Doc Metadata Guide

Overview

This workbook allows institutions to define associated metadata fields for Document Codes based on the Documents workbook, and set additional related parameters, for example, data type, enumeration values, and so on.

Note: Oracle delivers Baseline Configuration for this Guide by Award Year. Please see the Baseline Configuration topics in the Configuration Reference for Oracle Fusion Cloud Student Financial Aid in the Oracle Help Center for more information.

Workbook Description

The file name for this workbook is DOCMETADATA.csv.

Configuration Workbooks are delivered in the form of Excel spreadsheets. In these spreadsheets, every configurable field is represented as a spreadsheet column and there are as many spreadsheet rows as needed for that particular configuration. Here are the column descriptions:

Field Name.
Column: Spreadsheet column associated with the field.
Required?: Denote if you're required to populate the field or not.
Field Type and Accepted Values:
- String: These are usually alphanumeric.
- Integer: Numeric, a whole number.
- Double: Numeric with places to the right of the decimal.
- Enumeration: List of values.
- Boolean: True or False, Yes or No.
- Groovy script: A logical query using groovy script.
- Date: yyyy-mm-dd format.
Description.

Field Name	Column	Required?	Field Type and Accepted Values	Description
Document Code	A	Y	String Alphanumeric ASCII text, up to 255 characters	The document code that is sent in the integration message from the student self service or Document Management System (DMS).The document code must exist in both the DOCMETADATA.csv and DOCUMENTS.csv
Aid Year	B	Y	String Alphanumeric ASCII text, up to 255 characters	Aid Year associated to the document. Format: CCYY-CCYY Example Values 2019-2020 2020-2021
Attribute Code	C	Y	String Alphanumeric ASCII text, up to 255 characters	The Attribute Code associated with the document metadata Attribute_Name that can be used in any document. Baseline Configuration Attribute Codes start with AC1001.
Attribute Name	D	Y	String Alphanumeric ASCII text, up to 255 characters	The name of metadata field. You can define different Attribute Names for unique combinations of Document Codes and Attribute Codes. For example, Attribute field code AC1015 (adjusted gross income) can be labeled as: "Adjusted Gross Income - line 4 in Tax Form 1040" for Document Code: 1040. Adjusted Gross Income - line 11 in Tax Form 1040X" for Document Code: 1040X.
Display Order	E	Y	Integer Any Positive Integer	The order in which the attribute_names are displayed in the SFA user interface screen. Example Values 1 2 3
Data Type	F	Y	Enumeration Valid values: Boolean Double Enumeration Integer String	The type of data that can be used for the attribute.
Enum Mapping	G	N	String Alphanumeric ASCII text.	Enumeration mappings for data Text must be separated by commas and the values are represented in a dropdown menu. Example Values For an Attribute Name of "Gender": Male,Female For an Attribute Name of "Tax Calendar Year": 2018,2019,2020
Additional Resolution Action	H	N	Groovy script	The logic for document types and document codes required to resolve additional data discrepancy including subsequent document requests, along with whether all requested documents are required or just one of requested documents is required. If the required document isn't already present in the system. Any combination of parameters Notification Documents being requested
Is Required?	I	Y	Boolean TRUE FALSE	Tells the system if the document metadata field is required.
Subtype	J	N	Enumeration List of enumerations: Y N	Subtype Attribute Code SFA checks the configuration to determine if the Document and/or Metadata should be stored with multiple versions as a document Sub-Type, for example, W2s for multiple employers, different Student Statements used to resolve different tasks, and so on.
Field Start Date	K	NA	Deprecated	Deprecated
Field End Date*	L	NA	Deprecated	Deprecated
Prev Document Code	M	NA	Deprecated	Deprecated
Prev Attribute Code	N	NA	Deprecated	Deprecated

Enable the Configuration in the UI

You must associate General and Document permissions to roles in order for users to view documents, document metadata and to complete tasks associated with documents.

Required Permissions

You must have a role with the following General Permission(s) and/or Document Permission(s) through Roles Management in order to enable and view the configuration in the UI.

General Permissions
- Dashboard
  - Required if the user will be working Review Document for Approval Tasks associated with a document
- Document Review Task
  - Required if the user will be working Review Document for Approval Tasks associated with a document
- NFF Forms Task Review
  - Required if the user will be working Process an NFF Document Tasks associated with a Non-Federal Funds document
Document Permissions through Roles Management in order to view documents within the Student Financial Aid User Interface.
- View Document
  - Required for any document a user needs to be able to view
  - A user can request documents even if they do not have permission to view the document once received
- Doc Review Task
  - Required for any document a user needs to complete an associated Review Document for Approval task
- NFF Forms Task
  - Required for any Non-Federal Funds document a user needs to complete a Process an NFF Document task

Considerations for Configuration

Document Metadata is dependent on the Documents csv file. If you update Document Meta, you need to make sure you update the associated document(s) csv. when you load the updated configuration in through the user interface, make sure both the documents and document metadata csv are in the same zip folder or if separate, you upload the documents csv file before loading the document metadata csv.

Configuration in the User Interface

The configuration is visible in the Student Financial Aid User Interface if you navigate to the following screens:

Student Search > Student > Received Documents > ISIR Information
Dashboard > Review Document for Approval Task Queue