Student Paperwork Forms On Student Core Profile

Michelle Amaya

We are finalizing our student paperwork forms and noticed that on the student's profile in core (under the files and forms tab) we can see that the forms are completed, but have no way to print or view them from the student's (or parent's) files and forms tab. I know we can view and print forms from where they are built, but it would be helpful for our team to also be able to access them directly on the student's profile. Any solutions to this?

I've looked into bulk uploading the files into a folder on the user's profile through Core, but that would require us to download and rename each user's submission for each form. Hoping there is a better way!

Brian LeBlanc

@Michelle Amaya The access control to these forms is located in one of the most out of the way places in all of EMS, and I have no idea why it's located where it is, but once you find it you'll be able to view the completed forms from the student's profile in enrollment management:

Go to Reporting>Reports>Report Admin, and on the Category dropdown look for Forms/Commerce, then select School Forms. On the right side, click Roles, then select the roles that should be able to view the forms. They won't be added directly to Files and Forms, but at least you'll be able to view them without needing to impersonate the parent or do some other annoying workaround.

Annemarie Merow

@Brian LeBlanc Thanks for your reply. We have moved to Finalsite for EMS. Does that mean we won't be able to access the forms like you described when they remove EMS from our BB site?

Thanks! AM

Michelle Amaya

@Brian LeBlanc Thank you for your quick response! We just started with Blackbaud, so most of our current students do not have a profile in EMS (as far as I can tell). Is this the only way to be able to access the forms?

Brian LeBlanc

@Michelle Amaya As far as I know, yes - I don't know of another place where they would be housed. We have also run into this problem with students whose admissions predate our conversion to EMS (although those students are becoming fewer and further between as time goes by, in our case); does anyone else know the answer to this?

@Annemarie Merow, we don't use Finalsite so unfortunately I have no idea. I would guess probably not, but without having firsthand experience please don't trust my own spitballing!

Veronica Zermani

@Brian LeBlanc I don't think allows us to print the form from the student's record, only view its progress, correct?

Brian LeBlanc

@Veronica Zermani In Files and Forms, yes. The Reports trick I mentioned earlier will allow you to view and print the form from a student's Enrollment Management profile, assuming they have one.