Multi-Doc Importing

Applicable Roles

• HR Administrator
• HR Team
• Business Office

Pre-requisites 

Multi-Doc Importing Setup – SchoolFront 

Contents

Upload 

Verify Results

Automatic Verification

Manually Verify Results - It is recommended that you select Manually Verify Results when using a new Process Form to initialize a Multi-Document Upload

Upload

Navigate to: Multi-Doc Importing / Document Uploads

1. Click New Multi-Document Upload
2. In the blank Details, enter the Name for the upload that will appear in the personnel folder
3. Select the Process Form from the drop-down menu (NOTE: you can find the steps on how to create a Multi-Doc Importing Process Form here)

4. Select a PDF file and click "Insert"

   ​

Verifying Results

Immediately after inserting, 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, as shown below. 

1. Click Automatically Verify Results

   

Automatically Verify Results

After clicking Automatically Verify Results, the Number of Pages Requiring Verification should now say 0 and the number of pages containing information remains the same:

2. Click Parse

3. The Parse Status now indicates parsing is complete

   

4. Click on the Extracted Documents tab to see the results of the files that were uploaded to the employee folder:

   

Manually Verify Results 

It is recommended that you select Manually Verify Results when using a new Process Form to initialize a Multi-Document Upload. 

When there is an issue with the employee information, or there were employees who did not get a match within the system, the Number of Pages Missing Employee Information will have a number as shown below. 

1. Click Manually Verify Results

   

2. In the Manual Verification of Parsed Document pop-up, scroll to the bottom of the window to see the highlighted page that contains the error
   1. If you have a page that needs to be deleted from the file, check the box for Delete this page

(Top of pop-up)

(Bottom of pop-up)

3. Click the highlighted page number to open the page and determine the error

4. If the Verification Status says, "No Employee Match" and we can see the Employee ID number in the form displayed (Whatever the error, it should be able to be fixed in SchoolFront or the other source document and then re-inserted if needed):

5. Click the drop-down menu and select the appropriate employee

   

   

6. Click Save & Close

7. Now that file is fully verified, click Parse

   

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.