Doc Metadata Guide
Use this workbook to define associated metadata fields for Document Codes and set additional related parameters.
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.
Workbook Description
The file name for this workbook is DOCMETADATA.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 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
|
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:
|
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
|
Data Type | F | Y |
Enumeration Valid values:
|
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
|
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
|
Is Required? | I | Y |
Boolean
|
Tells the system if the document metadata field is required. |
Subtype | J | N |
Enumeration List of enumerations:
|
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
- Dashboard
- 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
- View Document
Considerations for Configuration
- Document metadata is dependent on the Documents.csv file. If you update Document metadata, you need to make sure you update the associated DOCUMENTS.csv. when you load the updated configuration in through the user interface, make sure both the DOCUMENTS.csv and DOCMETADATA.csv are in the same zip folder or if separate, you upload the DOCUMENTS.csv before loading the DOCMETADATA.csv.
Configuration in the User Interface
The configuration is visible in the Student Financial Aid User Interface if you navigate to the following screens: