Manage Documents
Lessons 1 - 4
Learning Objectives
- Add, view and delete notes
- Update document category, sub-category and description details.
In the ‘Homepage Menu‘, go to the main object where you want to upload or view a document For this instance, ‘My Students‘.
You can upload documents linked to any of the following:
- My Students
- My Enrolments
- My Applications
For CommissionTransactions, you can only view documents.
Lesson 1 Document List | Session 1 Document Details
1
If there are documents already uploaded, the document list should be displayed with the following details:
- ID – This is the document ID which is auto-generated by GSP App
- Type – This is auto-generated depending which page you are at when you uploaded the document. These could be Student, Enrolment or Application
- Status – Need to make sure that the documents are correct by updating the status. Status could be New, Reviewed or Verified.
- Category and Sub Category – You can easily identify what kind of documents are already uploaded without opening the file.
- File Name – this is the same file name as to your device when you attached the file
- Created On – this is the date when the document was uploaded
- Created By – this is the user who uploaded the document
Lesson 2 View Documents | Session 1 Document List Details
1
When you are in the Documents tab, find the file you want to open and click anywhere in its row.
2
A pop-up will be displayed where you can see the document details
- Document ID – this is auto-generated by the GSP App
- Category and Sub Category – make sure that these are correctly filled out. So, you do not have to open the document to see what it is.
- Status – Documents are assessed by GSP Admin, this will progress by then.
- Description – further specifies the document
2
3
All the details in the System Information are system generated. Therefore, you cannot edit any of the fields here. These are the following:
- Created By – User who uploaded the document
- Created On – When was the document uploaded
- Modified By – User who made the latest changes to any of the student details (Details above System Information)
- Modified On – When was the latest change made
Lesson 2 View Documents | Session 2 Download Document
1
When you are in the Documents tab, find the file you want to open and click anywhere in its row.
2
When a pop-up is displayed with the document details, click the download icon found on the top right of the pop-up.
2
3
The behaviour of the download button depends on the browser that you use (Microsoft Edge, Google Chrome, Safari, etc.) . It will either:
- download the file immediately or
- open the file on a different tab in your browser
4
If the second happens, (file opened on a different tab), right click the image and click save the image in your device.
4
5
You may also click the download icon at the top of your browser if it appears.
Lesson 2 View Documents | Session 3 Delete Document
1
When you are in the Documents tab, find the file you want to open and click anywhere in its row.
2
Click trash can icon button to delete the document.
2
3
Click trash can icon button to delete the document.
Image 3.1 You will then be notified immediately that the document has been successfully deleted. This pop-up will be removed after 5 seconds
Image 3.2 After successful delete of document, notice that the deleted document is no longer displayed in the document list.
4
Click ‘Cancel’ button if you do not want to proceed in deleting the document.
4
Lesson 3 Add Documents | Session 1 Add Documents
1
This is where you attach student related documents. When you attach a document, you have to identify its Category and Sub Category. The picklist for Sub Category depends on the selected Category. So, other users do not need to open the documents one by one in case they are looking for a specific document.
2
Add Student Document
Click the ‘+’ under the ‘Documents’ tab to upload documents. A pop-up will appear where you can upload the documents. You can upload practically any kind of most used document file types (e.g., .jpeg, .jpg, .png, .pages, .pdf, .doc, etc.) up to 5MB each. Specifically the following are the files that GSP App accepts:
- All MS Office Files (e.g., .doc, .docx, .xls, .xlsx, .ppt, .pptx)
- Others:
2
3
There is no limit as to how many documents you can upload at a time. Select all the documents you want to upload and drag to the greyed area, ‘Drop documents here to upload’. There are two ways:
- Click the grey area ‘Drop documents here to upload’ to display file location and you can select files from there
- Drag and drop documents as illustrated below
4
All the dragged documents will be displayed in the pop-up. Check if you have dragged the correct documents under the ‘Name’ column. The document name under this column has the same document name as to your computer/ device.
4
5
You can delete a document in the list in case you have dragged an incorrect one by clicking the trash bin icon.
Image 5.1 Click the trash bin and confirm by clicking OK. You may find some pop-ups that still look like this. We’re working on them to be consistent across GSP App. Thank you for your understanding.
6
‘Category’ is a mandatory field. You should select the Category of the document to which you think it fits well. The document categories that you can choose from are the following:
- Commission
- Financial
- Institution
- Personal
- Sponsor
- Spouse
- VISA
- Other (choose this if none of the choices seem fit to this category)
‘Sub Category’ will be enabled when you selected a ‘Category’. At this point, ‘Sub Category’ is not a mandatory field but it is advisable to select so you won’t forget to update. The picklist of ‘Sub Category’ depends on the selected ‘Category’.
Sub Categories of ‘Commission’ are the following:
- Invoice
- Supporting Doc
- COE
- Other
Sub Categories of ‘Financial‘ are the following:
- Bank
- Financial Declaration
- Financial Matrix
- GTE
- Loan
- Other
Sub Categories of ‘Personal‘ are the following:
- Academic
- Letter of Recommendation
- Work
- Proof of ID
- Passport
- OSHC
- Marriage
- Guardianship
- ESOS
- English
- SARS
- Other
Sub Categories of ‘Spouse‘ are the following:
- Academic
- English
- Proof of ID
- Work
- Other
Sub Categories of ‘Institution‘ are the following:
- Academic
- Study Plan
- SOP
- Scholarship
- Release Letter
- Refund Form
- Payment Advice
- LOO
- Late Enrolment
- GTE
- COE
- Application
- Agent
- Advanced Standing
- Other Acceptance
- Other
6
7
Notice that the ‘Status’ was changed from ‘No Category’ to ‘Ready’. This means that the document is ‘Ready’ to upload, that the Category which is a mandatory field has already been filled out.
8
If you forgot to include any document(s) at this point, you can still add in the list before you upload them all. It’s the same process as when you click the ‘+’ to add documents. Here you just need to drag the selected documents you want to add and select a ‘Category’.
8
9
Click ‘Upload’ if you are happy with all the documents in your list. Notice that the ‘Status’ changes from ‘Ready’ to ‘Uploading…’ which means that the GSP App is in the process of uploading the document. Once successful, the ‘Status’ will be changed from ‘ Uploading…’ to ‘Uploaded’.
Image 9.1 After successful document upload, a notification will appear that will be removed by itself in about 5 seconds
Image 9.2 You will then be redirected to the document list. The latest uploaded documents are listed at the top most.
10
Click ‘Cancel’ button if you do not want to proceed in deleting the document.
10
Lesson 4 Update Doc Details | Session 1 Update Doc Details
1
When you are in the Documents tab, find the file you want to update and click anywhere in its row.
2
A pop-up will be displayed (view mode only) where you need to click the edit record icon (pencil pointing in a square) so you can edit some details that you are allowed to.
2
3
Edit mode look like the image below. You can edit white boxes. Note that you can only update details when the Status is New. When the Status is New, you can only edit the following details:
- Category
- Sub Category
- Description
4
Click Update button to save your changes. You will then be redirected to the Documents List reflecting the saved changes.
4
5
Click Cancel button if you do not want to save the changes you made or you just simply want to move out from the pop-up.
