Linked Document Upload Tool#

The Linked Document Upload Tool has been designed to allow your school to attach linked documents to a students account. It allows you to take documents from a 3rd Party system or location and using strict file naming rules it will upload and attach those files, as linked documents to a student’s account.

Tip

If you would like to use this tool, please contact your account manager for information.

Potential for Data Breaches#

Danger

There is a risk of data breach unless sufficient validation of your documents and their data is completed prior to using this tool.

The file name (and name alone) will determine which student’s account will be updated with the file content. It is therefore, vital that you test any process created for naming files to ensure it is applying the correct student identifier to the correct file.

Warning

We are not responsible for the content of the files you upload via the tool and it is your responsibility to ensure that the name of each file matches the student that the data within the file relates to.

Warning

Since any such error is not a malfunction of the tooling. Support relating to the school uploading files incorrectly is not included in the license fee and will be charged separately as per the agreement.

File Naming Guidance#

The name of the files you’re uploading via the tool is the most important part of the process. It must be named correctly for the tool to work.

The name of a file has two required parts, the student identifier and the file name. It must follow the pattern below:

studentId--fileName.pdf

For example, if your school has configured the system to use the student’s admissions number as the “school identifier” value a file might look like this:

082603--Term 1 Data Report.pdf

The above example would create a linked document with a title of “Term 1 Data Report” for the student with the school identifier field set to “082603”.

Caution

It is the school’s responsibility to ensure any files uploaded are named in correlation with the data within the file. Any decorrelation between file content and name could result in a data breach.

Process Overview#

The tool runs using the following process:

  1. The school must place any files to be uploaded into the “Pending Uploads” folder with the correct file names as per the file naming guidance section.

  2. School validates that the file names and the files contents contain correlating data.

  3. Reads the files from the “Pending Uploads” folder.

  4. Validates that the naming convention of each file contains the required elements.

    a. Any files that do not meet the criteria are moved to the “Failed Uploads” folder.

  5. Validates that the file is below the maximum limit for a linked document.

    a. Any files that are over this limit are moved to the “Failed Uploads” folder.

  6. Any files that pass these checks will be sent to us to be attached to a student’s account.

  7. We will then validate that the student identifier used matches a student user.

    a. If the student identifier isn’t found the file will be moved to the “Failed Uploads” folder.

    b. If the student identifier is found against multiple student user records the file will be moved to the “Failed Uploads” folder.

  8. We re-validate rules 4 and 5 for security purposes.

    a. Any files failing these checks are moved to the “Failed Uploads” folder.

  9. Any documents that pass all validation steps will be attached to a student’s record with the following configuration:

    a. Category: As per options

    b. Sub Category: As per options

    c. Title: As per file name

    d. Requires Acknowledgement: As per options

    e. Acknowledgement Requested From: Contacts with priority as per app setting “Student Linked Document Priorities”

    f. Users will be sent notifications about their new linked documents and acknowledgement based on the configured options.

  10. Successfully uploaded files will be moved to the “Successful Uploads” folder.

Tip

If using third party integration for syncing your students, you should verify that there are no sync errors that need resolution. If a student isn’t synced successfully, then no documents will be uploaded to their account.

Tip

Once a batch is complete you should clear the files out of the successful and failed upload folders so that should you later upload files with the same name, there isn’t a conflict moving the files to the successful/failed uploads folders.

Options#

The following options are available for configuration:

  • Category - The name of the category to attach documents to. (This must be an existing category within the system and must match the name exactly)

  • Date Of Record - The date of record for the documents in the batch. This determines when the document will be visible to users.

  • Is Acknowledgement Required - Should acknowledgement be requested for the uploaded documents from students contacts with parental responsibility.

  • Sub Category - The name of the sub category to attach document to. (This must be an existing sub category of the configured category within the system and must match the name exactly)

Caution

There is no way to update these documents as a batch should you incorrectly configure these options prior to upload.

Caution

We are not responsible for the configuration of your upload tool and it is your responsibility to ensure that the value of each option correctly represents your intended configuration.

Caution

Since any error relating to incorrectly configuring options is not a malfunction of the tooling. Support relating to the school uploading files incorrectly is not included in the license fee and will be charged separately as per the agreement.