Document Storage serves as the centralized repository for report bundles generated by Inventory. Once Document Store has been integrated for your Inventory application, when the fiscal year bundle is generated via closing the period, the reports generated by the fiscal year bundle will be available to view or download in the System>Document Storage grid. The FY Report bundle will no longer be emailed.

Document Storage Tabs

FY Reports: Contains reports associated with a specific fiscal year generated by the FYE Report Bundle when closing a period.
Audit Reports: Contains reports associated with the SOC1 Audit Job bundle generated via the Reports>SOC1 Audit Bundle.

The Document Storage menu options and functionality are controlled by user roles.

INV_READ_ONLY

Does not have access to Document Storage.

INV_STANDARD, INV_GROUP_MANAGER and INV_ADMIN

Has view, edit, upload, download, and delete access in all tabs.

Grid Icons

The following icons are available in the Document Store (tab) grids. Let’s review each icon below:

Create Collection

Click ‘Create Collection’ to create a new collection and upload any documents into it. This may be used to create a collection for a prior year saved report bundle that needs to be imported into Inventory. Click here for steps in how to upload a prior year saved Inventory FY report bundle into a newly created collection in Document Storage.

View/Download

Clicking the View icon will open a view of the report bundle collection.

To download individual reports, click the generate icon
To delete one or more reports, select the desired reports and click
To upload a document into the collection, click

Edit

The description of the FY bundle collection may be modified by clicking the edit icon.

Delete

Permissions

The delete option is only available to these Inventory roles: INV_ADMIN, INV_GROUP_MANAGER and INV_STANDARD.

Delete the entire report bundle by clicking the delete icon. If you want to delete specific reports within the bundle, click the view icon instead, select the reports you want to delete and click .

Download

To download an entire bundle, click the generate icon. The bundle will be downloaded in ZIP format.

Miscellaneous Information

ITCs - Important Integration Note

ITCs: As part of the Document Store release, the Document Storage menu option will be displayed under the System menu even if the Document Store instance has not been set up or connected to the Inventory instance yet. If this is the case, the reports will continue to be emailed. If there is not a DS instance linked to Inventory, when you navigate to System> Document Storage, an error message will be displayed "Document Store is not available. Please contact your system administrator to configure this Inventory instance to use the Document Store." Once Document Store is up and running for the district and connected to Inventory, the message will no longer generate, the report bundle will be stored in Document Storage and will no longer be sent via email.

Uploading Previously Saved Report Bundles into a Collection

The example below provides steps to upload a prior year saved zipped-formatted FY report bundle using 7-Zip:

If the bundle is stored as a ZIP file, you must extract (unzip) the zip file first or else it will be saved as is, a single ZIP file, and you will not be able to view the individual reports within it. If you would like each report to appear as a separate PDF in the collection, please extract (unzip) it first, then copy and upload all PDF files into the appropriate collection.

Using the ‘extract all’ option from your Windows downloads folder may not reliably preserve the original date timestamp of your saved report bundle. We recommend using 7-Zip instead to preserve the original files “Date Modified” timestamps if you wish to preserve the original dates from the bundle generation. 7-Zip must be installed prior to unzipping a bundle.

Locate the saved Inventory FY report bundle ZIP file on your computer
Open the ZIP file by right clicking it and choose
Under the FY Reports tab, click the Create Collection button. Enter the description and fiscal year and click Create.
Click to upload the saved prior year report bundle. The Document Storage upload file size limit is 100mb.
Click ‘Upload Files’.
Search the saved ZIP bundle on file and extract in order to unzip the bundle.
Select all PDF files (Ctrl + A).
Copy all PDF files (Ctrl + C) and click ‘Open’ to start copying the selected PDF files into the collection. You may also drag the selected files and drop them into the specified area.
Click ‘Close’ once all files have been loaded into the collection.
Below is what the collection look like after the reports have been imported.

Re-opening Periods

If a Period is re-opened, the FY bundle will automatically run again when the period is re-closed. If a FY report bundle already exists for that period in document storage, a second copy of the reports will be added to the existing bundle. If you do not wish to create a second copy of the reports, delete the original bundle before re-closing the re-opened posting period.

Import File Format

Valid formats for importing files into Document Storage include:
- MS Office docs: .doc, .docx, .xls, .xlsx, .ppt, .pptx
- TXT docs: .rtf, .txt, .csv
- PDF docs: .pdf
- .zip

Classic EISCDROM Files

Currently, you cannot import saved reports generated from classic EISCDROM. This is a future DS enhancement DS-3.