The TxEIS “How To” Guide Series
TxEIS
How to:
SET UP AND USE
DOCUMENT ATTACHMENTS
Developed by the
T E XA S CO M P U T E R CO O P E R AT I V E
Copyright © 2016 by Texas Computer Cooperative
All rights reserved
1314 Hines Avenue
San Antonio, TX 78208-1899
TxEIS - Set Up and Use Document Attachments
Contents
Overview................................................................................................................................... 3
7B
Prerequisites........................................................................................................................................................ 3
Checklist Overview............................................................................................................................................ 3
Set the Document Storage URL............................................................................................... 5
Set Up Roles in Security Administration................................................................................. 9
Enable Permission for a Role.......................................................................................................................... 9
Assign 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...................................................................................................................19
District Setup..............................................................................................................................................19
Parent Use....................................................................................................................................................21
Campus Use................................................................................................................................................23
Online Student Registration Forms...........................................................................................................25
District Setup..............................................................................................................................................25
Parent Use....................................................................................................................................................27
Campus Use................................................................................................................................................28
Recover Deleted Document Attachments ........................................................................... 31
Appendix................................................................................................................................. 35
Document Attachment-Enabled Pages in TxEIS...................................................................................35
Document Types by Application and Folder..........................................................................................36
Business........................................................................................................................................................36
Student.........................................................................................................................................................36
File Types Allowed...........................................................................................................................................38
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TxEIS - Set Up and Use Document Attachments
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TxEIS - Set Up and Use Document Attachments
7B
Overview
Document 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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TxEIS - Set Up and Use Document Attachments
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TxEIS - Set Up and Use Document Attachments
Set the Document Storage URL
In 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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TxEIS - Set Up and Use Document Attachments
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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TxEIS - Set Up and Use Document Attachments
4. Click Apply.
The Document Storage default URL connection is populated.
5. Click Save.
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TxEIS - Set Up and Use Document Attachments
6. Click
to close the Application Preferences window.
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TxEIS - Set Up and Use Document Attachments
Set Up Roles in Security Administration
Before 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
7. 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.
8. Under Manage Permissions:
zz Click to expand Document Attachments. A list of available applications with
Document Attachments capability is displayed.
zz Select the check box next to Document Attachments. The check boxes for all
applications are selected and displayed in green.
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TxEIS - Set Up and Use Document Attachments
ßß To disable access to documents for a specific application, clear the check box.
ßß To enable read-only access to documents for a specific application, select the
read-only check box.
ßß 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.
ßß 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.
ßß 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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TxEIS - Set Up and Use Document Attachments
9. 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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TxEIS - Set Up and Use Document Attachments
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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TxEIS - Set Up and Use Document Attachments
Use Document Attachments in TxEIS
For 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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TxEIS - Set Up and Use Document Attachments
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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TxEIS - Set Up and Use Document Attachments
2. Under Document List:
zz The Application field displays the application you are currently logged on to.
zz In the Folder field, select the folder for which you want to view or attach a
document.
ßß 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.
ßß Changing the folder will change the document type options in the Select
Type field.
zz (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:
zz 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.
zz (Student only) In the School Year field, select the year for which you want to save
the document.
zz In the Select Type field, select the type of document you are uploading. The list
varies according to your selection in the Folder field.
zz In the Description text box, type an optional description of the document.
Business:
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TxEIS - Set Up and Use Document Attachments
Student:
zz Click Upload File to upload the file for the employee or student.
ßß The document is listed in the Document List section.
ßß 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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TxEIS - Set Up and Use Document Attachments
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
prompted to confirm that you want to delete the document.
. You are
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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TxEIS - Set Up and Use Document Attachments
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TxEIS - Set Up and Use Document Attachments
Use Document Attachments in txConnect
See the txConnect Administrator - Manage Forms for New Student Enrollment and Registration
“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),
which are automatically provided in txConnect, can also be uploaded as Document
Attachments. If Standard 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
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.
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TxEIS - Set Up and Use Document Attachments
When a parent enrolls a student using the txConnect New Student Enrollment process, these
field are included on Step 4, allowing parents to attach forms needed for enrollment.
„„
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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)
DOCSTOR_IDENTITYVERIF (Identify verification) *
DOCSTOR_HISTSCHOOLATTENDANCE (School attendance history) *
DOCSTOR_STATEMENTSPECED (Special education statement) *
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TxEIS - Set Up and Use Document Attachments
„„ 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 4 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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TxEIS - Set Up and Use Document Attachments
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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TxEIS - Set Up and Use Document Attachments
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.
zz The Register Student page displays the student’s enrollment data as entered in
txConnect.
