Summary: Tip of the Week --- Document Tracking Setup Criteria
Author: CPS - Central Processing System (CPS)
Posted on February 26, 1999
TO: All Destination Points
FROM: CPS Customer Service
RE: Tip of the Week --- Document Tracking Setup Criteria
This week's tip highlights a specific feature or process in the EDExpress software: Document Tracking Setup Criteria
Several criteria can be added to, or selected on, a document profile in Document Tracking setup. These govern which student records the document is added to when you run Process/Add Documents from the 1999-2000 EDExpress Version 5.0 main menu. Below are descriptions of each.
Criteria: In this field you can select pre-defined queries or a query created via Tools/Query/App Express. For example, if you want the parents' tax form to only be assigned to Dependent students, you can create a query for Dependency Status equal to "D" (dependent) to restrict the document assignment to dependent students. The query must be used in conjunction with "Automatic Request" or "Required for Verification" on the document profile or you will have to manually add these documents.
Automatic Request: Check this option if you want the document assigned to students' records when you run Process/Add Documents. You must run Process/Add Documents for this document to be added by the software because the software does not assign documents automatically during ISIR import. If a query or comment codes are present on the document profile, the software will only add the document to the student records if they meet those criteria as well. (If "Required for Verification" is checked, you do not also have to mark "Automatic Request".)
Required for Packaging: If a document marked "Required for Packaging" is assigned to a student record, EDExpress will not allow you to package the record until you've updated the Document Status (for the document) on the DOCS tab to "R" (received) or "W" (waived). This option must be used with "Automatic Request" or "Required for Verification" or you will have to manually add these documents.
Required for Verification: If a document is marked "Required for Verification", the software will add this document during Process/Add Documents to any student record where the Pell Verification Status on the DEMO tab is not equal to "N" (not selected). Since an 01 ISIR transaction may not be selected for verification but an 02 or higher transaction may be selected, we recommend you have the software update the DEMO tab upon ISIR import by marking the "Update Demographic Data?" checkbox under Tools/Setup/App Express/System. You can also manually update your students' DEMO tab information when you receive new ISIRs.
Comments: Up to 6 ISIR comment codes can be added to assign the document to records containing one or more of these comment codes on their ISIR. If you enter more than one comment code, the document will be added if at least one of the comment codes is present on the student's ISIR. If you enter a query in Criteria and a comment code, the ISIR must meet the query criteria AND have the comment code (or at least one of the comment codes) for the document to be added. Use the comment code(s) option in conjunction with "Automatic Request" or "Required for Verification" or you will have to manually add these documents.
If you have any questions, please contact CPS Customer Service at 1-800-330-5947, or via e-mail at CPS@NCS.COM.