How to Import Student Documents in Bulk

Note: All pages shown below are subject to having relevant Roles & Permissions.

This article will show you how to Import Documents into the Bromcom MIS. You may need to do this if you are joining from another system and you wish to Import a selection of Documents in bulk.

It covers:

• Document Types
• Exporting documents from SIMS
• Process for importing documents

Pre-requisites:

1. The target Documents must be stored in a location that the MIS can browse (eg, a local drive);
2. Documents must be correct Type and Size; and
3. The document name must contain the Student UPN or admission number, to match.

See also: How to Manage the Document Management System for ongoing maintenance and, for adding documents to MCAS, please see: How to setup important documents on MCAS and Manual Data Import for exporting excel spreadsheets from Bromcom to populate and import back in.

Document Types and Size

The supported Document Types are as follows. These cannot be changed as part of the import.

pdf

doc

docx

xls

xlsx

xml

msg

The maximum file size for Documents that you are Importing into the DMS using this method is 5MB.

Exporting documents from SIMS/another MIS

There are a number of third parties that offer services to extract documents from SIMS and apply the correct naming convention for you to do process the import. These are easily findable online, or if you currently in the process of moving to Bromcom, you can ask your project manager for a recommendation.

Process for importing documents

Start from the My Account icon>My Documents.

Use the radio buttons in Step 1 to select the matching criteria to link the Documents to the Students – this will be Unique Pupil Number or the Admission Number.

Use the radio buttons in Step 2 to select where the matching criteria appears in the file name: Begins with (beginning of the name), Ends with (end of the name) or Contains (somewhere else).

Select whether to publish the selected documents to MCAS or the Student Portal.

You can also add Documents directly to MCAS, please see: How to setup important documents.