½ûÂþÌìÌÃ

Once you scan a document, regardless of the method used, the information is saved in DocuWare. If you then go to search for the scanned document, and you do not see it displayed in your search, there could be a number of issues:

1. Access to viewing documents is based on the student's current school and the user's permission. Since users are only required to enter SID, DOB, and document type for records being scanned to the system, access to documents is not immediate. There is an automation process that occurs several times during the day to fill in missing information such as student name and current school. Once the current school field has been populated, access to view documents is granted to users with the same permission. The automation process runs at 9:00am, 12:00pm, and 3:00pm. 
2. Incorrect information could have been entered accidentally. If this is the case, the system is unable to proceed with the automation process on that particular document, hindering the ability to fill in the current school field to grant user access. This is a common occurrence and Records Management regularly searches for documents with missing information. We investigate what information is incorrect, fix it, and then allow the system to complete the automation process to allow user access.
3. If you are scanning documents at the end of the current school year, such as student registration information for students who will be new to the district in the new school year, chances are you will not be able to view these records until you return after the summer. The automation process fills in the current school year according to up-to-date information in Synergy. New students to the district who will be enrolled for an upcoming school year, do not have a "current school" until the new school year switch occurs in Synergy. 

The following documents are no longer required to be uploaded to DocuWare. However, all information from these documents will still need to be entered into Synergy:

-Proof of Age

-Proof of Residence 

Records Management will upload full paper CUM folders that accompany a new student transferring to ½ûÂþÌìÌà from an outside district.

Going forward, anything that is listed on either the Student Records cover sheet or the School Records cover sheet is the responsibility of the school secretary or whomever the school site has chosen for this task.

Follow the procedure provided in the section, “Scanning New Records to DocuWare” found in the DocuWare user guide, available on this page. There are instructions for both the cover sheet method and the Document Tray method for scanning.

If you receive a paper CUM file that accompanies a new student to the district, you can PONY the full paper CUM file to Records Management for uploading to DocuWare. Records Management will only upload records transferred to ½ûÂþÌìÌà from outside the district that follow new students.

Open an incident with the ½ûÂþÌìÌà service desk ( / 503-916-3375) and explain the issue.

The service desk will escalate the problem to the copier and scanner support specialist, who can reset the button on your printer/scanner/copier. The support specialist may need to ask you some questions about your machine before the button can be reset.

If you find a document that is in the wrong student file, and need it either deleted or moved within DocuWare, open an incident ticket with the ½ûÂþÌìÌà service desk ( / 503-916-3375) and include the student ID number, first/ last name, date of birth, and the document type(s) for the document(s) in question. Describe the defective document(s) that needs to be corrected or deleted. If necessary, someone will call or email to confirm with you which record needs to be addressed.

1. Open an incident with the ½ûÂþÌìÌà service desk ( / 503-916-3375) and explain the issue. Please include the Student ID, student name, DOB, and the document type(s) and, if possible, the scan date for the document(s).
2. The service desk will escalate the problem to the DocuWare support specialist, who will attempt to find the record(s) that you’re looking for.
3. If the support specialist is unable to locate any information for the student, either records have not been uploaded to the DocuWare system or the information was uploaded with incorrect student information. Further investigation may be needed at that point.

In the Chrome web browser, please type the following in the URL address bar:

*NOTE: DO NOT click on the link, you must copy and paste to the web browser.

This will allow Chrome to get you directly to the login screen

Type in your ½ûÂþÌìÌà ID & Password, and you should be able to get to Docuware.