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How Do I Configure the Documents Tab?

To configure Documents, you need to configure your Communicator tab to allow the Document Messaging function to work. For more on document messaging, see the following article.

Note: Documents are created in SIMS; Edulink One pulls them from SIMS to enable you to send or view a document.

Firstly, to configure the Documents tab, log in to Edulink One’s app or website and click on the administration settings located in the top left of the homepage.

Select the Document tab in the Administration settings to configure document messaging for your school.
Documents Tab

The Documents tab allows you to configure two functions in the user interface: Document Messaging, which allows you to send documents, such as school reports, to parents and learners, and Documents which displays SIMS linked documents in a PDF format.

It is important to note that the first four fields in the Documents tab relate to document messaging, which is its own separate function in Edulink One’s user interface.

Configure the document messaging using the first four fields.
Document Messaging Settings

Configuring Document Messaging

To begin, if your school plans to send reports to parents and students by email, you must have the Allow sending reports by email setting turned ON.

Allow sending reports by email must be turned ON to allow document messaging.
Allow sending reports by email

Once enabled, several fields appear asking you to select authorised employees that can send messages.

Allow these employees: Select authorised employees that can send documents to parents and learners. This might be a member of the admin team, a data manager, or a member of SLT that has responsibility for school documents.

Allow these employees authorisation to send documents.
Allow these Employees

Report Email Subject: The subject line of the email detailing the content of the report and which child it is for. The default email subject includes variables that are indicated by the brackets, but this can be customised by schools. The variables automatically populate once you have sent the message.

The subject of the email being sent.
Report Email Subject

Report Email Body: The message that will be sent to parents regarding their child’s report. The default message includes variables, including the parent’s title, forename and surname, as well as the document file name, learner’s forename and surname and a summary of the document. This can be customised to reflect your school’s needs.

The body (text) of the email being sent.
Report Email Body

Resetting Your Email Changes

To return to default settings after changes have been made to the email subject and body, select the Set Default button.

Set default button to return your subject and body to default.
Set Default Button

Next, a confirmation message appears asking you if you would like to return to the default setting.

Confirm your data reset.
Confirm Default Reset

Press Yes to continue resetting the email subject and body to default, or No to cancel.

Configuring Documents

After the first four fields dedicated to document messaging, the remaining fields are used to configure the Documents function in the Edulink One user interface.

The first set of configurations relate to employee access to documents.

Enable Documents Screen for employees.
Enable Documents Screen for Employees

Configure Documents Screen for Employees

Documents Screen for Employees: Allows employees to view documents.

Document Screen for Employees

Filter Type: Select how you would like to filter the Document Types, which is located below Filter Type. You can select to filter by Allow Access and tick all the Document Types you would like employees to be able to view, or you can select Deny Access and tick all the Document Types you DO NOT want employees to view.

Filter Type

Document Types: The Document Types you would like your employees to be able to view. Use the Filter Type to filter the documents you would like to allow or deny access to.

Document Types

Configure Documents Screen for Learners

Documents Screen for Learners: Allows learners to view documents.

Enable Documents Screen for Learners

Filter Type: Select how you would like to filter the Document Types. You can select to filter by Allow Access and tick all the Document Types you would like learners to be able to view, or you can select Deny Access and tick all the Document Types you DO NOT want learners to view.

Filter Type

Document Types: The Document Types you would like your learners to be able to view. Use the Filter Type to filter the documents you would like to allow or deny access to.

You should consider which documents you want visible to learners and parents as some are highly sensitive. Most schools enable reports, exam results and maybe a few general documents.

Document Types: Learner

Configure Documents for Parents

Documents Screen for Parents: Allows parents to view documents.

Documents screen for parents

Filter Type: Select how you would like to filter the Document Types. You can select to filter by Allow Access and tick all the Document Types you would like parents to be able to view, or you can select Deny Access and tick all the Document Types you DO NOT want parents to view.

Filter Type

Document Types: The Document Types you would like your parents to be able to view. Use the Filter Type to filter the documents you would like to allow or deny access to.

You should consider which documents you want visible to learners and parents as some are highly sensitive. Most schools enable reports, exam results and maybe a few general documents.

Document Types

Further Configuration Settings

Filter by Date: Turn on to hide documents that are older than the date specified in the Show from field.

Show from: Set a date in Show from to hide documents older than the date you have chosen.

Turn on filter by date to hide older documents. Use the show from date to choose a date to hide from.
Filter by Date
New Document Exclusion RegEx Feature

Exclude documents by summary (regex): If you would like to exclude specific documents from being visible, then turn this field On.

Regular Expression pattern: In this field, type in the title of the document being as specific as possible. Use a pipe | to separate each new document you want to exclude, e.g. Year 9 Autumn Tutor Reports | UCAS. In this case, the pipe | means ‘and’ to the computer, meaning you would like to filter the Year 9 Autumn Reports | (and) UCAS.

In the example below, the DCW and Data & Tutor Report – Year 10 (2021) have been filtered.

Special characters used in a title will need to be cancelled out by a backslash \ placed before the character, e.g \$. Otherwise, these characters mean something different to the computer. The list of special characters you need to cancel out are:
* Star or asterisk
$ Dollar symbol
+ Plus symbol
[ Open square bracket
] Closed square bracket
{ Open curvey bracket
}Closed curvey bracket
( Open bracket
) Closed bracket
? Question Mark
. Full stop
^ Caret
@ At symbol
Hyphens – and underscores _ do not need to be cancelled out. All of the special characters listed have a specific meaning to the computer because RegEx is a computer programming language. In the image above the brackets surrounding 20_21 need to be cancelled out with a backslash to prevent the computer from interpreting the brackets differently: \( 20_21\).

Embargo Types

Non-Employee Embargo Types: Select which document types you would like to hide from learners and parents for a specified number of days after a document’s last modification.

For Days: The number of days you would like to hide a specific document type (after the document’s last modification) from parents and learners.

Set non-employee embargo types to hide documents for a certain number of days after the last modification.
Non-Employee Embargo Types

Hide Fields

Hide fields: Select any fields in the documents list that you do not want to see. You can select several different fields, such as Date, Type, Filename, Status, Summary and Note.

Filter by Age

Filter by age: The maximum age of a document before it is hidden.

Hide fields from the documents and select a maximum age of a document before it is hidden.
Hide Fields and Filter By Age

Restricting Confidential Documents

Restrict Confidential Documents: Many documents in SIMS are highly sensitive. Therefore, you need to select an employee to restrict these confidential documents to.

Restrict confidential documents to certain employees. Restrict Confidential Documents

Lastly, select the Save button to save your configuration.

Save your configured documents
Save Button

MIS Compatibility

MIS Compatibility
Updated on 1 September 2022

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