Transcripts in Document Storage

The Document Storage System was designed for documents with a long shelf life, such as transcripts. The system works in conjunction with the Transcripts button, as well as the Transcript Report window and the Transcript Print Preview window.

Click the Transcripts button to open the Document Master window already filtered to show only documents that belong to the selected ID.

The Transcripts button has several versions with the same function.

· The larger version is labeled.

· The smaller version is an unlabeled icon.
In some instances, a gray icon indicates that a transcript is not linked to the selected record, but you can link one.

These are some of the windows that have the Transcripts button:

Window	Tab	Sub-Tab
Financial Aid Inquiry	Registration
Degree History	Degree
Organization Tracking	Additional Info
Maintain Candidacy	Organizations	Additional Info
Biographical Data	Achievements
HR Employee Master via Payroll	Achievements
HR Employee Master via Personnel	Achievements
Faculty Information	Achievements
Faculty Information	Faculty Degree History
Withdrawal Count History
Faculty Degree History
Student Registration	Registration	Register
Student Information	Student	Student Master
Transcript Report
Transcript Print Preview

You can add transcripts to the Document Storage system starting from the Document Master window or from the Transcript Report window or the Transcript Print Preview window.

The Transcript Report Window

In the Student Selection tab | Print / Preview group box, when you select the Print Official Transcript checkbox, two new group boxes appear:

· Document Storage: You can select Save a PDF copy to Document Master.

· Document Master: You can add a comment and edit the date for the each transcript record.

The Transcript Print Preview Window

The Transcript Print Preview window also has the Save a PDF copy to Document Master button.

When you click Save a PDF copy to Document Master, the Select Document Type and Owner window opens.

How To

1. See the Transcript Report window help topic for information on setting up the transcript.

2. In the Student Selection tab | Print / Preview group box, select the Print Official Transcript checkbox.

3. In the Document Storage group box,

a. select Save a PDF copy to Document Master, and

b. select a radio button depending on whether you wish to print the transcript.

4. In the Document Master group box,

a. add a Comment and edit the Date, if you wish.

b. Click Apply to All Rows if you want that comment or date applied to each record in the Selected Students group box.

Make sure you have Ghostscript PDF Writer installed and that your printer is configured to Print to File. See the ???Ghostscript Installation and Configuration??? section in the Jenzabar J1 Desktop Installation Guide.

5. Click the Print button.

1. Open the Transcript Report window.

2. Make selections to set up the transcript.

3. Click the Preview... button.
The Transcript Print Preview window opens.

4. Click Save a PDF copy to Document Master.

5. On the Select Document Type pop-up, select a Document Type from the drop-down list.

6. Click Select.
A message reminds you that the Comment is required.
Click OK.

7. On the resulting Edit Text Data window, enter a comment that will be useful for finding this transcript in a document search.

8. Click Close and Return Data.