The University of Toledo

How To Index Documents

Indexing is the process of attaching an imaged document to an individual with a limited amount of information about either the individual or the document. The Admissions Analyst will initially index all documents within the College of Graduate Studies.

Within the Colleges, there is a limited number of users that will have indexing capabilities. These are individuals that have “approving” authority or “rubber stamp" and indexing authorization.

The colleges will only use indexing on the Decision Pages to move the document through the workflow established within the college and the College of Graduate Studies. The way the document is indexed is determined within the college approving procedures.The colleges or departments are not to change the indexing on any other documents!

Click Here to View the Video Demonstration

 

Note: Before proceeding with indexing the student's decision page must have been approved for Regular Admission, Provisional Admission, or Admission Denied.

1. Once updates to the "Decision Page" have been completed for a student,
   click "Document Index" (  ).
2. When prompted to save the changes, please select "Yes"
3. Select "Modify."
4. Modify index by updating "Document Status" and "Student Status" ONLY
       Click "Save".
5. All decision pages should end up as follows:
   1. Document Status = GS Review Required
   2. Student Status = Decision Rendered
6. Click the "Query Results" (  ) button on the toolbar.
7. Verify that Document Status and Student Status have been updated.
8. At this point, user can return to the query list, select new query, or log off.