Document Types

Document Types can be setup under Setup > Doc Mgt > Document Types

Click on the Add Doc Type button to add a new document type.

On the popup, give the Document Type a Code, Name, choose the Storage Silo, determine if it should be used in the Employee Portal, choose the Special Functionality, and determine how the documents added should be sorted. Then click the "Add" button.

The basic information required to create a Document Type are:

• A Code - a short code that will uniquely identify Documents of this type (e.g. OBS for Observation,).   This is for internal system use only.
• Seq - This is a "sequence number" that determines the position on the Documents screen for an employee.  
• Name - This will be the name of the Document Folder on the employee's Documents tab.
• Storage Silo - choose Documents
• School Year Field - Generally this will be "None" because most documents would be displayed in an employee's record indefinitely
• Display in Employee Portal checkbox - This cannot be used for Observations, but for all other kinds of Documents.  Checking this box will allow the documents to be visible in the Employee Portal on their Documents screen.  
• Enable Special Functionality - This is where you select what part of the system this document type can be used for.   See "Special Functionality" below.
• Sort Documents by - Select a field on which to sort these documents

Click Add to add the new Document Type.

"Regular" HR Documents do not Require a "Special Functionality" Setting

• "Regular" documents do not require any Special Functionality.
• This includes any document type you just want to be able to upload into a staff member's Documents screen
• This includes all Employee Forms. - they should not be given a "Special Functionality."

Special Functionality

Document Types can be associated with specific systems or subsystems within SchoolFi.  These are the 'special functionalities":

• Evaluations System: 
  • Administrator Goal
  • Observations
  • SGO
  • PGO
  • Professional Development
• HR 
  • Certificates - Certificates held by staff members
  • Credentials
  • Contracts
  • Form Flow Documents
• Payroll 
  • Timesheets
  • Payroll Stubs
  • Garnishment Deduction documents (e.g. Court Orders)
• Budget 
  • Budget Detail Line Item documents
  • Budget P.O.'s and Requisitions
  • Vendor documents/certificates