Admins/Users can send new document requests or track the status of any existing ones within a student's checklist on their contact record. This works the same way as an online teacher recommendation form. Please note: Admin-submitted document request forms will come from the email address that they are using to log into the SchoolAdmin system. Read on below to learn more about tracking and managing document request forms for a student.
How-To: Admin Checklist View and Management
* Manage Document Request Forms *
If a request has already been sent for document request form checklist items, the date it was sent will appear underneath the name of the checklist item.
Any incomplete document request form checklist items will have a 'Manage' button next to them (to the right below the checklist item name). Clicking this button will allow you to view the details (i.e. status, teacher name and email, and date sent) of the most recent request sent, as well as any past requests sent. Status will be one of the following:
Sent: Email request has been sent, but the recipient has not yet started filling out the document request form.
In Progress: Recipient has started filling out the document request form but has not yet submitted it.
Completed: Recipient has submitted the document request form. The checklist item will also be checked off in this case.
Canceled: Request was withdrawn due to a new request being sent. See section on editing a document request below for details.
From the details window, you can also send a reminder email to the recipient for the most recent request, or edit the request to send to a new recipient or update the receiving email address.
* Upload to Document Request Checklist Items *
If you want to upload directly to a document request form checklist item, instead of using the request workflow, you can do this by clicking the 'Upload' button next to the checklist item (this will only appear for incomplete document request checklist items). This will attach the form to the student record, and mark the checklist item as complete.
When files are uploaded internally to a Document Request Form type checklist item, parents will be able to see that the checklist item has been checked off, but they will not see the contents of the uploaded file -- this remains confidential with the school.
* View Completed Document Request Forms *
When a document request form is completed by the recipient, the checklist item will automatically be marked as complete with the date the file was submitted. You will also now have the option to view the form and the associated uploaded files by clicking on 'View Form'. Any uploaded files will appear with a hyperlink to view the upload.
Please note: Information from document request forms does not write through to the student's contact record. It can be viewed on the submitted form/PDF, or answers can be exported in bulk using a form export. If you would like to set up a form export for one of your document request forms, please contact SchoolAdmin Support.
Completed Document Request Form Confidentiality
The submitted document request form and any files uploaded to it remain school confidential. The parent/guardian will NOT have access to view these items. The account who sent the request will receive an email notifying them that the form was completed and the checklist item will also be marked as complete in the Parent Portal.