document Assignment’.

      • A Document Assignment Process can be scheduled via Scheduled Processes. NOTE: Process should not be scheduled during BP process.

    • From Saved Parameter Sets, the following options will be available, per standard functionality: View/Edit, Execute Process, Delete, and Mark Inactive.

Process Log

When the Document Assignment process is executed from the Document Assignment Tool, the status and results of the process are displayed within the Process Log. Per standard functionality, the Process Log record includes a Details tab, Selection Parameters tab, Students tab, and Error tab.

In the Details tab, the ‘Total Records’ value is the number of students returned by the selected query, the ‘Processed Records’ value is the number of students to which any document was assigned by the process, and the ‘Unprocessed Records’ value is the number of students not assigned any documents by the process.

In the Students tab, all students returned by the selected Query will be listed, along with a record for each document selected to be assigned. The Messages column indicates if a document was not assigned by the process, as follows.

  • If ‘Enforce Scope Uniqueness’ was selected for the Document and a Document of the same name has already been assigned to the student for the same scope period, a document will not be assigned.

    • Message: ‘Not assigned. Document already added to student.

  • If the scope period entered/selected for a document does not apply to a student, a document will not be assigned.

    • Message: Not assigned. Selected scope period is not applicable.

  • If the Document Assignment Process is run from Saved Parameter Sets and the saved Scope is different than the current Scope in Document Setup, a document will not be assigned.

    • ‘Not assigned. Current Document scope is not equal to saved parameter.’