Documents Guide
Use this workbook to define their institutional documents and set additional related parameters.
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.
Workbook Description
The file name for this workbook is DOCUMENTS.csv.
- 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:
|
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:
|
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
|
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 | Y |
Boolean
|
The feature that uses this field has been deprecated. |
Security | G | Y |
Enumeration List of enumerations:
|
The feature that uses this field has been deprecated. |
Days Until Document Reminder Sent After Original Request | H | Y |
Integer |
Enter the number of days to elapse after originally requesting a document before triggering the Document Reminder message (Field/Column P in this workbook). |
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
|
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:
|
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
|
This script is used to determine the Financial Aid (FA) Acceptance of a document. |
Unsolicited Process Manual Review | M | Y |
Boolean
|
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:
|
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
|
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_Reminder_Sent_After_Original_Request (Field/Column H in this workbook) is met. |
Document Cancellation Script | Q | N |
Groovy Script; Boolean return value
|
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
|
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
|
Indicates if a Document requires an image when submitted in the Student Self Service UI.
|
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
Manual Processing Steps
Log into the Student Financial Aid User Interface (UI)
- Navigate to
- 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: