Renewing and Redistributing Institution Attachments
Using the Institution Attachments Database
Navigate to your Institution Attachments by going to: Admin > Institution
When you are setting up institution attachments, you have the option to set distribution groups for which athletes will actually get the file. Utilize the Group Info section to narrow down who the form goes to.
End of Year
At the end of the year you might meet a combination of the following situations for your institution attachments:
- a form that was previously filled out by athletes to be wiped and filled out again
- a form removed and replaced with an updated version
- a new form sent to all active athletes
- an existing form that doesn't need to be filled out again but needs to go to all incoming athletes
To accomplish these various situations you will use the Renew and Redistribute buttons within the Institution Attachments section.
If a form is not changing, and current active athletes do not need to re-fill it out, then nothing needs to be done to that attachment. The attachment will be automatically distributed to incoming/new athletes added to the system (granted you didn't limit access to it using the Group settings).
What does redistribute mean?
When redistributing a form, the system searches for athletes who do not have a current signed copy or a blank one waiting to be completed. Then it fills the holes. This function looks for Athletes who are missing the attachment and attaches it to their file for them to view and/or fill out. The following pop-up displays when clicking the redistribute button.
To redistribute a form:
- Navigate to Admin > Institution > Attachments.
- Select the proper attachment from the list.
- Scroll down, click the redistribute button at the bottom of the listing grid.
What does renew mean?
This function will move all copies of the file to the obsolete section. Then it will send out a fresh copy to all athletes to view and/or fill out. The following pop-up displays when clicking the renew button.
When renewing and redistributing forms, you will only be affecting documents that were sent out to Athletes via the Institution Attachments function. Documents uploaded to an athlete record via the Attachments menu in their individual record will not be modified.*
*Unless the form was added using the Institution template.
Deleting Forms
If a form is deleted from the system, then all blank copies of it are removed. Any copies that were filled out are moved to the obsolete section.
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