Documents are formal communications, such as offer letters, and documents uploaded to support applications, such as copies of passports. Document access control enables permissions for applicants, agents, and admissions staff to be set for each document category. Documents are uploaded using document placeholders. Documents are scanned for viruses before being uploaded.
Documents
Documents are formal communications, such as offer letters, and documents uploaded to support applications, such as copies of passports.
Document types
Documents, such as offer letters, are defined in the reference data for documents. Document types have a description, such as Offer letter, used when creating document placeholders, a maximum file size, and the file types allowed for this document type, such as PDF and JPEG.
The predefined document type GeneralOfferEvidence is used with personalised offers.
Document access control
Document types can have document categories, such as categories for documents related to education, employment, and financial information. Documents categories for documents with sensitive data, such as financial information, and special category data, such as religious beliefs and gender identity, can be set to sensitive.
Permissions for roles assigned to applicants, agents, and admissions staff can be set for each document category. For example, admissions staff with the role Applications Viewer have the permission Document - View for the education document category can view and download documents. However, they are not assigned the permission for the financial information document category so cannot view sensitive information.
Document categories that are set to sensitive are highlighted with the icon 
to remind administrators that the document category has sensitive information and to only assign users entitled to access sensitive information to the document category.
Virus protection
Documents are uploaded using document placeholders. Documents uploaded are scanned for viruses. If a virus is detected:
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The document is not uploaded and is deleted to prevent issues.
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The document name is displayed with an icon indicating a virus was detected.
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An email is sent to the applicant so that they are aware and need to upload the documents again, after making sure the documents are virus-free. The email uses the communications template Applicant document virus found.
The table Document status shows the document icons on the applicant portal that indicate whether a document is virus-free or has a virus.
|
Icon |
Description |
|---|---|
|
|
The document has been scanned and is virus-free. You can download and view the document. |
|
|
The document is being scanned. You cannot download the document. |
|
|
The document has been scanned and a virus was detected. The document name is displayed but the document has been deleted and cannot be downloaded. |
Virus protection is enabled by Microsoft Defender for Cloud, which is a cloud-native application protection platform. For more information, go to https://learn.microsoft.com/en-us/azure/defender-for-cloud/defender-for-cloud-introduction