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Document Readiness, Issuance, and Voiding

Official documents move through a controlled lifecycle. The system checks the record at each stage, but Staff must still verify the person, document type, and source information before proceeding.

Disponible maintenant. Dernière révision: 9 September 2026.

  1. 1Draft
  2. 2Submitted
  3. 3Verified
  4. 4Issued

Move a document through its lifecycle

Verify, preview, and issue an official record

  1. Open the document registry (/staff/documents) and confirm the student, document type, and current lifecycle status.
  2. Review the submitted draft. If errors or omissions exist, click Return for Correction and enter an explanation so the author can amend it.
  3. Click Verify once student enrollment, academic completion, grades, and school signatory profiles are confirmed.
  4. Click Preview to inspect the exact PDF layout and metadata in the embedded preview dialog.
  5. Click Issue. If the document type is a controlled form (such as graduation certificates or official transcripts), select an available stock form from the physical stock inventory dropdown.
  6. Confirm issuance. Issuing permanently records the archival document in the registry. Physical printing is completed as a separate step.

Voiding an issued document

Void an official document safely

  1. Locate the issued document in the registry.
  2. Click the Void action.
  3. Enter a mandatory, detailed reason in the confirmation dialog explaining why the document is being invalidated (e.g. clerical error, damaged physical stock, or disciplinary cancellation).
  4. Confirm the void action. The document status transitions permanently to Voided, preserving the audit trail in the registry.

Que se passe-t-il ensuite

Issuing records the official outcome in the document registry. Voiding preserves the record and reason for audit compliance. Source-data errors must be corrected in master records before creating a replacement draft.

For document lifecycle or registry problems, see Staff troubleshooting.

Troubleshooting

The wrong student or type was selected

Do not issue it. If it is still in draft or review, return it for correction or cancel the draft under school policy.

A document is already issued

Do not issue another copy from a new draft. Check the registry, then follow the school's replacement or voiding procedure.

Controlled stock form number is missing

Verify that physical stock has been received and registered under Documents and Controlled Stock. You cannot issue controlled documents without available stock items.

A document must be voided

Confirm the record, reason, and school authority first. Enter a descriptive audit reason when voiding so the registry retains full compliance history.

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