Document Storage serves as the centralized repository for report bundles generated by USPS and is the replacement for File Archive. Once the Document Store module installation is complete, all newly generated report bundles will automatically be sent to Utilities> Document Storage, where the bundle reports can be viewed and/or downloaded. No new files will be added to Utilities>File Archive after installation; however, existing files will remain accessible there until they are migrated to Document Storage. Please note that the File Archive menu option remains available at this time to allow districts sufficient transition time. However, it will eventually be removed from the application.

Prior (saved) reports currently stored in File Archive will need to be migrated to Document Storage. Please refer to the ‘Migration’ tab for more information on how to migrate reports from File Archive to Document Storage.

To view stored reports, go to Utilities>Document Storage.

Document Store Tabs

The Document Storage menu may contain up to seven tabs:

Payroll Archive: Contains payroll reports associated with per pay, monthly, calendar and fiscal year report bundles, including migrated reports from File Archive. Click here for a list of reports archived during these periods.
Pay Form Archive: Contains pay slips including migrated pay slips from File Archive as well as those generated during the payroll process.
W2 Archive: Contains W2s including migrated W2s from File Archive and well as those generated from the W2 Reports>W2 Archive Individual Forms.
Other: Contains miscellaneous district reports including migrated reports from File Archive. It will allow user to upload files that don't fit into the other tabs in Document Storage.
Audit Reports: Contains District Audit Job and SOC1 Audit Jobs including migrated reports from File Archive and those that have been scheduled directly through the Utilities>Job Scheduler. For more information on Creating Audit Jobs, please see the Job Scheduler chapter.
Migration: Ability to migrate reports currently stored in File Archive to Document Storage. After migration is complete, a log file containing migration information will be stored in this area.
Search: The Search feature uses Elasticsearch to index the content of PDF files stored in Document Store allows users to search within the actual text of those documents.

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

STANDARD_READONLY_USER

Has view-only access to the Payroll Archive tab.
To grant view and download access within the Payroll Archive tab, the MODULE_FILE_PAYROLLARCHIVE_VIEW permission must be assigned to a custom role and then added to the user’s account.

STANDARD_USER

Has view and download access in all tabs. The search tab is currently not available with this role. However, this limitation will be corrected under USPSR-7437, which will enable access to the Search tab.
If a custom role with the MODULE_FILE_PAYROLLARCHIVE permission is added to a STANDARD_USER account, the user will have view, edit, upload, and download access within the Payroll Archive tab only.

GROUP_MANAGER

Has view, edit, upload, and download access in all tabs. The Search tab is included in this role.

ADMINISTRATORS

Has view, edit, upload, download, and delete access in all tabs. The Search tab is included in this role.

Grid Icons

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

Create

Clickto create a new collection and upload any documents into it. Since most scheduled report bundles create a collection automatically, the Create option may be useful if you prefer to create a custom collection and upload files into that don't fit into the per pay or period related tabs.

View/Download

Clicking the View icon

will open a view of the report collection. The bundle reports will be listed in grid format.

To view report details (filename, description, etc.), click .
To edit report details, click .
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 report collection can be modified by clicking the Edit

icon.

Upload

The will allow a user to select (or drop) a file to be uploaded into the report collection.

Delete

Permissions

The delete option is only available by default to these SSDT role: ADMINISTRATORS.

Delete the entire report collection by clicking the delete

icon directly on the grid. If you want to delete specific reports within the collection, click the view icon instead, select the reports you want to delete and click

.

Migration

Provides the ability to migrate reports currently stored in File Archive to Document Storage. ITC assistance is required when migrating File Archives files to Document Storage. Please contact your ITC for further information. Once a migration has been initiated, the process will run until it completes. If the application is restarted while a migration is running, the migration will resume once the application has restarted. Migrations can be rerun as many times as needed to ensure a full migration of all eligible (non-corrupt) documents. Each subsequent migration will produce its own migration results file that will be added to the Migration results grid.

To trigger the migration immediately, click on the 'Submit Migration Job' button.

A progress indicator will appear.
All well formed (non-corrupt) documents will migrate from the File Archive to Document Storage.
When the migration is complete a migration results file will appear in the Migration grid. You should review this file for errors and warnings. For a list of known errors/warnings and their resolution, see the Common Migration Errors and Warnings section of the Document Store General Troubleshooting guide

Search

This tab will allow you to search the contents of the files stored in Document Storage. The Search feature uses Elasticsearch to index the text within PDF files stored in Document Store, enabling users to search within the actual text of those documents.

To perform a search:

Select one, or more, Categories to narrow your search results (optional).
Enter your search terms in the “Search Token(s)' field.
Click Search to execute the query.
Search results will list the number of ‘total hits” which is the total number of reports it found. It will display the report where the search criteria was found and its associated category, collection and specific row(s) where the match occurred. This allows users to quickly identify not only which report contains the information but exactly where within the document the match appears.

Search Tips:

Place the search value inside quotes if more than one word or value.
search by "account-code" and amount can separate with space or comma.
Search will do OR for multiple values.
Use a * to do a wildcard search.
Use a + to do an AND search.
Use a - to exclude from search.

Miscellaneous Information

Re-opening Periods

If a Period is re-opened, the bundle will automatically run again when the period is closed. If a 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

Payroll Archive Reports

Payroll Archive Tab	SSDT Supplied Report Bundle Name	User Action That Triggers the Event	Name of Event Triggered	Reports Saved and Submission Files	Event Also Triggers Creation of Reports

Payroll Archive Tab	SSDT Supplied Report Bundle Name	User Action That Triggers the Event	Name of Event Triggered	Reports Saved and Submission Files	Event Also Triggers Creation of Reports
ACH Submission	SSDT ACH Submission Report Archive	ACH or HSA ACH Submission file is generated	AchSubmissionCreatedEvent	ACH Submission Report ACH Submission File ACH HSA Submission Report ACH HSA Submission File
Benefit Accrual	SSDT Benefit Accrual Report Archive SSDT Personal Leave to Pay Report Archive SSDT Personal to Sick Leave Report Archive SSDT Part Time Sick Leave Accrual Report Archive SSDT Reset Personal Leave Report Archive	Benefit Accrual Actual Report is generated Convert Personal Leave to Pay Actual Report is generated Convert Personal to Sick Leave Actual Report is generated Part Time Sick Leave Accrual Actual Report is generated Reset Personal Leave Actual Report is generated	BenefitAccrualEvent ConvertPersonalLeaveToPayEven ConvertPersonalToSickLeaveEvent PartTimeSickLeaveAccrualEvent ResetPersonalLeaveEvent	Benefit Accrual Report Convert Personal Leave to Pay Report Convert Personal to Sick Leave Report Part Time Sick Leave Accrual Report Reset Personal Leave Report
Calendar Year Reports	SSDT Calendar Year End Report Archive	User closes the December Posting Period	CalendarYearCloseEvent	Attendance Journal Report Leave Balance Report Payment Transaction Status Report Employee Master Report Earnings Register YTD Report	If you close Calendar Year End, it will automatically produce the File Archive Reports for: Month-End reports Quarter-End reports Calendar Year-End reports
Calendar Year Reports - W2 Reporting	SSDT W2 Submission Report Archive	User creates a submission file	W2SubmissionCreatedEvent	W2 Report Options If the System>Configuration>W2 Configuration>District Will Submit Own W2 Files checkbox is not marked, the following files are created when the submission file for each is created. W2 Report and Submission Options: W2 Report.PDF - when the SSA submission file is generated. (all employees) W2 Submission Files: W2TAPE.TXT (all employees) W2CCA.TXT W2RITA.TXT W2 Form Data.XML (employees not receiving their W2 digitally) W2 City Options (If Applicable): W2CITY_xxxxx.TXT W2 State Options (If Applicable): W2OH.TXT W2PA.TXT W2PA_TRANS.CSV W2WV.TXT W2KY.TXT W2MI.TXT W2IN.TXT W2C Report and Submission Options: W2C Report.PDF W2C.TXT W2C Forms.PDF - when user goes to W2C Form Output Files and selects the option to Send File to File Archive on the W2C Forms.PDF file.	W2 Report Options If the System>Configuration>W2 Configuration>District Will Submit Own W2 Files checkbox is marked, the following files are created when the submission file for each is created. W2 Report and Submission Options: W2MAST.TXT (all employees) W2MSTCCA.TXT W2MSTRITA.TXT W2MAST_OH.TXT W2 City Options (If Applicable): W2CITY_xxxxxx.TXT W2 State Options (If Applicable): W2C Report and Submission Options: W2C Report.PDF (all employees) W2C.TXT W2C Forms.PDF - when user goes to W2C Form Output Files and selects the option to Send File to File Archive on the W2C Forms.PDF file.
