Use Guardian Documents to make files such as letters, invoices, and reports available to guardians in the portal. This article covers four areas:
Display the Guardian Documents page to users.
Choose and run a Guardian Document Import.
Set up Guardian Document Groups.
Add or update individual Guardian Documents.
⚠️Important: If your portal already has a content page with Page Type = Guardian Documents, you do not need to create another one unless you want a separate page for a different section or audience.
1. Display the Guardian Documents Page to Users
Log in as an Admin user.
Click Admin Control Panel.
On the left, click Content, then click Content Manager.
Next to the relevant heading, click Add new page.
In the Page Type drop-down, select Guardian Documents.
Complete the Content section
In the Content section, complete the following fields:
Section – Choose which section you want the page to appear under.
Page Name – Enter the name you want users to see.
Tag – Tags are predefined.
Content – Add content if required.
Complete the Additional Options section
In Additional Options, complete the following fields:
Group Documents by Category? – If this is not selected, documents appear in a simple list.
Add new Document Category – Use this to add a category directly from the page setup.
Linked Document Groups – Choose which linked document groups are shown on this page.
Complete the Permissions section
In the Permissions section:
Page enabled? – Select this checkbox to show the page immediately to users.
Section visible to all users? – Clear this checkbox if you want to set specific School, Year Group, and/or User permissions.
Click Save Changes.
The Guardian Documents page is now available according to the permissions and options you selected.
2. Set Up a Guardian Document Import
If you want to upload a batch of documents, use one of the supported import methods below.
Use a standard Guardian Documents ZIP import
Use this method for general guardian document batches.
See the related article: Set Up a Guardian Documents Report Import ZIP File.
Use the iSAMS Fees Billing import
Use this method if you are importing documents from iSAMS Fees Billing.
See the related article: Set Up a Guardian Documents Import File Using iSAMS Fees Billing.
Use PASS Finance imports
If your school uses PASS Finance, you may also be able to import finance documents through the portal.
See the related article: Import Finance Documents
3. Set Up Guardian Document Groups
Use Guardian Document Groups to control how imported or manually added guardian documents are grouped, released, and displayed.
Log in as an Admin user, then click Admin Control Panel.
Click Guardian Data, then click Guardian Documents & Groups.
To create a new group, click Add New Group.
To edit an existing group, select the relevant group to edit.
If you are creating a new group, enter a Folder Name.
Add or edit the following fields:
Folder Name – Edit the name of the group.
Use Folder Name as display name – Leave this selected if you want the group name to match the folder name, or clear it if you want to enter a different display name.
Display Documents From This Group To Users? – Select this checkbox if you want the documents in this group to appear on the portal.
View in portal? – Select this checkbox if you want the documents to open within the portal rather than only being available as downloads.
When Should These Documents Be Released? – Set the date and time when the group should become available.
Academic Year – Enter the start year of the academic year, for example
2018for 2018/19.Linked Pages – Select the Guardian Documents content page that this group should be linked to.
Who Should be able to view this group? – Select the relevant User Types. If no user types are selected, the group is available to everyone.
Click Save Changes.
The Guardian Document Group is now ready to use.
4. Add or Update Individual Guardian Documents
You can either update an existing guardian document or add a new one manually.
Update an existing Guardian Document
Log in as an Admin user.
Click Admin Control Panel.
On the left, click Guardian Data, then click Guardian Document Manager.
Select the document you want to update.
Next to Update This Document, click Choose File.
Upload the new PDF from:
Your Computer.
Google Drive.
OneDrive.
Click Save Changes.
Add a new Guardian Document
Log in as an Admin user, then click Admin Control Panel.
On the left, click Guardian Data, then click Guardian Documents & Groups.
Find the Guardian Document Group you want to add the document to.
Click Add new document on the right-hand side.
In the Add new guardian document window:
Which Student does this document relate to? – Select this if the document relates to a specific student. This is optional.
Guardian – Use the drop-down to select the guardian the document is for.
Add File – Upload the PDF from:
Your Computer.
Google Drive.
OneDrive.
Click Save Changes.
The new guardian document is now linked to the selected group.