For the smaller scale of uploading documents by bulk (up to 10 at a time) please refer to this help article. As a reminder, all documents being uploaded for cDocs must be in PDF format.
The bulk uploader is Cialfo's solution for mass uploading documents and for larger schools or schools that want to upload more than 10 documents at a time on cDocs.
Step 1: Locate the Bulk Uploader
i. Click the chevron on the top right corner and select "Upload"
ii. Under cDocs, you will find "Bulk Upload", select "Upload" where you will be led to configuring your document bulk upload.
Step 2: Configuring your Upload
i. Select the type of document you will be uploading
Note: you will only be able to choose one document type at a time.
ii. Configure the type of documents you will be uploading
You will be able to choose how Cialfo matches the documents to the needed students based on the preferences you set.
In the example below, you will notice that the documents being uploaded will be uploaded as Initial Transcript for students coming from the Graduation year of 2020.
The documents will be matched to the specific student through the student's date of Name, Date of birth and external ID.
You will also be able to control how the Cialfo system recognizes these names and dates on the documents (i.e. First Name, Last Name and dd/mm/yyyy).
Choose how strict your matching requirements will be. Name is required. To make the matching more accurate, you can choose to use Date of Birth and/or External ID, If these details are inside the document you're uploading, our system will use that to match to the needed student!
Note: to ensure the matching requirements work, these details must be both present in the document you're uploading AND on Cialfo
- Name (required): This field is selected by default.
- Date of Birth (optional)
- External ID (optional)
The definitions of each Configuration are found below:
a. Document type: the kind of document you're uploading (Initial transcript, mid year transcript, etc)
b. Graduation Year: the students' graduation year you're uploading for
c. Automatic Approval: once a document has been matched to a student, an approval is needed from the counselor uploading. If this is ticked, the system will approve all documents that has been matched without needing the counselor's validation.
d. Date of Birth Format: specify the date format in the document being uploaded
e. Name Order: specify to the Cialfo system how the student name appears in the document AND on Cialfo. Ex. If the document has First Name Middle Name Last Name, you need to ensure that these same details are on Cialfo as well to ensure the matching is done accurately. You would then need to select the Name Order of "<first name><middle><last name>" from the dropdown.
f. External ID: specify what type of External ID is used in the documents being uploaded (PowerSchool, Veracross, etc). In order for the matching to work, ensure that the same external ID is present on your student's Cialfo account.
Step 3: Upload the documents
Once you've set up your configuration, upload your documents!
i. Drag and drop your files in the upload box found at the top. Once you've uploaded your files, Cialfo's system will begin to process it.
ii. After the files have been uploaded, they will begin to be processed and matched based on what the configurations set earlier in the Configuration portion.
iii. After the documents have been processed, the status of the files will be shown to you - showing which documents have been successfully matched to the appropriate students and which have not been matched.
Step 4: Reviewing the uploaded Documents
Once the documents your documents have been uploaded and processed, you have the option to review them and approve!
In this step, we will be breaking down the 4 tabs found after uploading the documents:
- For Review
i. For Review tab: this is where you can find all the documents' statuses listed below:
- Matched - documents uploaded have been matched to the correct student based on the configuration set. If this is the case, you can proceed to click "Approve All Matches" (after double checking of course!)
- Unmatched - documents that have NOT been matched.
- Potential duplicates - documents that may be potentially duplicated (the file may have already been previously uploaded for the student on cDocs)
- Multiple matches - when a document matches more than 1 student (ex. 2 students with the same name)
If your documents' statuses are Unmatched, Potential Matches and Multiple matches, you can do one of the two actions:
a. You can ignore the file so that the file will not be uploaded. Click the "x" icon to do so.
b. Manually match: you can select the student from the drop down and match.
ii. Approved tab: this is where you will find all approved files which will be assigned to the appropriate student once you click "Finish Import".
If you'd like to un-approve, just click the undo icon found under "Action". This will move the file back to For Review or the All tab.
iii. All tab: this is where you can review all the documents you have uploaded. If you want to review a document, you can select the file name of the desired document and a sidebar to the right will appear with the preview of the document.
iv. Errors tab
An error may show up in the error tab in the event you may have uploaded a non-PDF file or there are issues preventing the document from being processed.
In order to amend the error, you would need to upload a new file to replace it.