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TxEIS - Set Up and Use Document Attachments
zz 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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TxEIS - Set Up and Use Document Attachments
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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TxEIS - Set Up and Use Document Attachments
„„ On txConnect > Administrator Options > Settings > Forms Management > Form
Columns, the Is column 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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TxEIS - Set Up and Use Document Attachments
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.
4. Click Close to close the window.
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TxEIS - Set Up and Use Document Attachments
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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TxEIS - Set Up and Use Document Attachments
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. Click Close to close the window.
5. Click Accept or Reject as need, and click Save.
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TxEIS - Set Up and Use Document Attachments
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TxEIS - Set Up and Use Document Attachments
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.
zz In the Application Type field, select the system (Business or Student).
zz In the Application field, select the application from which the document was
deleted (Registration, Human Resources, etc.).
zz In the Folder field, select the folder from which the document was deleted.
zz In the Document Type field, select the type of document deleted. The list of
available types depends on the selected Application and Folder.
zz (Student only) In the School Year field, select the school year from which the
document was deleted.
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TxEIS - Set Up and Use Document Attachments
zz In the Delete User field, select the user who deleted the file. The drop-down list
displays users according to the selected Application.
zz 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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TxEIS - Set Up and Use Document Attachments
Click OK to continue.
The recovered document is restored to the original application and folder location.
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TxEIS - Set Up and Use Document Attachments
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TxEIS - Set Up and Use Document Attachments
Appendix
Document Attachment-Enabled Pages in TxEIS
Business
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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)
Warehouse > Maintenance > Inventory Maintenance
Student
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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 *
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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TxEIS - Set Up and Use Document Attachments
Document Types by Application and Folder
Business
Application
Accounts Receivable
Accounts Receivable
Asset Management
Finance
Finance
Folder
Invoices
Customers
Asset
BAR
Vendor
Finance
Human Resources
Human Resources
Human Resources
Vendor Catalog
Leave
Credentials
Demographic
Human Resources
Human Resources
Human Resources
Warehouse
Service Record
Verification
Payroll
Items
Document Type
Invoices
Other
Other, Warranty
Other
Bid Contract, Other, Quote, Set Up Form, Sole
Source, W-9
Catalog
Leave
Certification, Education
Application, Driver License, I-9, Other, Resume, SSN
Card
Service Record
Contract, Signed Agreement
Deduction, Other, W-4
Other
Student
Application
Attendance
Attendance
Discipline
Grade Reporting
Grade Reporting
Grade Reporting
Health
Health
Health
Health
Health
Health
Health
Health
Folder
Attendance
Attendance
Incidents
Grade Reporting
Grade Reporting
Grade Reporting
Student Health
Student Health
Student Health
Student Health
Student Health
Student Health
Student Health
Student Health
36
Document Type
Notes
Other
Other
IPR
Report Card
Transcript
Acanthosis
Food and Allergy
Hearing
Immunization *
Other
Physical Exam
Spinal
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TxEIS - Set Up and Use Document Attachments
Application
Health
Registration
Registration
Registration
Registration
Registration
Registration
Registration
Registration
Registration
Registration
Registration
Registration
Registration
Folder
Student Health
Demographic
Demographic
Demographic
Demographic
Demographic
Demographic
Demographic
Demographic
Demographic
Bilingual/ESL
Generic Programs
PRS
Special Education
Document Type
Vision
Birth Certificate *
Chemical Abuse Participation *
Directory Form *
Employment Survey *
Entry/Withdrawal
McKinney Vento *
Other
Proof of Residence *
SSN Card
Other
Other
Other
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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TxEIS - Set Up and Use Document Attachments
File Types Allowed
File Extension
Folder
.doc
.docx
application/msword
application/vnd.openxmlformats-officedocument.wordprocessingml.
document
image/gif
image/jpeg
image/jpeg
application/pdf
image/png
application/vnd.ms-powerpoint
application/vnd.ms-powerpoint
application/vnd.openxmlformats-officedocument.presentationalml.
presentation
image/tiff
image/tiff
text/plain
application/vnd.ms-excel
application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
.gif
.jpeg
.jpg
.pdf
.png
.pps
.ppt
.pptx
.tif
.tiff
.txt
.xls
.xlsx
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