Attach Files to Student Records - Admin View Only

@Jennifer Miller Yes, you can. We created digital files for each student (ex: Confidential, Custody, Guidance, Test Scores, etc) and this way they stay with the student but only certain individuals have access to those files.

@Shannon Krise This is super helpful! Thank you!

@Jennifer Miller If you're talking about the school forms in blackbaud, then no, you don't need to set up any folders or file types for them - they will show up in files & forms automatically. The folders and file types in Core only need to be set up for documents that you are uploading into the system from somewhere else.

@Amanda Lietman Sadly, my understanding is that this is not possible. I initially tried to use core files and forms to upload transcript release/request forms thinking I could then produce a list to work from, but I could not find a way to produce a list.

@Amanda Lietman if you used a .csv file to upload you can pull the file under “History,” unfortunately Shannon is correct - to find which students have a particular upload isn't possible when uploading single files to “Forms & Files” tab on the students' Core record. HUGE disadvantage to pulling who has which files uploaded.

Core Uploaded Files.jpg Per this screenshot, we can see the number of students with uploaded files in Manage User Files but not their names. Really no way at all to get these names?

@Jennifer Miller The files names and folders that you can create from Core | Bulk Upload | Bulk Upload User Files is really helpful when looking at individual records and trying to figure out what the file is. It is also helpful because you can set permissions by file name in Manage User Files. For Protective Orders also input a Profile Notice, so teachers know something's up. You can also pull reports on Profile Notices.

Make sure everyone uploading uses standard naming conventions with rules for permissions instead of creating their own each time. If the user doesn't have permissions to that file name, they won't even see the file name in the Student's File & Forms and have no idea it exists. I inherited around 230 file names each with slightly different configurations of 25 different role permissions. I had to check all of them because Deans were complaining about not seeing files. I found things like Deans could see TRO1 but not TRO2.

It would be nice if we could get a report with all the Bulk Upload File & Forms file names and their permissions. Currently, I have to open each file name in Bulk Uploads | Manage User Files manually to view permissions.

That said, in today's litigious climate, our Deans, counselors, and Principals use Official Notes to record all student/parent/guardian communications like emails, phone calls, in-person meetings, etc. for long-term record retention. Only certain roles can see Official Notes. It's easy for Deans to review all their emails and notes in once place, and the titles can be descriptive and clickable, where in Files & Forms the titles should be generic and you have to download the file to read it.

It would be better to have a case management notes section and we can use Official Notes as intended.