The secure document delivery feature allows district administrators to upload confidential documents and details, such as GPA, fee information, or report cards, directly into each student’s account under the user’s profile.
This feature supports the upload of various file types, including text files, PDF files, .html, and tab-separated .txt files.
🔒Security note: Relationship-based access
To protect sensitive student data like GPAs and fee information, files are only visible to authorized users with an established Parent/Student Relationship. This ensures that confidential documents remain private and can only be accessed after a secure, authenticated login.
This is a Help for District Administrators article, providing comprehensive support for those with the highest level of access as they help their communities get started with Messages XR Enterprise.
Understand the user journey
- Once a file has been uploaded to the Upload student data tab by a district administrator, a user can access the file under Profile with the My account drop-down menu.
- Under Profile, the user will click the Students tab and then select a student’s name to open their account.
- The user will click the Other tab and scroll down to the Uploaded Documents section to view uploaded student data and files.
How to securely deliver documents
Step 1: Name documents for success
For the bulk upload to work, the document filenames must match the Student’s ID number. The system uses this ID to automatically match and add those documents to the student's account, making them immediately available in the Parent Portal once the upload is complete.
Step 2: Upload documents
While student data is typically added automatically through an SIS (Student Information System) integration, some schools or districts opt to use the Upload student data area instead.
District administrators can follow the steps outlined in the article “Manage the Upload student data tab” to securely upload confidential documents into each student’s account.
- Navigate to the Upload student data tab under Accounts.
- Choose your upload option and prepare your files.
- Upload your files.
- Make the files visible to families on the web interface and MCA mobile app.
💡Pro-tip: Manage document visibility & control
You maintain full control over sensitive data even after it has been uploaded. From the Upload Student Data menu, you can manage the availability of document items school-wide.
Scenario A: Turning "off" a document (hide)
The Action: Toggle the visibility setting to Off.
The Use Case: You’ve uploaded Q3 Progress Reports a day early. You want the data in the system, but you aren't ready for families to see it until Friday morning.
The Result: The files remain in the system, but the Uploaded Documents section is hidden from the Parent Portal.
Scenario B: Deleting a document item (remove)
The Action: Select the document item and choose Delete.
The Use Case: You discover a formatting error in the ACT Results PDF batch, or a document was uploaded to the wrong category.
The Result: The item and all associated files are permanently removed from all student profiles school-wide.
Step 3: Notify and educate your community
Because the system does not automatically notify families when a new document is uploaded, you must manually alert your families. We recommend this announcement strategy to ensure families know the documents are ready and exactly how to find them.
Recommended announcement strategy
Send a message to your families including the following:
The update: Clearly state which document is now available (e.g., "Q1 Report Cards").
The guide: Provide the link to the help article: [Families: Access securely delivered documents].
📝 Sample message for admins: "Hi Families, a new document ([Document Name]) is now available for viewing. To view and download this file, please follow the steps in this guide: [Families: Access securely delivered documents]"