Locations: 

  • Student "Name": Student Folders


Users with the following permissions:

  • Documents and E-sign Packages → View
  • Documents and E-sign Packages → Download


Case:

Users need to quickly present the current student documents during the school audit.


Problem: 

A student may have a lot of documents including those from the previous groups and outdated variants. This makes searching for the required documents difficult.


Solution: 

Added the ability to download the current student documents. Use the new Download Current (Group Name) item in the Actions drop-down menu on the Student "Name": Student Folders page:



The documents will be downloaded as a zip archive. 


If a student is in multiple groups, you can select which group documents to include in the download. Use the Download Current (Manual Selection of Groups) item in the Actions drop-down menu:



You will see the Student "Name": Download Current Documents page where you can select the groups you need to download documents for:



Click the Download button and the documents will be downloaded as a zip archive.


To create a correct list of Current Documents and easily download them, use the new items in the Document Types settings:

  • Include Document in Download Current - enable to include the documents of this type into Current Document download. Otherwise, these documents will not be downloaded using Download Current function.
  • Download only Actual Documents - enable to download only the latest version of the documents of that type. Otherwise, all document versions will be downloaded.
  • Use Description as File Name - enable to create the filename from the description of the document. Otherwise, the title of the document is used as a file name:


 

Please note that the files are downloaded by the following rules:

  • Only files with the Include Document in Download Current setting enabled for their document type are downloaded.
  • If the Download only Actual Documents setting is enabled, only the latest document version will be downloaded. If not, all document versions will be downloaded.
  • E-Sign packages are downloaded only if fully signed.
  • Downloading a file as the current document depends on the additional setting in Documents Audit:
    • Ignore Documents Audit - documents audit will be ignored. All available Current Documents will be downloaded.
    • Only Approved - only documents that have been approved will be downloaded.
    • Approved and Review Required - rejected documents will not be downloaded.


Document naming rules:

  • If a document has the Use Description as File Name enabled, the file will get the following name: "DocumentType (GroupName) - Description (50 characters) - StudentName (StudentId)".
  • If this setting is disabled or the description is empty, the filename will be the same but without the description part.
  • E-Sign packages have the following name: "FirstDocumentType (GroupName) and X more docs - StudentName (StudentId)".

    These rules apply for any student documents download.
Note: The system still allows downloading the selected documents separately or merged into a single PDF using the "Download Selected" and the "Download Selected (Merge PDFs)" menu items accordingly.


In School Settings, you can select documents generated by GEGI and download them using the Download Current option.

You can find more information in the following article: Added the ability to download the current documents.


Available since GEGI v4.27.0 (view release notes)