Filing records (Index) #

Indexing means filing a document with a few key details, so it can be found in seconds later. The office uses it for fee receipts, vendor invoices, licences, audit reports, staff files and more.

An indexed record is a task like any other: it can go through a check-and-approve workflow, and it shows up in search, dashboards and reports.

Where records are filed #

In the demo school, the record types are grouped like this:

Group	Example record types
Student Records	Student Admission File, Student Medical Record
Staff Records	Staff Personnel File
Finance Records	Fee Receipt, Vendor Invoice, Bank Statement, Other Income / Expense Entry
Academic Records	Question Paper Archive, Result Archive
Compliance & Policies	Affiliation & Licences, Safety Certificates, Audit Reports, Policies & SOPs
Canteen Records	FSSAI Licence & Certificates, Food Safety Audit Report, Weekly Menu Record
Payroll Records	Monthly Payroll Register, Full & Final Settlement

Worked example: filing a fee receipt #

Open My Files and press Upload. Choose the scanned receipt (PDF, JPG or PNG, up to 2 MB by default).
- Use Add Folder to keep files tidy, for example one folder per month. Move, Rename and Delete tidy up later.

My Files: Upload, Add Folder, Move, Rename and Delete along the top

2. Open the uploaded file. The viewer lets you zoom, rotate and highlight. 3. Choose **Select Document Type** → **Fee Receipt**. 4. Fill in the short document form: **Document Title**, **Document Date** and any **Notes** (the scanned receipt is the **Upload Receipt**). 5. Fill in the record details (the *tags*): **Receipt Number**, **Admission Number**, **Student Name**, **Class**, **Fee Type**, **Amount**, **Payment Date** and **Payment Mode**. Picking the admission number fills the student's name and class from the student list. 6. Save. The receipt is now a filed record, with the scan attached to it.

Finding it later #

Use Search: choose the Finance Records group and the Fee Receipt type, pick a date range, and filter by any detail, such as the admission number. Open the record to see the original file.

Tip: file documents the day they arrive. A record with good details is worth far more than a folder of scans.