Multi-Doc importing is used when you want to upload documents that are not already within the SchoolFront system into employee's personnel folders. This tool allows you to upload these documents based off of some type of identification (typically the Employee ID) located within the documents.
Applicable Roles:
- Administrator
- HR Admin
- HR Team
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:
Select New Form Category, then enter the details. Select "Multi-Document Import" as the Form Type in the drop-down menu. Type "Multi-Document Import" in both the name and description and click Insert.
Now that the Multi-Doc Import category is created, it is time to create the actual process form.
Prepare Form
Return to the left navigation menu and select Process Forms - Form Management:
Select "New Process Form":
Type the form name, select the "Multi-Document Import" from the Process Category drop-down menu, type a brief description of the form, click the box under "Enabled" and select the appropriate personnel folder destination:
Next, scroll down to the Parsing section of the form (skip the display options and introduction paragraph). Identify the Parsing Start Line, identify the Parsing Type (strings or character position), the Parsing Start String (whatever is in the document), and one of the 3 Employee Identifiers that matches the Parsing Start String.
- Employee Number
- Teach ID
- Social Security Number
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.
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).
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.
Once the details are entered, click "Insert".
Customize Form
Select Template Builder from the Details tab on your form:
Do not delete the "---Multi-Document Import Parsed Document---" in the template. 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
If the form requires signatures/approvers, click on the "Approvers" tab and click "New Form Approver".
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
To set up email notifications for the Multi-Doc Importing, select the tab "Email Rules":
Select Employee by clicking on the pencil icon:
Next check the box "Email on Submission", select the Notification Category and Notification Template and click save.
For more information on email notifications please reference, Process Forms: Email Rules – SchoolFront