For the smaller scale of uploading documents by bulk (up to 10 at a time) please refer to this help article. All documents uploaded to cDocs must be in PDF format.
The Bulk Uploader is Cialfo's solution for uploading documents in bulk to cDocs. It is ideal for larger schools or for schools that need to upload more than 10 documents at a time.
Step 1: Locate the Bulk Uploader
Click your profile picture in the top-right corner of the page to open the drop-down menu. Under the Account section, select Bulk Upload.
You will find the Bulk Upload next to Document Splitter.
Step 2: Configuring your Upload
a) Select the type of document you will be uploading
Note: you will only be able to choose one document type at a time.
b) 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 2026.
The documents will be matched to the specific student through the students name, Date of birth and not the 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).
Matching Requirements:
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 by dragging and dropping the files in the upload box found at the top!
After the files have been uploaded, they will be processed and matched according to the configurations set earlier in the Configuration section.
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 your documents have been uploaded and processed, you'll have the option to review and approve them.
In this step, we will be breaking down the 4 tabs found after uploading the documents:
For Review
Approved
All
Errors
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 have the status Unmatched, Potential Matches, or Multiple Matches, you can take one of the following actions:
a. Ignore the file
Click the “X” icon to ignore the file so it will not be uploaded.
b. Manually match
Select the appropriate student from the dropdown list and complete the match manually.
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 unapprove a document, click the Undo icon under the Action column. The document will be moved back to the For Review or All tab.
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.
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.
Here, the file had no errors and it says as " No files with errors"
In order to amend the error, you would need to upload a new file to replace it.
Need Help?
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you're unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected].