The Education Documentation Experts. Training. Sharon McClain, Paperless Nation Engineer. YellowFolder, LLC, All Rights Reserved.

Table of Contents Who is YellowFolder 3 What does YellowFolder Do 4 How will this impact me 5 Are individual school sites 7 the only ones making the transition Logging in 8 Download Tools 10 Droplet 11 Printer 18 Searching for Documents 29 Searching for Archived Documents 46 Uploading Documents 66 Printer 67 Droplet 71 Scan & Upload 79 Dividing a Batch 87 Dashboard 89 Information Req d 92 Verification Req d 96 In-Process/Completed 98 Sharing Documents 100 Public Link 101 Private Link 106 Key TakeAways 111 Questions/ Support/ Training 113 YellowFolder, LLC, All Rights Reserved. 2

Who is YellowFolder? YellowFolder is the only cloud-based solution specifically designed for K-12 schools, helping districts become more efficient by moving to an electronic records management system. An allin-one solution for: student records, special education records, human resource records, and administrative records. We are the experts in education documents management. YellowFolder, LLC, All Rights Reserved. 3

What does YellowFolder do? YellowFolder works exclusively with K 12 school districts across the United States to provide turnkey electronic record management solutions. YellowFolder works with your existing Student Information System and Human Resources Information System to store, index, and protect your important records. We ll also gather your inactive files and migrate them to the cloud. With 25 years of experience in education document management, we provide a revolutionary replacement to traditional record management ridding districts of the paper epidemic. YellowFolder, LLC, All Rights Reserved. 4

How will this impact me? That s a great question! Going paperless is a revolutionary concept creating huge benefits for schools around the country. Using YellowFolder is an enormous time saver. The human resource department will complete all intake/hiring processes for new employees and digitally upload or scan the paperwork to add to the district human resource files. All of the previous employee documents have been uploaded and are ready to be accessed as needed. For the special education department, all special education documents will now be located electronically and additional documentation will be added to students accounts through electronic transfer or scanning. Special education personnel will be able to access records without having to make a trip to the special education records room and dig through large numbers of filing cabinets. YellowFolder, LLC, All Rights Reserved. 5

How will this impact me? continued For teachers in general, digitalizing all student records, is a huge time saver. There will be no more making time to go to the school records room to look for information in students cumulative folders or to make sure that important paperwork is accurately filed. School office staff members will handle any new documents that will need to be added to students electronic folders. Registering students will involve electronically transferring or scanning in information without having to create a new physical cumulative folder to be housed in a filing cabinet on campus. Accessing records will be simple and quick for all groups from your designated school computer/ laptop. YellowFolder, LLC, All Rights Reserved. 6

Are individual school sites the only ones making this transition? No, as a matter of fact, YellowFolder can be used to go paperless in 4 areas throughout the entire school system: student records, special education records, human resource records, and administrative records. The more record series a school system transitions to paperless, the more space will free up at each location, reduced amount of time spent locating information, reduced paper, ink and printer costs for each location, a greater security will exist, and a bigger positive environmental impact through becoming paperless will be created for the community. YellowFolder, LLC, All Rights Reserved. 7

Logging into YellowFolder Use the link from the OneLogin email to create a password At www.yellowfolder.com click the Login button in the upper right hand corner Enter email and password then click login If you can t remember your password, click the forgot password button. *You can change or reset your password at any time by clicking on Forgot Password at the login page. Forgot Password YellowFolder, LLC, All Rights Reserved. 8

Logging into YellowFolder Changing or Resetting Your Password After clicking on Forgot Password, you will be presented with another screen asking for your email. Shortly after hitting Continue, you will be sent an email from Onelogin that will contain a link allowing you to change it. Password requirements: Passwords must be a minimum of 8 Characters and have one non letter character Passwords must be different than your previous password You are allowed up to 5 consecutive invalid login attempts before your account is LOCKED. You will need to have an administrator unlock it for you if this occurs If you don t get the password reset email soon after clicking Continue, check your filtered email box (typically Junk Mail, Quarantines or Trash). YellowFolder, LLC, All Rights Reserved. 9

Downloading Printer Driver Save and close any applications you have open Determine if your computer is a 32 or 64 bit system 1) Click on the Start icon 2) Right click on Computer 3) Choose Properties YellowFolder, LLC, All Rights Reserved. 18

Downloading Printer Driver Your turn to practice downloading the virtual printer, if you have not already downloaded it to your computer. Any questions??? How do you know which VirtualPrinter to download? What must you always click when downloading the VirtualPrinter? What happens to your computer when you have successfully downloaded the VirtualPrinter? YellowFolder, LLC, All Rights Reserved. 27

Searching for Documents Minimum Requirements to Search Records Operating System: Microsoft Windows 7, 8, 10 and Mac OS Browser: Chrome (best for YF), Firefox, and Safari *Please note: Internet Explorer can be used, but HIGHLY NOT RECOMMENDED. Resolution: 1024x768 pixels Adobe Reader, Adobe Standard or Adobe Professional (only for download and view) YellowFolder, LLC, All Rights Reserved. 29

Searching for Documents Click Search Records To begin searching records, choose the Search Records tab at the top right hand side of your dashboard. Keep in mind, YellowFolder goes through a detailed process of checks and balances to test your records to ensure they are in the appropriate folder and student/staff record, including having staff from your district review these records for accuracy. However, at this time we are still going through this process, therefore you may see documents out of place. There is nothing to worry about at this phase, we make it really simple to take care of these type issues. All you have to do is contact our Support and they will fix it very quickly. I challenge you during this training if you find a document out of place to contact support and see how awesome and fast they are at fixing it. YellowFolder, LLC, All Rights Reserved. 30

Searching for Documents Long way to search for documents support@yellowfolder.com button Toggles back to the Dashboard Can click on grey arrows to open up each individual folder until you find the folder/ file for which you are looking. This is the long and NOT recommended method. YellowFolder, LLC, All Rights Reserved. 32

Searching for Documents Viewing a Document After navigating to the folder that holds the documents you are looking for, you will then click on that folder on the left side of the screen. The folders contents will be displayed on the right side of the screen in a list. YellowFolder, LLC, All Rights Reserved. 33

Searching for Documents Viewing a document There are several ways you can view a document: 1. You can click on the desired document to bring it up in the online PDF viewer; or 2. You can download the document and view it with a viewer application on your desktop such as Adobe Reader/Adobe Full. YellowFolder, LLC, All Rights Reserved. 34

Searching for Documents Demo of how NOT to search for your records using the File Tree: https://www.dropbox.com/sh/vsd3rqgiu13gfbe/aadyowpuo1uohwwtrm SzHZvra/Search-Filetree.mp4?dl=0 Watch my live demo of a search the long way. Your turn to try the long way of searching through the file tree. YellowFolder, LLC, All Rights Reserved. 35

Searching for Documents Recommended way to Search for Documents Search bar = best and quickest method to search and locate documents (works like a google search) YellowFolder, LLC, All Rights Reserved. 36

Searching for Documents Demo of best way to do a simple search for your records using the Search field: https://www.dropbox.com/sh/vsd3rqgiu13gfbe/aaa9jm0darjorhwxfnmdnr7a/search-simple.mp4?dl=0 Watch my live demo of a search the quick and easy way. Your turn to try the google way of searching for a file using Search field. YellowFolder, LLC, All Rights Reserved. 38

Searching for Documents Hover over column separators, click & drag to increase/ decrease column width Share document History Edit Click file name to open and view YellowFolder, LLC, All Rights Reserved. 40

Searching for Documents Can also right click file name to open in new tab Tabs can be closed by clicking the X in the right hand corner of the tab you wish to close. YellowFolder, LLC, All Rights Reserved. 41

Searching for Documents Open document view Use to move through multiple pages If not exact document, click Related Documents This is the Related Documents listing. Hover over with mouse to scroll through list YellowFolder, LLC, All Rights Reserved. 42

Searching for Documents Windows & Browser Navigation Tips The following navigation tips should prove helpful in using Yellowfolder within any supported web browser. Tip 1: You can also press <F11> to switch to Full Screen Mode and back to window mode. ** Remember to set your Windows display properties to 1024x768 or greater for the best viewing of the application. Tip 2: You can switch screens using <ALT> <TAB> to toggle between running screens or opened applications or browser windows. Tip 3: You can launch separate windows or tabs in either browser by right clicking on an item such as a navigation bar or document link and then choose to Open in another window and tab. <CTRL> <T> is the hotkey for a new Tab, and <CTRL> <N> is the hotkey for a new Window. Tip 4: You can refresh your screen at any time by pressing <F5>. YellowFolder, LLC, All Rights Reserved. 43

Searching for Documents Your turn to search for records and view the following features: Total items from search Accuracy level of first and subsequent documents Enlarging columns Clicking document title to open Right clicking mouse to open document in another tab Clicking Related Documents link to view similar documents YellowFolder, LLC, All Rights Reserved. 44

Searching for Archive Documents If an archive file has previously been an active file, you will search for documents the same way you were just taught to search. If the archive file is from a box level archive file, year level or an alpha level archive file, you will use a slightly different method of searching. YellowFolder, LLC, All Rights Reserved. 46

Searching for Archive Documents 1) Since you know it is a box level search, look for titles in the search that indicate box level results and skip any that do not. 2) Click plus sign beside results. Look for highlighted full name you are searching for. If it is not there, go to next title and click plus sign and look again for full name. YellowFolder, LLC, All Rights Reserved. 48

Searching for Archive Documents Once you find the one that has the full name you are searching for. Then you have the following options: 1) You can double check on the General Index before downloading that box. Write down the title of the box you found it in to double check on the index. *To use this option click next on these directions. 2) You can click on the box and download the box, then search within it. *To use this option go to page 58 of these directions. YellowFolder, LLC, All Rights Reserved. 49

Searching for Archive Documents Searching through archive files at the box level 1) In the navigation area, click the grey arrow beside the record series. 2) Click the grey arrow next to the folder labeled Archive 3) Click on the grey arrow beside the folder labeled Box Level Scans YellowFolder, LLC, All Rights Reserved. 51

Searching for Archive Documents Searching through archive files at the box level Click on the General Index.xlsx link This will bring up the index for the documents in the box level scans YellowFolder, LLC, All Rights Reserved. 52

Searching for Documents Searching through archive files at the box level Box # Beginning name Ending last name Download the General Index to your computer for easy access *This is how a general index appears. It contains the box number & beginning and ending last name in each box. YellowFolder, LLC, All Rights Reserved. 53

Searching for Archive Documents Searching through archive files at the box level Scroll through the general index to find the last name you are looking for and note the box number in which it is located. Refer back to the box title you noted to see if it was the same box you were in when you found the person s name you did a search on. If it is, it is highly likely you have the correct box. Go back to search and download that box. If it is not the same box title, you can may need to download both boxes. YellowFolder, LLC, All Rights Reserved. 54

Searching for Archive Documents Choice to continue your search: Go back to Search, type in person s name, go to that box title and download the box. Or *Begin on page 58 of these directions. Continue with box level search *Continue to next page of these directions. YellowFolder, LLC, All Rights Reserved. 55

Searching for Archive Documents Searching through archive files at the box level From the Box Level Scans Screen, click on the box level scans link to navigate through the boxes YellowFolder, LLC, All Rights Reserved. 56

Searching for Archive Documents Searching through archive files at the box level Click on the PDF link to open up the document. * Remember items at the box level scan are located in one large pdf file. YellowFolder, LLC, All Rights Reserved. 59

Searching for Archive Documents Searching through archive files at the box level Do NOT search in YellowFolder s Search field Use Control + F on your keyboard to get a PDF search bar *Depending on browser and pdf editor on your system determines how search bar looks and where it will be located. YellowFolder, LLC, All Rights Reserved. 60

Searching for Archive Documents Searching through archive files at the box level In search bar, type identifier such as last name or first and last name After getting to name you are searching for, you may have to scroll up or down a few pages to find exact document you need. YellowFolder, LLC, All Rights Reserved. 61

Searching for Archive Documents Searching through archive files at the box level You can, also, do an advance search by pressing control + shift + F at the same time. This opens up a search area similar to this. YellowFolder, LLC, All Rights Reserved. 62

Uploading Documents There are three ways to upload documents to YellowFolder: 1) Using the VirtualPrinter 2) Using the Droplet 3) Using Scan and Upload Which do I use? It depends on what you are uploading and personal preference YellowFolder, LLC, All Rights Reserved. 66

Uploading Documents Using the VirtualPrinter 1) Open the document to upload into YellowFolder. 2) Choose Print from your document 3) Choose YellowFolder VirtualPrinter from the printer drop down menu YellowFolder, LLC, All Rights Reserved. 67

Uploading Documents Demo of how to use the VirtualPrinter to upload documents: https://www.dropbox.com/sh/vsd3rqgiu13gfbe/aadlokaekpkxilewgaaqyxt Ca/Printer-Upload.mp4?dl=0 Watch my live demo of using the VirtualPrinter. Your turn to open a document, go to print and view how easy it is to use the VirtualPrinter. Recommend NOT using this until you have actual documents to upload into the system. YellowFolder, LLC, All Rights Reserved. 69

Uploading Documents 3) Double click on the yellow folder to open a drag and drop box. Upload document(s) to containers by dragging and dropping from your document list to drop box A) Click and hold B) Drag across screen C) Drop into box YellowFolder, LLC, All Rights Reserved. 74

Uploading Documents 4) Close unused folders by clicking the x 5) Close folder(s) to submit documents to YellowFolder After clicking, folder will be removed from droplet once all files are finished uploading. Can not add/delete files in folder after closing it. YellowFolder, LLC, All Rights Reserved. 76

Uploading Documents Demo of how to use Droplet: https://www.dropbox.com/sh/vsd3rqgiu13gfbe/aabjjnbctutxoiybhwby0 UX2a/Droplet-Upload.mp4?dl=0 Watch my live demo of using Droplet. Your turn to open droplet on your computer, click on the record series, click on the plus sign, have folder window open and droplet open, see how easy to drag a document over to open yellow folder. Do NOT recommend using Droplet until you have actual documents to add to YellowFolder. YellowFolder, LLC, All Rights Reserved. 77

Uploading Documents Using Scan & Upload To begin uploading documents with the Scan & Upload tab at the upper right corner of your dashboard. **For the scanning feature, you will need a scanner connected to your individual computer, however you can still use the upload feature without a scanner. YellowFolder, LLC, All Rights Reserved. 79

Uploading Documents 1) Click Choose file to browse your files 2) When the window opens with your records, double click the document you want to upload 3) Click upload to send your folder to the grey staging area on the right *Works like attaching a document to an email YellowFolder, LLC, All Rights Reserved. 84

Uploading Documents Can manipulate files Can split large multi-student files Click the boxes under the thumbnails to choose pages to send to grey staging area Use the save button if only need to upload one document. Use the save and next button if you have multiple documents for the same student or multiple students to upload. Arrow buttons move items between thumbnail view and grey staging area. YellowFolder, LLC, All Rights Reserved 85

Uploading Documents Demo of how to use the Scan and Upload Feature: https://www.dropbox.com/sh/vsd3rqgiu13gfbe/aabwlncruvtgqvp my8tksdaoa/scanupload.mp4?dl=0 Watch my live demo of scan and upload. Do NOT recommend you trying this feature unless you have documents ready to upload into the system. YellowFolder, LLC, All Rights Reserved. 86

Dividing a Batch Ways to divide a large batch of document by individual student and/or staff information: 1. Can use the Scan & Upload page to bring the document in and split manually. This can be time consuming. 2. If document is of a set length (1 page only, 2 pages only, etc where document can be evenly split into multiple documents), a PDF editor such as Adobe Acrobat Pro or Foxit can easily split document into separate files. Once in separate files, make sure the YellowFolder virtual printer is your default printer and highlight all the files, rightclick on one and select Print. All batches will be automatically printed into separate batches and uploaded. Depending on the number of files, it could take awhile for this process to complete but the required time to accomplish would only be a couple minutes. 3. Can use the YellowFolder VirtualPrinter and use the page range field to manually split the document. This has to be repeated until each individual document inside the main document is split out and printed to YellowFolder VirtualPrinter. This is time consuming. YellowFolder, LLC, All Rights Reserved. 87

Uploading Documents All uploads appear on user s dashboard This is how the dashboard initially appears before doing any uploads. If you see this screen when you log into YellowFolder after uploading documents, Click the Dashboard tab to bring up your dashboard. YellowFolder, LLC, All Rights Reserved. 89

Uploading Documents Appearance of Dashboard after an upload when document is going through OCR processing Batch name Record series of batch will be listed unless user has access to more than one record series Method record was uploaded Status OCR Processing In Processing Analyzing Completed YellowFolder, LLC, All Rights Reserved. 90

Uploading Documents INFORMATION REQUIRED: IR is a queue where batches enter when a user has more than one record series. A user can also preview the document by selecting the batch name. Select record series here A user can update one batch at a time or multiple. * Must check box before records will merge or save Saving the update will move batch to the next stage for processing. YellowFolder, LLC, All Rights Reserved. 92

Uploading Documents Information found in Batch Names: Date batch was uploaded School code Upload tool initial Sequence in queue Record series & method of upload to YellowFolder If you need to contact support to help with something pertaining to a specific batch you have uploaded, you will need the data starting with the school code through to the sequence number. (the portion of the Batch Name that is underlined in the above example YellowFolder, LLC, All Rights Reserved. 93

Uploading Documents Demo of information required: https://www.dropbox.com/sh/vsd3rqgiu13gfbe/aaan5jgh849qd1xd PpDgU2qLa/Print-InformationRequired.mp4?dl=0 Watch my live demo of information required from the documents I uploaded earlier. Since you did not upload any documents in this training your dashboard will still be empty. YellowFolder, LLC, All Rights Reserved. 94

Uploading Documents After clicking save in the Information Required portion of the Dashboard, the batch(es) will move to In-Process. Updated Record Series from information required In-Process YellowFolder, LLC, All Rights Reserved. 95

Uploading Documents VERIFICATION REQUIRED VR is a queue where batches enter when the system is unable to associate the files to a person from the CSV. Click here to edit batch Deletes batch * After clicking edit, an update button will appear and you will have the ability to write in the identifying information boxes YellowFolder, LLC, All Rights Reserved. 96

Uploading Documents VERIFICATION REQUIRED Continued A user can preview the document by selecting the batch name. 2) Click the Update button to move batch straight to the digital file folder it belongs in after entering missing information 1) Enter missing information into text boxes YellowFolder, LLC, All Rights Reserved. 97

Uploading Documents After clicking Update on the Verification Required Screen, the batch(es) will move back to the In-Process and Completion screen as Completed. Completed status YellowFolder, LLC, All Rights Reserved. 98

Sharing Documents Documents can be shared in two methods: 1. Public Link When sharing with those who are not YellowFolder users 2. Private Link When sharing with those who are YellowFolder users YellowFolder, LLC, All Rights Reserved. 100

Sharing Documents Sharing via a Public Link 1. Locate the file needing to be shared. 2. Click in the File Selection box to select the file. 3. Click on the Share Button on the right side of the screen. Share Button File Selection YellowFolder, LLC, All Rights Reserved. 101

Sharing Documents 4. Click into the Public Link section to select this type of email. 5. Click on the Edit Button to change the end user permissions (Downloading, Expiration Date) YellowFolder, LLC, All Rights Reserved. 102

Sharing Documents 6. Click on the Expiration Date Calendar button. a. You will then be able to select a date for the link to expire. b. The date defaults to 1 month. 7. Click on the Download Boxes to either allow them to download or not. a. Removing the capability to download makes the file viewable only. 8. Click on the Send Button. 6) Expiration Date 7) Download Boxes 8) Send Button YellowFolder, LLC, All Rights Reserved. 103

Sharing Documents Sharing via a Private Link 1. Locate the file needing to be shared. 2. Click in the File Selection box to select the file. 3. Click on the Share Button on the right side of the screen. YellowFolder, LLC, All Rights Reserved. 106

Sharing Documents Demo of sharing a link: https://www.dropbox.com/sh/vsd3rqgiu13gfbe/aacgd6s8as4vpfhnyhjaplic a/share-private.mp4?dl=0 Watch my live demo of sharing a link. Your turn to try sharing a link. We recommend emailing the link to yourself to test it. YellowFolder, LLC, All Rights Reserved. 109

Key Takeaways Like any of the information you have dealt with before regarding records, confidentiality is still imperative and YellowFolder adheres to all aspects of confidentiality. Access to any type of record is determined by the user s role on the campus. YellowFolder is HIPPA and FERPA compliant with all employees trained regarding confidentiality laws. Accuracy is still key! Please ensure any information you enter on documents is accurate and complete. For example, Smith vs. Smythe will create delays in properly filing, finding or accessing documents. YellowFolder, LLC, All Rights Reserved. 111

Key Takeaways continued Any of the four record systems can be accessed from any electronic device with internet, school computer/laptop, ipad, phone. Sign-in is required in order to see your students/staff records. Please make sure to sign-out of the platform when not in use. Also allowing other employees to use your access information is prohibited. A digital record of access log is created each time you sign-in to a record. Scanning documents can be accomplished in a few ways: sent electronically from your computer, scanned at a multipurpose scan/copy machine, or from an individual scanner. YellowFolder, LLC, All Rights Reserved. 112

Any Questions or Needed Additional Support/Training Online support can be found at support@yellowfolder.com or recordrequest@yellowfolder.com The support helpline number is 214-431-3600 (press 2 to speak with a representative) Your YellowFolder Paperless Nation Engineer is Sharon McClain (smcclain@yellowfolder.com) YellowFolder, LLC, All Rights Reserved. 113