This article explains how to prepare a ZIP file for guardian document report imports, including the required folder structure, PDF naming conventions, academic year behaviour, approval steps after import, and how to add one or two guardian email addresses to a file name.
⚠️Important: The ZIP file structure and PDF file names must follow the correct format for your MIS. If the file or folder names are incorrect, the documents may import into the wrong report cycle or may not link to the correct guardian or student.
Set Up a Guardian Documents Report Import ZIP File
Structure the ZIP File
Create one folder per report cycle that you want to upload.
Inside each folder, add up to one PDF file per guardian/student that you want to upload for that cycle.
Name each PDF file so that it contains the guardian’s email address.
If you also want to link the report to a student, add a space after the email address, then add the student ID from your MIS.
Add all required report cycle folders into a single ZIP file.
📌 Note: One ZIP file can contain as many report cycles as you need.
Use the Correct PDF File Naming Convention
The email address and student ID used in the PDF file name depend on your MIS.
MIS | Guardian only | Guardian and student |
iSAMS |
|
|
SIMS |
|
|
Example
If a PDF file name contains [email protected], the report links to the guardian whose email address in the MIS matches that value.
If you also add the student ID after a space, the report links to both:
The guardian.
The relevant student.
Understand Report Cycle Names and Academic Year Assignment
The folder name becomes the report cycle name.
If the report cycle name contains a year, the system may also assign an academic year automatically.
Use these examples as a guide:
20-21 Year 9 FULL Reports – No academic year is assigned.
2019 Year 10 Fees – Academic year is assigned as 2019.
2021-22 Year 7 Reports – Academic year is assigned as 2021.
If needed, you can change the academic year and the name assigned to a report cycle after import:
Log in as an Admin user.
Click Admin Control Panel.
Click Data, then click Guardian Document Groups.
Open the relevant group and update the details as required.
Approve the ZIP File and Report Cycles
After the ZIP file has been processed, you must approve both:
The archive.
Any report cycles/groups that were added.
Approve the archive
Log in as an Admin user.
Click Admin Control Panel.
Click Guardian Data, then click Guardian Document Archives Manager.
Open the relevant archive.
Select Display documents from this archive to guardians?
Approve the report cycles
Click Guardian Data, then click Guardian Document Groups.
Open the relevant report cycle/group.
Select Display documents from this group to guardians?
📌Note: In both tools, the current visibility of each archive and group is shown in the overview table.
Add Two Email Addresses to a Report Cycle
If you want the same report to be linked to two guardians, use this file naming convention:
[Parent1_email];[Parent2_email]_[Student id]_[Billing Cycle name].pdf
This format also supports FeeMaster exports being uploaded into the portal.
Make sure:
The two email addresses are separated by a semicolon.
The student ID is included in the correct position.
The billing cycle name is included after the student ID.
Follow the iSAMS-Specific Folder Rule
When you export reports from iSAMS, the ZIP file will often contain a single folder named:
Reports by School ID
You must rename this folder to match the report cycle name before importing it.
If you leave the folder name as Reports by School ID:
Subsequent report uploads may all be grouped into the same report cycle, even when they should be separate.
Rename the folder before you create or upload the final ZIP file.