Documents Guide

Overview

This workbook allows institutions to define their institutional documents and set additional related parameters, for example, manual review required, student notification messages, 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 DOCUMENTS.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 Name	A	Y	String Alphanumeric ASCII text, up to 255 characters	The name of document.
Document Code	B	Y	String Alphanumeric ASCII text, up to 255 characters	The document code from the Document Management System. Unique to each Document Name. The Document Code is used to reference documents in other configuration csv files.
Active Document Dates	C	Y	String Alphanumeric ASCII text, up to 255 characters FORMAT: CCYY-CCYY Example Values: 2019-2020 2020-2021	The Aid Year associated to document attribute. If blank, document is considered a Lifetime document If Aid Year is given, document is valid for the specified Aid Year
Document Type	D	N	Enumeration List of enumerations: Other Tax Forms Student Identification Tax Transcripts	Allows the Document to be associated with a Document Type to enhance filtering in the user interface. Document Type in Baseline Configuration is set to Other for all documents.
Require Approval	E	Y	Boolean TRUE FALSE	Tells the system if the document requires manual approval after receiving a document receipt message in SFA from the student self service or document management system? TRUE, triggers a Review Document for Approval task.
Requires Additional Approval	F	NA	Deprecated	Deprecated
Security	G	NA	Deprecated	Deprecated
Days Until Document Reminder Sent After Original Request	H	NA	Deprecated	Deprecated
Student Notification Message Content	I	Y	String Alphanumeric ASCII text, up to 4,000 characters	The outbound notification message used to communicate to the document collection reason and/or requirements to the student.
Request At Will	J	Y	Boolean TRUE FALSE	Tells the system if the document can be requested manually by a user at-will.
Document Owner Logic	K	N	Groovy Script; enumeration return value List of possible enumerations: Student Spouse Parent Parent 1 Parent 2 Mother Father	You can create a script that enables SFA to determine the document owner and return an Enumeration that identifies the document owner. In the baseline configuration this field is left Blank. If blank or owner is not specified by data received via integration the document owner defaults to Student. If value is Parent, the document owner defaults to Father
FA Acceptance	L	Y	Boolean TRUE FALSE	This script is used to determine the Financial Aid (FA) Acceptance of a document.
Unsolicited Process Manual Review	M	Y	Boolean TRUE FALSE	Tells the system if the document requires approval when it is received in SFA unsolicited. TRUE, triggers a Review Document for Approval task.
Verification Reporting Flag	N	N	Enumeration Values: HIGH_SCHOOL_COMPLETION STATEMENT_OF_EDUCATIONAL_PURPOSE_DOCUMENT STUDENT_IDENTIFICATION_DOCUMENT Blank	Flag to indicate if the document is a Verification Reporting document and what category of document it can satisfy.
NFR DOC QUE TASK	O	Y	Boolean TRUE FALSE	Tells the system if the associated Non-Federal Funds document requires manual approval after receiving the document receipt message in SFA from the student self service or document management system. TRUE, triggers a Process an NFR Document task
Document Follow up Request Message	P	Y	String	Message sent when the configured days until document follow-up sent after document reminder sent after original document request days has been reached.
Document Cancellation Script	Q	N	Groovy Script; Boolean return value TRUE FALSE	This script is used to determine when a Document Request can be Canceled. In the Baseline Configuration, these fields are left blank.
PREV_DOC_CODE	R	NA	Deprecated	Deprecated
Hide_In_Self_Service_UI	S	N	Boolean TRUE FALSE	If value is set to True, documents of this type are hidden in the Self Service UI, once matched to a student record.
No_Doc_Image	T	N	Boolean TRUE FALSE Blank	Indicates if a Document requires an image when submitted in the Student Self Service UI. If value is TRUE, the document doesn't require a document image If value is FALSE or blank (default) the document requires a document image.

Considerations for Configuration

Baseline Configuration assumes full automation for certain scenarios (e.g. Verification V1) based on data input by the student in the portal and the system makes ISIR corrections based on that data. SFA automates as many documents as possible, besides non-metadata documents like a Student Statements. There is a mapping between document metadata fields to ISIR fields, and if the doc metadata (student submitted value) does not match, an ISIR correction is triggered
If the institution wants to make sure there are opportunities to review student inputs prior to fully automating the rest of the pipe, they can set any/all documents to require manual review in the documents workbook as it’s a boolean data type.
If you add a custom document, make sure to create the associated Attribute Codes and update the Document Metadata as necessary.

Enable the Configuration in the UI

You have complete flexibility to create divisions of labor through Roles Management. As an Administrator you can create, view, and update all roles based on permission mapping. In addition, you can enable Document Permissions based on a user's area of expertise. You must set document permissions for each Role in order for users to be able to view and edit documents and to be able to complete document related tasks.

There are three areas you can enable/disable document permissions.

View Document	NFF Forms Task	Doc Review Task
Visibility to specific documents	Approve/Reject documents associated with Non-Federal Funds (NFF) through the Process an NFF Document task queue	Approve/Reject documents through the Review Document for Approval task queue

Required Permissions

You must have a role with the following General Permission(s) through Roles Management in order to complete the manual processing steps listed below.

Administration

See Set General Permissions Matrix.

Manual Processing Steps

Log into the Student Financial Aid User Interface (UI)

Navigate to Administration > Security Management > Roles Management
Select the Role you want to enable or update permissions.
Click the Document Permissions tab.
Check the box to enable the Document Permission.
Uncheck the box to disable the Document Permission.
Click Save.

Click the Check-Box in the header row to enable/disable all documents for that column (on that page)
Make sure to enable/disable Document Permissions on each available page
If an Award Year is not listed, the document is considered a Lifetime Document

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