Steps to Create
Document Management FoldersThe Create Document Management Folders option is only available to those users defined as a supervisor (within the User Security option) if the organization has licensed the K12Docs module. The Create Document Management Folders option is used to easily create the folders within the K12Docs module for the appropriate applications. With the Create Document Management Folders option, folders can be created for existing employees, vendors, payees, customers, and/or assets in the appropriate applications (those with an index on the corresponding ID), and for the current year and/or the next four future years (as based on the computer date) for the appropriate applications (those with an index on year); refer to the K12Docs Default Filing Cabinet Structure topic in the Help File to view the indexes for the various applications. When the Create Document Management Folders option is completed, the system compares the values for the required indexes (for example, Employee ID) of existing folders to the selected items (employees, vendors, payees, customers, assets, and/or years) and only the folders that do not already exist are added; if applicable, the information in the non-required indexes (for example, Last Name) of existing folders is not checked with the selected items nor updated if different.
Note: When adding a new employee, vendor, payee, customer, or asset in the School Accounting System in the future, the folder will automatically be created in the K12Docs module at that time. Additionally, if a document is added from within the School Accounting System using the Add Document button for an existing employee, vendor, payee, customer, or asset for which there is not currently a folder, the folder will automatically be created at that time. However, if uploading documents from within the K12Docs module for an employee, vendor, payee, customer, asset, or year for which there is not currently a folder, the folder will need to be manually created first.