Multi-Doc Importing allows your school district to upload multiple PDF documents at one time into the SchoolFront system. The documents must have one of the following identifiers (Employee ID, Social Security #, TEACH ID) so that each document will map to the correct employee file within the system.
Applicable Roles:
- Administrator
- HR Administrator
- HR Team
- Business Office
Pre-requisites: Multi-Doc Importing Setup – SchoolFront
Navigate to the Document Upload tab
Select New Multi-Document Upload and the lower half of your screen will display a blank details page:
Enter a name for your upload, this will appear in the personnel folder.
Select the *Process Form from the drop-down menu, and then select a PDF file and click "Insert".
*NOTE: you can find the steps on how to create a Multi-Doc Importing Process Form here
Immediately after inserting, one of the following windows will display. The number of pages containing employee information should equal the number of pages requiring verification. If all Employee IDs are correctly matched, the number of pages missing Employee information will be 0 and you can select Automatically Verify Results:
Automatically Verify Results Manually Verify Results
(All Information has imported correctly) (Received when there is an issue with the employee information)
If there was an issue with any of the pages, the "Number of Pages Missing Employee Information" will have a number, and the link to automatically verify results is missing. We will explore Manually Verifying Results later in this article.
**It is recommended that you select "Manually Verify Results" when using a new Process Form to initial a Multi-Document Upload.
Results of Automatic Verification:
Now the number of pages requiring verification should say 0 and the number of pages containing information remains the same. Click Parse.
Next, you'll see that the Parse Status in the details tab indicates parsing is complete (circled in green). Click on the Extracted Documents tab (circled in red) to see the results of the files that were uploaded to the employee folder:
Manually Verify Results
If there are employees who did not get a match within the system, the number of Pages Missing Employee Information will have a number as shown below. Click on "Manually Verify Results":
At the bottom of the window that opens when you manually verify results, there will be the page highlighted that indicates where the error is:
(Top of page)
(Bottom of page)
Once you click on the highlighted page number, it will open the page, and you can determine what the error is. Verification Status says, "No Employee Match" and we can see the Employee ID number in the form. Whatever the error, it should be able to be fixed in SchoolFront or the other source document and then re-inserted if needed. If you have a page that needs to be deleted from the file, Check “Delete this page”.
Click the drop-down menu at the top of the document, and select the appropriate employee:
Then click "Save & Close".
Once the file is fully verified, the Parse Button will be activated
The uploaded file will then follow the rules of the Process Form. An email notification will go out, approvers/ signatures will be required if defined, and the form will upload to the selected personnel folder.