K12Docs Setup Checklist  

Follow the steps below to set up the K12Docs module and integrate it with the School Accounting System and the Web Link module, if applicable.

Step 1:  Activate K12Docs

• The K12Docs module will be activated at the time of the K12Docs training.

Step 2:  Complete Document Management Information Section in System File within School Accounting System

• Complete the Document Management Information section in the System File within the School Accounting System.  

Steps to Complete the Document Management Information Section in the System File

1. From the main School Accounting System screen, select the Maintenance menu and then System File.

2. Click the General tab.

3. If applicable, select the Automatically Convert Documents to TIFF field to have all .PDF, .DOC, .DOCX, .TXT, .RTF, .HTM, and .HTML documents that are added from within the School Accounting System and Web Link module saved as .TIFF files.  A checkmark will appear in the box if the field is selected.  The field is selected by default.

Note:  If this field is unselected, users can stipulate at the time a document is uploaded (from within the School Accounting System or Web Link module) whether or not to save the document as a .TIFF file.

4. Click the Save button

Step 3:  If Applicable, Complete Document Management Tab in Web Link Setup Options within School Accounting System

• Only if your organization has licensed the Web Link module, complete the Document Management tab in the Web Link Setup Options option within the School Accounting System to allow users to upload and view supporting documents from within the Web Link module, and also view and upload their employee documents in Web Link.  Refer to Steps 1, 12, and 13 on the Completing Web Link Setup Options topic in the Help File.

Tip:  As a reminder, the Web Link Setup Options option is only accessible to users defined as a supervisor, database administrator, or Web Link administrator (within the User Security option).

Steps to Complete Web Link Setup Options

Step 4:  Define Users for K12Docs in Host Site Manager

• In the Host Site Manager application, define the users who will have access to the K12Docs module.  To do this, log into the Host Site Manager application (https://intellicloud1.intellinetics.com/K12Docs/hsm) and add the necessary new users; then assign the applicable roles to the users and/or set the appropriate rights for each application for each user.  

Note:  When logging into Host Site Manager, use the K12Docs administrator role user initially set up by Software Unlimited, Inc.

Step 5:  Edit Applicable Users in User Security within School Accounting System

• Within the User Security option in the School Accounting System, edit the applicable users as needed:

1)  For any users created in Step 4 (above) who also have a user ID defined for the School Accounting System, complete the Document Management User ID field with their K12Docs User ID and save the changes.  By completing the Document Management User ID field, the user will then be able to access (open) the K12Docs module from within the School Accounting System, by using the K12Docs link under the Document Management section on the main module screens or clicking the Manage Documents button on the applicable screens, or using the K12Docs link from within the Web Link module, if applicable.

2)  If desired, for any users who should be able to upload reports from within the School Accounting System to K12Docs, select the Allow Report Upload to K12Docs field and save the changes.  By selecting the Allow Report Upload to K12Docs field, the Upload to K12Docs button on the Report Printing Options screen will be enabled for reports.

3)  If applicable, for any users who should have rights to view their employee documents and upload employee documents (if applicable) in Web Link, verify the Employee ID field is completed, select Full Access for View/Add File Documents under the Web Link module in the User Permissions List, and save the changes.

Steps to Change a User

Tip:  As a reminder, the User Security option is only accessible to users defined as a supervisor or Web Link administrator.

Note:  If desired, override rights can also be set for users who should not be able to upload and/or view documents from a particular option within the School Accounting System or process (index and file) employee documents that were uploaded from Web Link, if applicable.  To set the override rights for a user to not upload and/or view documents from a particular option within the School Accounting System (using the Add Document button and/or the View Documents button), change the rights in the Permission field for the Document Management Add/View option (under the Form Control Description heading) in the User Permissions List for the appropriate module and option (Note:  The Document Management Add/View option only appears under the applicable options (as noted for the Add Document button and the View Documents button) if the K12Docs module is licensed.).  If applicable, to set the override rights for a user to not process (index and file) employee documents that were uploaded from Web Link, change the rights in the Permission field for the Process Employee Uploaded Documents option in the User Permissions List under the Payroll and/or Human Resources module.

Step 6:  Create Document Management Folders

• Complete the Create Document Management Folders option in the School Accounting System to create the folders in the appropriate applications within the K12Docs module for your existing employees, vendors, payees, customers, and/or assets, and for the current year and/or the next four future years.  Typically, this step is completed for only active employees, vendors, payees, and customers (if applicable), in addition to the current year and next four future years; assets are generally excluded because there are usually a large number of assets and the need for uploading documents for all the assets is very low.

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.

Tip:  The Create Document Management Folders option is only accessible to users defined as a supervisor.

Steps to Create Document Management Folders

Step 7:  Users (Employees) Access and Utilize K12Docs

• Users (employees) access and utilize K12Docs by:

• Clicking the Add Document button in the School Accounting System (and the Web Link module, if applicable)

• Clicking the View Documents button in the School Accounting System (and the Web Link module, if applicable)

• Clicking the Manage Documents button in the School Accounting System -- Only applicable for users with the Document Management User ID field completed in the User Security option (within the School Accounting System)

• Completing the Document Inquiry option in the School Accounting System

• Clicking the K12Docs link on the main module screens in the School Accounting System (and the menu bar in the Web Link module, if applicable) -- Only applicable for users with the Document Management User ID field completed in the User Security option (within the School Accounting System)

• Clicking the Upload to K12Docs button on the Report Printing Options screen for the reports accessed in the School Accounting System -- Only applicable for users with the Allow Report Upload to K12Docs field selected in the User Security option (within the School Accounting System)

• Completing the View/Add File Documents option in the Web Link module, if applicable -- Only applicable for users with Full Access to the View/Add File Documents option in the User Permissions List for Web Link in the User Security option (within the School Accounting System)

• Logging into K12Docs directly at:  https://intellicloud2.intellinetics.com/sui/k12docs/Signin -- Only applicable for those with user ID defined in Host Site Manager for access to K12Docs; refer to Step 4 above

• Logging into GX, which is installed locally on the desired computer(s) -- Only applicable for those with user ID defined in Host Site Manager for access to K12Docs; refer to Step 4 above