Calendar Year Reports - W2 Forms.zip and W2 Forms Mailable.zip Employees that have not consented to receiving their W2's digitally in ESS.		When user goes to W2 Form Output Files and selects the option to Send File to File Archive on either the W2 Forms.ZIP and/or W2 Report Mailable.ZIP file.		W2 Forms.zip W2 Forms.mailable.zip
Employer Distributions	SSDT Employer Distributions Submission Report Archive	Employer Distributions are submitted to USAS	EmployerDistributionsSubmissionEvent	Employer Distributions Report
Employer Retire Share	SSDT Employer Retire Share Submission Report Archive	Employer Retire Share is submitted to USAS	EmployerRetireShareSubmissionEvent	Employer Retire Share Report
Fiscal Year Reports	SSDT Fiscal Year End Report Archive	User closes the June Posting Period	FiscalYearCloseEvent	Attendance Journal Report Benefit Obligation Report by Account (CSV and PDF) Benefit Obligation Report by Employee (CSV and PDF) Leave Balance Report Payment Transaction Status Report Earnings Register Wage Obligation Report by Account (CSV and PDF) Wage Obligation Report by Employee (PDF and PDF)
Fiscal Year Reports - STRS Advance STRSAD Merge File	SSDT STRS Advance Reports Archive	User creates a submission file User clicks on Merge Files	STRSAdvanceSubmissionEvent StrsMergeSubmissionCreatedEvent	STRS Advance FYTD Report STRS Advanced Positions Report STRS Non-Advanced Positions Report STRSAD2006.txt STRS Employee Merge Report.pdf (Name of the Third Party File).txt STRSADMERGED.TXT
Leave Projection	SSDT Leave Projection Submission Report Archive	Leave Projection is submitted to USAS	LeaveProjectionSubmissionEvent	Leave Projection Report
Monthly Reports	SSDT Month End Report Archive	User closes any Posting Period	PostingPeriodCloseEvent	Attendance Journal Report Leave Balance Report Payment Transaction Status Report STRS Monthly Report User Listing Report
ODJFS Reporting	SSDT ODJFS New Hire Submission Report Archive SSDT ODJFS Submission Report Archive	ODJFS New Hire submission file is generated ODJFS submission files is generated	OdjfsNewHireSubmissionCreatedEvent OdjfsSubmissionCreatedEvent	ODJFS New Hire Report ODJFS New Hire Submission File ODFJS Report ODJFS Submission File
Payee Payment Detail	SSDT Payables Posted Report Archive	Outstanding Payables are Posted	PayablesPostedEvent	Payable Detail Report Payable Summary Report Payables Payment Report (if Checks included) Check Payment Detail (PDF) (if Checks included) Check Payment Detail (XML) (if XML output chosen)	Use's the System Date to determine what Calendar Year to post to.
Payroll Payment Detail	SSDT Payroll Payment Detail Report Archive	Checks or Direct Deposit Notices are printed or XML generated, or Email Direct Deposit Notices are scheduled.	PayrollPaymentDetailEvent	Checks.PDF (if Checks PDF or XML generated) Checks.XML (if XML output chosen) Direct Deposits.PDF (if Checks PDF or XML generated) Direct Deposits.XML (if XML output chosen) Direct Deposits.PDF (if Email notices scheduled)	Use's Pay Date (not system date) to determine what Calendar Year to post to.
Per Pay Reports	SSDT Payroll Posted Report Archive	Payroll posting completes successfully	PayrollPostCompletedEvent	Pay Report Budget Distribution Report Payroll Account Distribution Detail Report Pay Amount Summary Report Payroll Item Detail Report
Quarterly Reports	SSDT Quarter End Report Archive	User closes the last Posting Period of a given Quarter	QuarterCloseEvent	Attendance Journal Report Leave Balance Report Payment Transaction Status Report Employee Master Report Earnings Register Quarter Report	If you close Quarter-End, it will automatically produce File Archive reports for: Month-end reports Quarter-End reports
SERS Reporting	SSDT SERS New Hire Submission Report Archive SSDT SERS Per Pay Submission Report Archive SERS Surcharge Account Report	SERS New Hire submission file is generated SERS Per Pay submission file is generated SERS Surcharge Account Report is generated	SersNewHireSubmissionCreatedEvent SersPerPaySubmissionCreatedEvent SersSurchargeAccountEvent	SERS New Hire Report SERS New Hire Submission File SERS Per Pay Report SERS Per Pay Submission File SERS Surcharge Account Report
STRS Reporting	SSDT STRS New Hire Submission Report Archive SSDT STRS Submission Report Archive	STRS New Hire submission file is generated STRS Submission file is generated	StrsNewHireSubmissionCreatedEvent StrsSubmissionCreatedEvent	STRS New Hire Report STRS New Hire Submission File STRS Report STRS Submission File
W2 Archive Tab	SSDT Supplied Archive Report Bundle Name	User Action That Triggers the Event	Name of Event Triggered	Reports Saved and Submission Files	Event Also Triggers Creation of Reports