Purpose

Allows users to upload documents into Callista, and to view or delete previously uploaded documents.

SubSystem

General

Documents

This form allows a user to upload documents into Callista for a Person, or view or delete documents that have been uploaded. Only users with the DOC-DEL Advanced security function can delete uploaded documents.

Such files may be uploaded using this form, or via Applicant Portal or Agent Connect. (In Applicant Portal they are uploaded by the Electronic Document Upload (APEDUPLD) application.)

This form displays a list of documents, along with various related details for the Person in the Person block. A selected document can be viewed by clicking on the Open button.
The actual documents referenced cannot be edited, but details such as Document Comments may be modified.

To electronically upload a document, the user is able to browse through local documents and select a file to load and choose the Document Type to upload. 

This form can be accessed via the main menu, or you can navigate to this form in the context of the Person from the Maintain Person Scholarship form (SCHF1200) or the Maintain Person Scholarship Verification form (SCHF1210).

The Person block contains:

• Person ID
• Sex
• Date of Birth

The Documents block contains:

• Document ID
• Document Type
• Filename
• Creation Date
• Archive Date
• Creator Person ID
• MME Content Type
• External Reference
• Comments

  Buttons

  • Open
  • Upload

Rules/Notes:

Document Types are defined in GENF0100.

To upload a document

• Select this form in the main menu.
• Query for the student whose document you wish to upload.
• Select the Document Type.
• Browse for, and select, the document you wish to upload.
• Click on the Upload button.
• Save.

Rules/Notes:

The document cannot be uploaded and an error message displays if:

• The document exceeds the maximum size (2000MB).
• The Document Type is closed.
• A document with this name has previously been uploaded.
• The file contains no data.
• The filename contains more than 200 characters.

A Document ID value is generated when the new record is saved.

Today's date is recorded as the Creation Date for the uploaded file and the user is recorded as the 'Creator Person'.

To view a document

• Select this form in the main menu.
• Query for the student whose document you wish to view.
• Select the document you wish to view.
• Click on the Open button.

Rules/Notes:

When the Open button is clicked, a new browser window opens in which the selected document is displayed.

To close the document, close the browser window.

To delete a document

• Ensure you have the Advanced Function, DOC-DEL assigned to you or your Security Role.
• Select this form in the main menu.
• Query for the student whose document you wish to view.
• Select the document you wish to delete.
• Click on the Delete button.
• Save.

The DOC-DEL Advanced Function must be assigned to the user (in SECF0062) or to their Security Role (in SECF0063) in order for them to be able to delete uploaded documents.

Note: It is not possible to see a history of documents that have been deleted in this form. Therefore, you may want to upload the document to another location prior to deleting it if a copy is required for future reference. 

Added details about uploading documents and rewrote Introduction.