Preparation for Multi-Doc Importing

Applicable Roles

• HR Admin
• HR Team

Pre-requisites 

Contents

Multi-Doc Process Form 

Prepare Form

Customize Form

Signature Option

Email Notification

Multi-Doc Process Form

The first step to complete a New Multi-Document Import, is either confirming a Multi-Doc Process Form exists or creating one. This should already be configured for your district but if not, the following steps will assist you:

Navigate to: Process Forms / Form Category Management

1. Select New Form Category

2. In the blank details section - select "Multi-Document Import" as the Form Type in the drop-down menu

   

3. Type "Multi-Document Import" in both the Name and Description 

   

4. Click Insert

Now that the Multi-Doc Import category is created, the next step is to create the process form. 

Prepare Form

Navigate to: Process Forms / Form Management

1. Select "New Process Form"
2. From the Process Category drop-down, select "Multi-Document Import" 
3. Enter the Form Name
4. Type a brief Form Description 
5. Check the box "Enabled" 

6. Select the appropriate Destination Personnel Folder

   

7. Scroll down to the Parsing section of the form (skip the display options and introduction paragraph) 

   

8. Identify the Parse Start Line - this is the line # in the document where the system will locate the Identifier you've chosen to use (i.e., SSN, Employee ID, etc.); the system will then start looking on this line # for the identifier
9. Identify the Parsing Type - this can be either Strings or Character Position (contact Solution Architect for assistance determining Characters)
   1. If you're using the Character position, this would be the character # in the line that the Identifier you've chosen to use begins in the parsing start line; for example, the Employee ID #: 5010 appears on line 10 of the document, and the 5 in 5010 appears at character 52 in line 10
   2. Strings are used to parse data between a start and end point
10. Enter the Parsing Start String (whatever is in the document)
11. Select 1 of the 3 Employee Identifiers that matches the Parsing Start String - whichever is used, the way it is entered in the original document is EXACTLY how it should be entered in Parsing Start String with spaces/special characters included

The original source MUST have one of these 3 identifiers on the document that will correlate to the SchoolFront employee identifier:

Employee Number

Teach ID

Social Security Number

If the employee(s) identifiers appear on multiple pages, then the Parsing Start String and Parsing End String must be used; If the identifier does not appear on multiple pages, then the Multi-Page Identifier is used for a start and end point.

12. Click Insert

Customize Form

1. In the Details tab, click Template Builder 

   

2. In the Template Builder, add whatever is needed to the form after "Multi-Document Import Parsed Document" as shown in the example:

   

IMPORTANT: Do not delete  "---Multi-Document Import Parsed Document---" section in the template

For further instructions on building a template please reference, Using the Template Builder (Forms & Notifications) – SchoolFront.

Signature Option

If the form requires signatures/approvers:

1. Click the "Approvers" tab

2. Click "New Form Approver"

   

3. Enter the Approval Start Level 
4. Enter End Approval Level 

5. In the Approver Type drop-down, select "Employee / Candidate"

   

6. Click Save

For further information on approvers and other options in Approver Definition, please see Process Forms: Approvers – SchoolFront. 

Email Notification

To set up email notifications for the Multi-Doc Importing:

1. Select the tab "Email Rules"

2. Select Employee / Candidate by clicking on the pencil icon:

   

3. Next check the box Email on Submission

   

4. Select the Notification Category and Notification Template 
5. Click Save

For more information on email notifications please reference, Process Forms: Email Rules – SchoolFront