Identify, Download, and Upload Documents

Purpose: Use to this document to identify, download, and upload documents uploaded via ctcLink's Upload Documents functionality.

Audience: All staff

You must have at least one of these local college-managed security roles:

Query Viewer:

  • ZD_DS_QUERY_VIEWER

Upload Documents:

  • ZZ Upload Doc ADM
  • ZZ Upload Doc ADV
  • ZZ Upload Doc SR
  • ZZ_FA_UPLOAD_DOWNLOAD

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Overview

➡️This process is used to identify documents available for download, retrieve uploaded documents, and upload new documents using Query Viewer and the Upload Documents page.

Identifying Documents to be Downloaded

Reporting Tools > Query > Query Viewer

Run Document Query

  1. The Query Viewer search page displays.
  2. Enter the Query Name: QCS_CC_UPLOAD_DOC_RPT.
  3. Select Search.
  4. The query prompts page displays. Enter the following:
    • *Institution
    • Document Class (Opt)
    • Document Type (Opt)
    • *Action (Required) 
    • *Uploads from X Days? (Y or N)
    • If Y type: X Days Ago Uploaded
    • If N use Dt Range: From Date
    • If N use Dt Range: To Date
    • Reviewed? (Y/N) Opt
  5. Select View Results.
Upload Document Report results page showing Institution WA220 search fields and a list of uploaded documents with document types, dates, and review status.

Retrieving Uploaded Documents

PeopleTools > CTC Custom > Extensions > Upload Documents

View/ Review Documents

  1. Navigate to the Upload Documents page.
  2. Locate and view the document(s).
  3. To mark the document as reviewed:
    • Select Reviewed.
    • Select Save.
Upload Documents page showing residency document files with document types DD214, OTHER, and VEHICLE_RE available to view.

Uploading Documents

Navigation

PeopleTools > CTC Custom > Extensions > Upload Documents

Adding a New Document

  1. Select Add a New Value.
  2. Enter: EMPL ID (student or staff).
  3. Select the Document Group search icon 🔍, and choose your institution's Document Group.
  4. Select Add.
  5. Search results display.
  6. Select the row arrow (>) to update or upload a new document.
Upload Documents Add a New Value page showing Empl ID and Document Group WA220 with an existing record listed in search results.

Adding a New Document Class

  1. Select the plus [+] icon in the top-right corner to add a new Document Class row if a row already exists.
  2. Select the Document Class lookup icon (🔍) and choose one.
  3. Select the Document Type lookup icon (🔍) and choose one.
  4. Select Attach.
  5. Select Browse and choose a file from your computer.
  6. The file name displays.
  7. Select Upload.
  8. Message displays "Document Uploaded."
  9. Select OK.
Upload Documents page showing student record file TEST.pdf with a confirmation message indicating Document Uploaded.

Deleting a Document Type

  1. Select the minus [-] icon to the right of the View button.
  2. Message box appears.
  3. Select OK to confirm deletion.
Upload Documents page showing TEST.pdf file with a delete confirmation message asking to confirm deletion.

Deleting a Document Class

  1. Select the minus [-] icon in the top-right corner.
  2. Message box appears.
  3. Select OK to confirm deletion.
  4. Verify the Document Class row has been deleted.
  5. Select Save.
Upload Documents page showing residency document file with a delete confirmation message prompting to confirm deletion.

Adding a New Document Type to an Existing Document Class

  1. Select the plus [+] icon to the right of the View button.
  2. Select the Document Type lookup icon (🔍) and choose one. (One upload per Document Type.)
  3. Select Attach.
  4. Select Browse and choose a file from your computer.
  5. The file name displays.
  6. Select Upload.
  7. Message displays "Document Uploaded."
  8. Select OK.
Upload Documents page showing residency documents with one file available to view and another ready to attach.

1 Comments

Mustafizur r chowdhury

How to get find and lookup results the string and how to get file and attached finally on uploading process, please

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