Locations:

  • Student Folders: Documents Audit page


Users with the following permissions: 

  • Documents (other): Audit Documents (in all modules)


Case:

Users need to be sure that the student documents meet all the requirements (e.g., all information is filled in, all signatures present, etc.)


Problem:

How to easily and quickly check that the student documents uploaded to GEGI meet all the requirements.

 

Solution:

The Documents Audit report has been implemented to check the document contents in GEGI.

Open the report by clicking on the Documents Audit menu item in the Student Folders menu tab:



Initially, all the uploaded documents and signed e-sign packages of students are included in the Review Required tab of the report.

Note: You can use the search parameters in the Search & Order panel to find the documents that require checking (e.g., Enrollment Agreement of students in a certain group):



Click the Review item in the Actions drop-down menu or click the document title to perform the document audit.

Please, note that the Student Folders: Documents Audit - Review "Documents" page has the Audit Status field with the requirements for the documents:



Click the View Document button to view the document.


If the document is correct, click the Approve button. The document status will change to Approved and the document will be moved to the Approved tab in the report.


If the document does not meet the requirements, click the Reject button.

Then at the Student Folders: Documents Audit - Rejection Reason pop-up panel fill in the following information and click the Reject button:

  • Request Assignee - a user that is assigned to the request. The default selected user is the one that has uploaded the document.
  • Reason for Rejection (Request Text) - the rejection reason that will be added to the request:



The document status will change to Rejected and will be moved to the Rejected tab in the report.

The request for this document will be automatically created as well. The request will contain the rejection reason and the request will be assigned to the selected user.

The user that conducts audit can use requests to communicate with the users that need to correct the rejected documents.


More information about this report can be found in this article - Documents Audit: Сhecking the Сontents of Uploaded Documents.


Note: The document requirements configuration can be accessed using the Admin menu tab → Student Folders menu item. More information about configuring documents can be found in the following article - How to configure Student Folders and Document Types?.


Available since GEGI v4.10.0 (view release notes).