This article explains how to bulk upload student documents, such as reports, by packaging PDF files into a ZIP file and importing them through Student Document Archives.
It also covers the required folder and file naming rules, how academic years are assigned, and the student ID values used for iSAMS and SIMS.
⚠️Important: The ZIP file must follow the required format so documents are linked to the correct students and only the correct users can view them.
Prepare the Student Documents ZIP File
You can bulk upload student documents by placing the files into folders, compressing them into a .zip file, and uploading that archive into the portal.
You can source the files by:
Downloading them directly from your MIS.
Compressing an existing folder that already contains the required PDF files.
📌Note: You may be able to download files from other systems, but the ZIP file must still follow the required format for the upload to work correctly and securely.
Name the Folders Correctly
Inside your .zip file, there should be:
One folder per report cycle you want to upload.
The folder name must:
Match the report cycle name.
Include the academic year so the document group is assigned to the correct academic year in the portal.
If the folder name does not include a usable year, you will need to assign the academic year manually after import using Student Document Groups.
Examples
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.
📌 Note: You can change the academic year and the name assigned to a report cycle after import using the Student Document Groups admin tool.
Name the PDF Files Correctly
Within each report cycle folder, there should be:
One PDF file per student you want to upload a document for
The PDF filename must contain the student ID.
The correct student ID value depends on your MIS.
MIS-specific student ID values
iSAMS –
TblPupilManagementPupils.txtSchoolID.SIMS –
stud_student.latest_adno.
If the student ID is missing or incorrect in the file name, the document will not link correctly to the student.
Create the ZIP File
Once the folders and PDF files are named correctly:
Create the folder structure described above.
Right-click the main folder.
Click Send to.
Click Compressed (zipped) folder.
A new ZIP file is created in the same location and is ready to upload.
📌 Note: One ZIP file can contain as many report cycles as you want, but take extra care with folder naming. If the report cycle folder contains a year, it will be grouped according to that academic year.
Upload the ZIP File into the Portal
Once your ZIP file is ready:
Log in as an Admin user.
Click Admin Control Panel.
Click Student Data.
Click Student Document Archives.
Click Add new document archive.
Click Choose File and select your .zip file.
Click Verify zip file.
The portal checks the ZIP file structure and prepares the archive for import.
iSAMS-Specific Note
When you export reports from iSAMS, they will commonly arrive in a ZIP file containing a single folder called:
Reports by School ID
You must rename this folder before uploading it.
If you leave the folder named Reports by School ID, future report uploads may all be grouped into the same report cycle.
Rename the folder using the rules in Name the Folders Correctly before creating or uploading the final ZIP file.