28 August 2024

How to manage documents

Manage documents that applicants upload to support applications on the clearance check or on the Documents tab.

The tasks for managing documents are as follows:

• Set applicant a task to upload document

• Upload documents on behalf of an applicant

• View an uploaded document

• Set applicant a task to upload a replacement document

• View document description

• Delete documents and document placeholders

• Unlink documents and document placeholders

Set applicant a task to upload document

Set an applicant a task to upload a document as follows:

1. On the application, add a clearance check for the document.

2. On the clearance check, go to the document placeholder of the document and select Set applicant task to upload, and then:

   • Edit the task requirement text

   • Optional, select the option Send a notification

3. Check that the document placeholder shows the current task message and the date the task was created. The task message is removed when the applicant uploads a document to the placeholder.

Upload documents on behalf of an applicant

Upload documents on behalf of an applicant as follows:

1. On the application, go to the Documents tab or the clearance check that requires the documents.

2. On the document placeholder, select Upload document. Note that the number, such as 1, indicates the number of documents uploaded to the document placeholder.

3. Upload the documents and then select Upload document (2), where the number indicates the number of documents to be uploaded.

4. Check that the document placeholder is removed, and the documents are available under Uploaded documents.

View an uploaded document

View an uploaded document as follows:

1. On the application, go to the clearance check.

2. On the clearance check, download the document: go to the document and select or the file name.

3. Check the document and then:

   • If the document is acceptable, select passed on the clearance check.

   • If the document is not acceptable, set the applicant a task to upload a replacement document.

Set applicant a task to upload a replacement document

On uploading all the documents required by a document placeholder, the document placeholder is removed. Therefore, set an applicant a task to upload a replacement document as follows:

1. On the application, go to the clearance check that requires the document or the Documents tab.

2. On Uploaded files, go to the document type for the document the applicant needs to upload.

3. On the document type: select the vertical ellipsis⋮ >and then select Set applicant task to upload, and then:

   • Edit the task requirement text

   • Optional, select the option Send a notification

4. Check that a document placeholder has been created and shows the current task message and the date the task was created. The task message is removed when the applicant uploads a document to the placeholder.

View document description

The Documents tab displays the document placeholders for all clearance checks on the application. To confirm the clearance check for a document placeholder, you can view the applicant facing description for the clearance check on the document placeholders.

View the document description as follows:

1. On the application, go to the Documents tab.

2. On the document placeholder, select the vertical ellipsis⋮ >and then select View document description.

Delete documents and document placeholders

Applicants cannot delete documents in the applicant portal. If applicants upload an incorrect document, they need admissions staff to delete the document for them.

Delete a document as follows:

1. On the application, go to the Documents tab.

2. On the document: select the vertical ellipsis⋮ >and then select Delete document.

Document placeholders are required for applicants and admissions staff to upload documents. Document placeholders created by mistake can be deleted. If a document placeholder has a task for an applicant to upload documents, then the task is cancelled when the placeholder is deleted.

Delete a document placeholder as follows:

1. On the application, go to the Documents tab.

2. On the document placeholder, select the vertical ellipsis⋮ >and then select Delete placeholder.

Unlink documents and document placeholders

Documents uploaded to a clearance check can be unlinked from the clearance check. Documents that are unlinked from clearance checks are still available on the Documents tab in the Other documents group and on the applicant portal.

Unlink documents from clearance checks as follows:

1. On the application, go to the clearance check.

2. On the document: select the vertical ellipsis⋮ >and then select Unlink document.

Document placeholders can be unlinked from a clearance check. Document placeholders that are unlinked from a clearance check are still available on the Documents tab and on the applicant portal.

Unlink document placeholders from clearance checks as follows:

1. On the application, go to the clearance check.

2. On the document placeholder, select the vertical ellipsis⋮ >and then select Unlink placeholder.