Overview
As we all know, the admission process involves a lot of validations and verifications at each and every step to ensure that an authentic candidate is admitted or enrolled. One of the key validations performed by all Institutes/Universities is the verification of the Documents that the Candidate has submitted while making the Application. This article focuses on familiarizing you with Document Verification, how it is configured and how the Institutes/Universities could leverage the same in their Admission process.
What is Document Verification?
Document Verification is a process of verifying the authenticity of the documents that are provided by the candidates while filling up the Application form. The document can be Marksheets like Xth mark sheet, XIIth mark sheet, Graduation Transcript, etc, or an Identity Proof like Passport, Aadhar Card, etc.
Looking back in time, this process was completely offline where the Candidate's documents were checked and status marked in Sheets. Also, if a document was found to be inaccurate, the candidates used to courier the authentic one which impeded the admission cycles.
However, with the NoPaperForms system, Document verification can be configured by performing the easy steps and can be done at the lighting speed with just a single click.
How to configure Document Verification?
In order to configure the Document Verification process please follow the below steps:
Step 1: Click on the Settings cork on the top right corner of the page highlighted in the orange-colored box.
Step 2: Navigate to the Post Application from the left side navigation and then click on the Document Verification from the top bar.
Step 3: Click on the expand button on the right side of the listing. Then click on the Configure Document Verification button in order to configure the new Document Verification process
Step 4: Define the Workflow name by which you wish to recognize the Document Verification process. Please make sure to input the logical name which could help to identify the process in the future
Select the form(s) from the dropdown for which the Document verification process needs to be configured.
Step 5: Click to expand the Admin Flow in order to configure the different statuses.
Please select the target audience for Document Verification i.e. only for Paid Applications or for Submitted ones or the candidates who have initiated the application
Step 6: Enable the status which is used at the time of Document verification and also define the Alias name against each status. Alias name that is configured would be visible everywhere i.e. on Candidate Dashboard, Application Manager, and while marking the document verification
Step 7: Select the document verification status that would be visible to the candidate by default i.e. once the candidate has uploaded their document then the status which is selected as default would be visible to the candidate as well as to the college user.
Step 8: Select the document verification status or statuses on which you which wish to allow the candidates to re-upload the documents from their dashboard
Step 9: Select the document verification status or statuses on which you wish to make the remarks mandatory i.e. users who are verifying the documents then they require to fill in the remarks before submitting the verification status and the same would be visible to the candidates on their dashboard
Step 10: Click to expand the Applicant view in order to configure what all information you wish to show to the candidate on their dashboard
Enable the toggle button in order to show the document verification button to the candidate on their dashboard if you want the Candidates to view the Documents and respective Statuses.
Step 11: Define the button by which the document verification button would be visible to the candidate on their dashboard
Step 12: Define the columns and sequence of the information which would be visible on the candidate dashboard. The information can be Upload documents, Verification Status, Remarks, and lastly Action
Step 13: Click on the Save button and finally the Document Verification is configured
How can institutes/Universities use Document Verification?
In order to use the Document Verification please make sure you have fulfilled the below-mentioned Prerequisite
Prerequisite
- NoPaperForms portal login
- “Allow user to mark the documents as verified” permission should be enabled for the user
Once you have fulfilled the prerequisite then document verification can be executed from the two places in the system
Execution 1: From the Manage Applications screen
Step 1: Navigate to Application Manager > Manage Applications from the left Navigation bar
Step 2: Select the form and apply the filter as Payment Approved.
Note: If in case you have a pre-payment or mid-payment and the uploaded document is asked after payment. Skip applying the payment status filter in that case.
Step 3: Click on the individual actions button corresponding to the applicant for whom you want to verify the documents and then click on the View Document from the dropdown
Step 4: Once clicked on the View Document you would get options to view the document by clicking on the eye button or can download it. Then from the dropdown user can mark the document verification after reviewing it and also input the remarks in the text field
Step 5: Once, you have filled in all the information then they need to click on the Mark Verification Status then on the confirmation page, you would get an option to notify the candidate by sending them the Email by enabling the toggle and confirm the verification status by clicking on the Yes button
Once the status is marked then accordingly same would be visible on the candidate dashboard, Application Manager as well as on the View Document
Execution 2: From the Applicant profile screen
Step 1: Navigate to Application Manager > Manage Applications from the left Navigation bar
Step 2: Select the form and apply the filter as Payment Approved.
Note: If in case you have a pre-payment or mid-payment and the uploaded document is asked after payment. Skip applying the payment status filter in that case.
Step 3: Click on the name of the applicant for whom you want to verify the documents and you would be directed to the applicant details page.
Step 4: On the applicant details page, click on Document Locker, it will give you the list of documents, and you could mark the document verification against every document
Step 5: Click on Verification status. Wherein you could mark the status against each document and also you could input the Remarks which would be visible to the candidate on their dashboard click on Mark Verification Status.
On the confirmation page, you would get an option to notify the candidate by sending them the Email by enabling the toggle and confirm the document status by clicking on the Yes button