Documents
The Documents section serves as a versatile tool for storing and managing important files. This area can be used in two primary ways:
Document Repository: Upload individual documents or use ZIP archives to create a central repository of files. Once stored, these documents can be easily attached to templates and included in emails, making them readily accessible whenever you need them.
Bulk Student Uploads: Upload ZIP archives that contain documents for multiple students. Each document is automatically placed in the appropriate Student profile under their Documents section, streamlining the process of managing and organizing student-specific files.
Adding Documents to the Documents Section
Adding individual Documents
Click Upload Documents to add one or more documents to the Documents section. You can upload up to five files at a time.
During the upload process, you can configure several options for each document:
- Public Link: Generate a public URL that allows the document to be accessed without signing in to ampEducator. This is useful for embedding images in emails, linking to documents on websites, or sharing files externally.
- Document Tag: Assign a tag to help organize and filter documents.
- Read Access: Specify which user roles can view the document.
- Update Access: Specify which user roles can edit or replace the document.
- Location Access: Specify which locations can access the document.
Note: Public links can be accessed by anyone with the URL. Only enable this option for documents that are intended to be publicly available.
Once uploaded, the documents will appear in the Documents section and can be attached to templates, emails, communications, and other areas throughout ampEducator.
Adding ZIP Archives
To upload multiple files at once:
Click the More Actions dropdown, then select Upload ZIP Archive
Choose the ZIP archive from your files.
Optionally, assign tags and configure read, update, and location access before uploading.
After the upload is complete, the files will appear in the Documents section, ready for use.
Adding Document Tags
Tags help you easily sort and filter your documents within ampEducator. To create a new tag, go to the Tags tab and click New Tag. Enter a title for your tag and, if desired, add a description. Once your tag is created, you can attach it to a new document when you upload it, or edit an existing document to add or update its tags.
Uploading ZIP Archives for Student Profiles
If you have multiple student-specific documents, a ZIP archive allows you to upload them all at once and have them automatically routed to the appropriate student profiles.
First, decide how ampEducator should recognize the student ID and prepare your ZIP file. You can choose from:
- File Folder: The student ID is the name of the folder inside the ZIP.
- Fixed Position: The student ID is in a set position within the filename (e.g., the first 10 characters).
- Split: The filename is split into parts, and one part is designatied as the student ID (e.g., StudentID_FileName)
Click on the More Actions dropdown and select Upload Zip Archive
Select the Multiple Students check box.
Then, use the Student ID Position dropdown to choose how ampEducator should recognize the student ID: folders, fixed position, or split.
Upload the ZIP file. The system will extract the documents and place them into each student’s profile under their Documents section.
By using this feature, you can efficiently manage and organize documents on a larger scale, ensuring they’re quickly available for each student as needed.