Document types

Document types define the kinds of files your agency collects and reviews in Edmissa. They control how a file is labeled, where it can be uploaded, which formats and file sizes are accepted, whether expiry dates are tracked, and whether the document needs review before the team treats it as ready.

Use document types before your team starts collecting files through student profiles, applications, form file-upload fields, and document checklists. A clear document type list keeps files searchable, prevents users from uploading the wrong format, and helps stage requirements check the right document.

When to Use Document Types

Use document types when your agency needs to:

• Collect the same file from many students, such as Passport, Academic Transcript, Bank Statement, English Test Result, Offer Letter, or Visa Copy.
• Limit accepted file formats for a document type.
• Set a maximum file size, or an optional minimum file size.
• Allow one file, multiple files, or a front and back pair.
• Decide whether the file belongs to the student profile, the application, or both.
• Decide whether the file can be uploaded from forms, uploaded independently, or both.
• Track expiry dates for documents such as passports, police certificates, or medical results.
• Keep document versions when users replace an older upload.
• Require an approval step before a document is considered active.

Do not use document types as task lists. Use checklists when the team needs a set of work items to complete, such as "review financial documents" or "confirm all visa files are ready."

Before You Start

Before editing document types, review:

You also need permission to manage document settings. If you can view documents but cannot open this settings page, ask an admin to review your role.

Open Document Types

1. Open Settings.
2. Open Document Types.
3. Use the Document Types tab to search, filter, create, edit, duplicate, or delete document types.
4. Use the Categories tab to review the category groups used to organize the list.

The top of the page shows summary cards for total active document types, total uploaded documents using document types, category count, and the most used category. These cards are a quick health check, not the setup workflow.

How Document Types Affect Uploads

When a user uploads a file and selects a document type, Edmissa uses the document type to:

If a user uploads without selecting a document type, Edmissa can still store the file, but the file will not receive the document-type rules. For important student recruitment files, encourage users to select the correct type.

Create a Document Type

1. Open Settings.
2. Open Document Types.
3. Select Add Document Type.
4. Complete Basic Info.
5. Complete File Configuration.
6. Complete Advanced Features.
7. Select Create Document Type.
8. Upload a test file from a student profile or application to confirm the type appears in the right place.

The create dialog has three tabs: Basic Info, File Configuration, and Advanced Features.

Basic Info

Use Basic Info to define what the document type is and where it can be used.

For Edmissa, the most common setup is:

Use student profile scope for files that belong to the student no matter which application they create. Use application scope for files that belong to one application or destination.

File Configuration

Use File Configuration to control what a user is allowed to upload.

Available format groups include:

Prefer narrow rules for important files. For example, Passport can accept PDF, JPG, JPEG, and PNG. Bank Statement can accept PDF only if your agency wants a clean review process.

Upload Modes

Upload mode changes how users submit files for the document type.

For Front and Back, train users to upload the front side first and the back side second. This keeps review easier when the document opens as a grouped upload.

Advanced Features

Use Advanced Features when a document type needs expiry tracking, versioning, student access, or approval.

Student access controls whether the student can access the uploaded file from the student-facing experience.

Expiry Tracking

Turn on expiry tracking for documents that stop being valid.

Good candidates include:

Set the alert days based on the real operating risk. For passports, an agency may want a longer warning window. For bank statements, a shorter reminder may be enough.

Versioning

Versioning helps the team keep history when a student uploads a replacement file. Use versioning for documents that may be corrected or renewed, such as:

• Passport copy.
• Bank statement.
• Academic transcript.
• Offer letter.
• Visa decision letter.

If a document type is temporary or low value, you can turn off versioning. If you leave versioning on, set a maximum version count that gives the team enough history without keeping unnecessary files forever.

Approval

Use Require Approval when someone must verify the document before the team relies on it. This is especially useful for:

• Identity documents.
• Financial documents.
• Visa documents.
• Offer letters.
• Final submission files.

Approval is different from a checklist. Approval answers, "Is this uploaded file acceptable?" A checklist answers, "Has the team completed the review work around this stage or process?"

Categories

Categories organize document types in the settings list, upload pickers, and filters. Use categories to help users find the right type quickly.

Common Edmissa categories include:

The Categories tab is mainly a reference view. It shows available category groups and usage counts. Create and edit the category assigned to a document type from the document type form.

Delete or Duplicate a Document Type

From the document type list, open the action menu for a type.

Deleting a document type is a soft delete. It hides the type from normal use without removing the historical documents that already exist.

Example: Student Visa Processing

For a Student Visa Processing pipeline, start with a small, clear set of document types:

After creating these types, connect them to the rest of the setup:

1. Add file-upload fields in Fields if users need to upload documents while completing a form.
2. Add those fields to Form templates.
3. Add document-related review items to Checklists.
4. Reference the required files in Pipeline stages where application movement depends on document readiness.
5. Ask a counselor or application officer to upload a test file from the relevant student profile or application.

Test a Document Type

After creating or editing a document type, test it before the team relies on it.

1. Open a test student profile or test application.
2. Upload a file using the new document type.
3. Confirm the type appears in the upload picker.
4. Try an accepted file format.
5. Try a blocked file format if the rule is important.
6. Confirm the size limit behaves as expected.
7. Confirm expiry fields appear when expiry tracking is enabled.
8. Confirm version history appears when versioning is enabled.
9. Confirm approval behavior appears when approval is required.
10. Confirm the document is visible in the right student or application document list.

Good Naming Patterns

Use names that match real agency language.

Keep names short, specific, and stable. The document type name appears in filters, upload flows, document lists, and search results.

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