Overview
This KB article reviews the process of uploading documents to a Scholar’s profile, setting the visibility of the document, and deleting a document. Note: Only the ISSS Admin has access to setting the visibility of a document in a Scholar’s profile.
Uploading a Document and Setting Visibility
To upload a document, navigate to the scholar’s profile and click into the Documents tab. On the Document tab, select from document sections located on the left side of the page.
Once in the document section, click on the browse button to upload the file or drag and drop the file from your computer.
A new section will appear below with a list of attachments displaying the file name, file type, description, size, and actions. A file type and description is required in order to upload a document.
Under Actions, the ISSS Admin has the options to delete the document if the wrong file was selected and choose whether to make this document visible to the Department Admin and/or the Scholar.
After selecting the file type, providing a description, and setting visibility, click the upload button to save to the profile.
Setting Visibility on an Existing Document
The ISSS Admin can update the visibility of a document in a Scholar’s profile at any time after it has been uploaded. To begin, navigate to the Scholar’s profile and then click into the Documents Tab.
Select the document section that the document resides in from the left side of the page.
A list of uploaded documents can be found under the Saved Attachments section. To update the visibility of a document, select the checkboxes under the Actions column to choose whether a document is visible to a Department Admin or a Scholar.
Deleting a Document
To delete a document, navigate to the Scholar’s profile and then click into the Documents Tab.
Select the document section that the document resides in from the left side of the page.
A list of uploaded documents can be found under the Saved Attachments section. To delete a document, click on the trash can icon located under the Actions column.
Inserting Documents from Other Cards
When creating H-1B and O-1 extensions and amendments, ISSS Admins have the ability to insert documents from previous cards for the same scholar into the new card. To do this, ISSS Admins should open the extension or amendment card they are in the process of creating and click on the Documents tab. Once there, click the "Insert Documents From Other Cards" button to the right of the Documents list.
The Insert Documents modal will open on the first screen, Select Documents. Here, documents uploaded to previous cards for the same scholar will be listed by card, document category, file name and type, date uploaded, and a clickable link to document. Click the checkbox next to the document(s) to be insert into the new card, then click Next.
On the Document Configuration screen, the name of the selected document will appear, along with dropdown menus for Category and Check List. Both the Category and Check List options will default to those used for the card in which the documents were originally uploaded, but an ISSS Admin can use the dropdown menus to change both. Once ready, click Insert Documents.
The document will now appear in the selected Category and Checklist under the Documents tab of the new extension/amendment card. Here ISSS Admins can chose to make the document visible to the scholar and/or the department or delete it. Additionally, an entry will appear in History Log>Document Log indicating the date on which the document was inserted into the card and by whom.