Upload and download documents

You can keep a student's paperwork right on their profile: consent forms, transcripts, anything you need to hold onto. Files live in the profile's Documents tab and are scoped to your program.

Upload a Document

1. Open the student's profile from the student list and choose the Documents tab.
2. Choose Add files and pick one or more files. Each file can be up to 25 MB, and PDFs, images (JPG, PNG, GIF, WebP), Word, Excel, and plain text files are accepted. Anything too large or of another type is named in a red Rejected: message and is not queued.
3. Your files appear in a ready-to-upload list, each with a Supports outcome: (optional) dropdown. Set it if the file is proof of an APR outcome (explained below), or leave it alone.
4. Choose the upload button. It counts what you queued, for example Upload 2 files.

Each file is attached to that student and appears in the Documents tab with the uploader's name, the upload date, and the file size. Once a student has files, their document count also shows in the profile header, and clicking it jumps straight to this tab.

If you hold a read-only seat (Guest or Observer), or your role has not been given permission to edit students, you can still open and download documents. The Add files and delete controls simply do not appear.

Tag a Document to an APR Outcome

When a file is evidence of an outcome (a diploma, a FAFSA confirmation, an acceptance letter, enrollment proof), pick the matching Supports outcome choice while uploading:

• High School Diploma/GED
• Financial Aid Application (FAFSA)
• Apply for College Admission
• Postsecondary Enrollment

Tagging does two things automatically:

• It sets that outcome to Yes for the current program year, exactly as if you had answered it on the profile's outcomes card. It always writes the current year, even if you happen to be viewing an earlier one.
• If that answer completes the outcome questions the student's education status calls for, their status is promoted to Reportable on its own. Promotion only ever moves forward: uploading a document never downgrades a status. See Understand student statuses and Run your APR.

The tag then shows as a badge on the file, so you can see at a glance which documents are outcome evidence. The dropdown is optional: skip it for anything that is not.

Download a Document

1. Open the student's profile, choose the Documents tab, and find the file.
2. Hover over the row and choose the download icon.
3. The file saves to your device under its original name.

If the download link cannot be created you get an error message rather than a silent failure. Wait a moment and try again.

Delete a Document

1. Hover over the file in the Documents tab and choose the trash icon.
2. A confirmation box explains what is about to happen. Confirm to go ahead.

What deletion actually does:

• The file is removed from storage and cannot be brought back. There is no undo, so treat deleting as a last resort.
• A recovery record of the document is kept, so an administrator can still see what was deleted, by whom, and when.
• If the delete fails, nothing is changed: the file stays in the list and a red message explains why.
• An amber notice after a delete means the record went but the file itself was kept, for example because another document record still points at the same file. Nothing was lost.

Files That Arrive Automatically

Not everything on the Documents tab was uploaded by staff:

• Applicant uploads. If your application form includes file upload questions, whatever the applicant attaches lands here, listed as uploaded by Student (self-submitted).
• The application PDF. Each submitted application also saves a PDF of the answers, named like Firstname_Lastname_Application_MMDDYY.pdf and listed under the same uploader. If your form includes a signature question, the drawn signature is part of the PDF. Treat it as the record of what the applicant submitted.
• Contact attachments. Files attached while logging a contact land here too, badged Via: the contact type they came from. Attachments save only when the contact is for a single student.

Keeping Records Safe

• Documents belong to one student in one program. Staff outside your program cannot see them.
• If your program has turned on the Student Portal, participants who activate an account can view and download their own documents there. It stays off unless an admin turns it on. See Program settings.
• These files can be part of a student's education record. Handle them under your program's FERPA practices, and only upload what you genuinely need to keep.