Preparation for Multi-Doc Importing

Applicable Roles

• Administrator
• 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:

1. From the left navigation menu, go to Process Forms / Form Category Management
2. Select New Form Category, then enter the details:
   1. Select "Multi-Document Import" as the Form Type in the drop-down menu
   2. Type "Multi-Document Import" in both the name and description 
   3. Click Insert

Now that the Multi-Doc Import category is created, it is time to create the actual process form. 

Prepare Form

1. From the left navigation menu, select Process Forms - Form Management
2. Select "New Process Form":

3. Enter the form name
4. Select the "Multi-Document Import" from the Process Category drop-down menu
5. Type a brief description of the form
6. Click the box under "Enabled" 
7. Select the appropriate personnel folder destination:

8. Next, scroll down to the Parsing section of the form (skip the display options and introduction paragraph) and Identify the Parsing Start Line
9. Identify the Parsing Type (strings or character position)
10. Enter the Parsing Start String (whatever is in the document)
11. Select one 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 (spaces/special characters included)

The original source MUST have one of the 3 identifiers on the document that will correlate to the SchoolFront employee identifier; the majority of the Multi-Doc's will use the Employee Number/Employee ID

• Employee Number
• Teach ID
• Social Security Number

If the employee(s) identifiers appear on multiple pages, then the Parsing Start Sting 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. Select Template Builder from the Details tab on your form:

2. IMPORTANT: Do not delete the "---Multi-Document Import Parsed Document---" section in the template
3. Add whatever is needed to the form after it as shown below

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

Signature Option

1. If the form requires signatures/approvers, click on the "Approvers" tab
2. Then click "New Form Approver"

3. Enter the approval start and end levels and select "Employee" and click Save:

For further information on approvers, please see Process Forms: Approvers – SchoolFront. 

Email Notification

1. To set up email notifications for the Multi-Doc Importing, select the tab "Email Rules":

2. Select Employee 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