Documents are formal communications, such as offer letters, and documents uploaded to support applications, such as copies of passports. Documents are uploaded using documents placeholders.
Document types and access control
Documents, such as offer letters, are defined in the reference data for documents. Document types have a description, such as Offer letter, used to select the document type in document placeholders, a maximum file size, and the file types allowed for this document type.
Document types also 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.
Document placeholders
Document placeholders enable documents to be uploaded to applications. Document placeholders allow several documents to be uploaded, such as separate documents for each side of a passport. Document placeholders are added to clearance checks when creating a Clearance check type in reference data with the clearance check type categories below for document tasks.
- Conditional offer evidence
- Document placeholders for conditional offer evidence, such as Passport or Transcript, are created by clearance checks with the category Conditional offer evidence and with a document type for the required documents, such as Passport or Transcript,
- General offer evidence
- Document placeholders for general offer evidence created by clearance checks with the category Other offer evidence and with the document type GeneralOfferEvidence.
Document placeholders can also be created by workflows when clearance checks that require applicants to upload documents are added to applications.
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.
Document placeholders are added to the Documents tab and to the clearance check on the Clearance checks tab. Document placeholders for clearance checks with the categories Conditional offer evidence and Other evidence are also added on the applicant portal. For more information on clearance checks and clearance check categories, go to What are clearance checks?
Document placeholders show the document type, such as Transcript, and the type and size of the documents that can be uploaded, and the number of documents already uploaded. For example, the image Document placeholder shows a document placeholder with the document type Transcript, which allows *.jpg, *.pdf, and *.pdf files to be uploaded with a maximum size of a file is 5 MB, and documents have already been uploaded.
On selecting Upload documents, you can choose one or more documents to upload. Then, on uploading the documents, the documents staging area is displayed. The documents staging shows the uploaded documents and allows you to add more documents using drag-and-drop or by selecting documents. Then, after uploading all the required documents, upload the documents for review.
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
Admissions staff can set applicants tasks to upload documents. Admissions staff download documents to review the documents in the document placeholders. Admissions staff can delete documents and delete or unlink document placeholders.
- Set applicant task to upload
- Set applicants a task to upload documents. On document placeholders, setting tasks for applicants to upload documents has the following actions:
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Creates a task and notification on the applicant portal for the applicant to upload documents.
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Sends an email asking applicants to upload documents using the applicant portal. The email is sent to the preferred email address of applicants.
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Optional. Sends the person that set the task a notification when the task is completed.
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Adds the task details to the document placeholder.
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Sets the evidence status for the clearance check to Awaiting evidence.
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- View document description
- View document description, which is the applicant-facing description defined on the clearance check.
- Delete placeholder
- Delete placeholder. For more information, go to Delete document placeholders.
The image Document placeholder options shows the options available to admissions staff to set applicant tasks to upload documents, view the document description, and delete the document placeholder.
Review documents
Admissions staff download documents in document placeholders to review the documents uploaded by applicants. After reviewing documents, admissions staff then complete the review or set the applicant a task as follows:
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If the documents are suitable, pass or fail the clearance check as required. Passing or failing the clearance checks sets the evidence status of the clearance check to Completed review.
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If the documents are not suitable, set the applicant a task to upload the documents again. Setting tasks to upload the documents again, sets the evidence status of the clearance check to Awaiting review.
Admissions staff can delete documents on the behalf of applicants as applicants cannot delete documents in the applicant portal. Documents deleted on the Documents tab are also deleted on the clearance check and the applicant portal.
Delete or unlink document placeholders
Admissions staff can delete or 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
After accepting a conditional offer, applicants use document placeholders to upload documents as follows:
- Conditional offer evidence
- Applicants upload documents using document placeholders in the section Evidence required to meet your offer or alternatively in the section Documents.
- General evidence to support a conditional offer.
- Applicants upload documents for general evidence for the conditional offer, such as evidence to support a special consideration using the action .
- Other evidence
- Applicants upload documents using document placeholders in the section Documents.
Documents process
The diagram Conditional offer evidence documents shows the process to set applicants a task to upload evidence documents for a conditional offer on the applicant portal.
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Clearance checks for conditional offer evidence added to an application, which triggers a workflow to create the document placeholders.
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Admissions staff publish the conditional offer.
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Applicant accepts the conditional offer and then document placeholders for the conditional offer evidence are displayed.
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Applicant uses the document placeholders to upload the required documents.
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Admissions staff review the uploaded documents and then:
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If the documents are suitable and meet requirements, pass the clearance checks.
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If the documents aren't suitable, set the applicant a task for replacement documents.
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The diagram Other evidence documents shows the process to set applicants a task to upload other evidence documents on the applicant portal.
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Clearance check for other evidence added to an application.
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Admissions staff set a task to request documents from the applicant.
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Applicant uploads the documents on the applicant portal.
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Admissions staff review the uploaded documents and then:
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If the documents are suitable and meet requirements, pass the clearance check.
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If the documents aren't suitable, set the applicant a task for replacement documents.
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Documents demonstration
The video Documents demonstration shows how document placeholders are added to clearance checks, how applicants upload documents, and how admissions staff manage documents.