Document tasks prompt applicants to upload documents as evidence to support their applications. Applicants upload documents using document placeholders. Each document placeholder allows several documents to be uploaded, such as separate documents for each side of a passport.
Documents tasks
Document tasks are clearance checks with the categories Conditional offer evidence and Other evidence. Clearance checks for document tasks define the following:
- Document placeholder to create
- The document placeholder to create is based on the type of document to upload. For example, document placeholders with the document type Certificates enable applicants to upload copies of vaccination certificates. The document type defines file types and size of documents that can be uploaded. For example, copies of certificates could be photographs so the document type could define JPEG files with have a maximum size of 20 MB. Document types can have a document category which defines with roles that can view uploaded documents For more information, go to What are documents?
-
Attention. The document place holder with the document type GeneralOfferEvidence is used to upload general offer evidence in personalised offers.
- Applicant facing description
- Instructions for applicants, such as Please upload: Transcript. Note that the applicant facing description is used on the document placeholder, on document tasks, and, in the decision text of offers.
Workflows can also create document placeholders. Therefore, to avoid duplicate document placeholders being created, ensure that workflows do not create document placeholders for the same document placeholders as defined by the reference data Clearance check type.
Clearance checks have an evidence status that indicates whether documents have been uploaded and reviewed. Admissions staff download documents to review the documents. After reviewing documents, admissions staff complete the review by setting the clearance check to Passed or Failed. However, if the documents are not suitable, admissions staff can use the document placeholder to set the applicant a task to upload the documents again. Reviewing documents sets the evidence status of the clearance checks as follows:
- Awaiting evidence
- The clearance check is waiting for documents to be uploaded.
- Review required
- Documents have been uploaded and are waiting to be checked.
- Completed review
- The documents have been reviewed and the clearance check set to Passed or Failed.
Clearance checks with an evidence status Awaiting evidence and Review required can be viewed in the actions of each desk. For more information on actions, go to What are actions?
Document placeholders
Document placeholders enable admissions staff and applicants to upload documents. Several documents can be upload to a document placeholder. The image Document placeholder shows a document placeholder with the following information:
-
Transcript: The document type and details of the document type, which allows
*.jpgand*.pdffiles to be uploaded with a maximum size of a file 5 MB. -
Tasks description: The applicant facing description such as Please upload: Transcript.
-
Menu options: The menu vertical ellipsis⋮ has options depend on whether admissions staff or applicants are viewing the document placeholder.
-
The icon indicates that three documents have already been uploaded using the document placeholder.
On selecting , a documents staging shows appears that to upload documents using drag-and-drop or by selecting the documents. Then, after uploading all the required documents, select , where the 1 is the number of documents to upload. Documents are then scanned for viruses. For more information on virus scan, go to What are documents?
The image Documents staging area shows that a document, transcript-page1.pdf, has been uploaded and is ready to be uploaded to the application ready for review.
Applications
Document placeholders are added to the Documents tab and the clearance check on the Clearance checks tab of applications. Admissions staff can set applicants a task to upload documents from the document placeholder menu vertical ellipsis⋮. Setting an applicant a task to upload documents has the following actions:
-
Creates a task and notification on the applicant portal for the applicant to upload documents.
-
Sends an email asking applicants to upload documents using the applicant portal. The email is sent to the preferred email address of applicants.
-
Optional. Sends the person that set the task a notification when the task is completed.
-
Adds the task details to the document placeholder.
-
Sets the evidence status for the clearance check to Awaiting evidence.
Admissions staff can delete and unlink document placeholders as follows:
- Delete documents placeholders
- Document placeholders that are no longer required can be deleted on the Documents tab. Deleting document placeholders on the Documents tab also deletes the documents placeholders on the clearance check and applicant portal. If a document placeholder has a task for an applicant to upload documents, then the task is cancelled when the document placeholder is deleted.
- Unlink document placeholders
- Document placeholders can be unlinked from clearance checks so that the documents placeholders are no longer associated with the clearance check. However, the document placeholder is still available on the Documents tab of the application and on the applicant portal. For example, if the placeholder for a passport is no longer relevant to the clearance check but the applicant is still required to provide a copy of the passport as proof of identity.
Applicant portal
Document placeholders are also added on the applicant portal after accepting a conditional offer as follows:
- Conditional offer evidence
- Document placeholders are added to the section Evidence required to meet your offer or alternatively in the section Documents.
- Other evidence
- Document placeholders are added to the section Documents.
Documents for general evidence, such as evidence to support a special consideration, are uploaded with the action .
Document tasks process
The process for document tasks to load conditional offer evidence and other evidence are described below.
The diagram Upload Conditional offer evidence documents shows the process to set applicants a task to upload evidence documents for a conditional offer on the applicant portal.
-
Clearance checks for conditional offer evidence added to an application, which triggers a workflow to create the document placeholders.
-
Admissions staff publish the conditional offer.
-
Applicant accepts the conditional offer and then document placeholders for the conditional offer evidence are displayed.
-
Applicant uses the document placeholders to upload the required documents.
-
Admissions staff review the uploaded documents and then:
-
If the documents are suitable and meet requirements, pass the clearance checks.
-
If the documents aren't suitable, set the applicant a task for replacement documents.
-
The diagram Upload other evidence documents shows the process to set applicants a task to upload other evidence documents on the applicant portal.
-
Clearance check for other evidence added to an application.
-
Admissions staff set a task to request documents from the applicant.
-
Applicant uploads the documents on the applicant portal.
-
Admissions staff review the uploaded documents and then:
-
If the documents are suitable and meet requirements, pass the clearance check.
-
If the documents aren't suitable, set the applicant a task for replacement documents.
-
Document tasks demonstration
The video Document task demonstration shows how document placeholders are added to clearance checks, how applicants upload documents, and how admissions staff manage documents.