Manually Processing Orders

 

Before manually completing orders, always ensure RoboRegistrar is running and printing is turned on via the RoboRegistrar Management Screen.

When you need to manually complete orders, you’ll do so via the Ready Orders queue.  Steps to complete transcript orders depend on the location of the record/order.

The following directions presume your school operates with three queues within the Ready Orders queue; for the sake of our example, we are using Online, Online & Vault, and Vault, however, the specific queue names set up for your institution will be displayed when viewing these screens.

As a reminder, the Ready Queue offers additional buttons and checkboxes to complete orders based on your institution's preferences and settings. Please see the Order Detail Icons & Buttons Key for additional help on these buttons and checkboxes.

Manual Processing Steps

 

The steps you’ll take to complete are contingent upon two major variables. They are:

  1. The location of the transcript record
    1. i.e. Ready Orders > Online, Online & Vault, or Vault
  2. The delivery method(s) the requestor selects on the order
    1. i.e. Ready Orders > Ship Method > ELC, MAIL, PU, etc.

At the time of implementation, your institution determined the available delivery options offered using TranscriptsPlus. If your school is sending transcripts electronically and/or utilizing eRoboMail, you will use both RSS and eSCRIP-SAFE (eSS) to complete these orders.

Using eSCRIP-SAFE (eSS)

Several options exist to move transcripts into eSS. Oftentimes, institutions IPP print or sFTP transcript requests into eSS. If you’ve got a process built to move transcripts from your SIS to eSS, you’ll continue that process.

 

Additionally, once orders are in eSS, they may or may not need to be addressed, depending on your current process. If you use the auto-send feature today, you’ll continue to do so. Alternatively, if you manually address your transcripts today, you’ll continue that process.

 

Note: Within this RSS Help Guide, we'll assume you are familiar with sending transcripts through eSS. We will be referencing manually addressing transcripts in eSS via the Pending Transcripts tab. Once addressed, we'll return to RSS to complete order processing, when necessary.

 

Online & Vault Orders without Upload

Processing steps from the Online & Vault Orders queue depend on your institution's delivery methods. If you allow orders to be sent electronically or via eRoboMail, you’ll need to upload and review transcript records before RoboRegistrar will complete the order. If you do not send orders electronically or via eRoboMail, RoboRegistrar will complete the online portion of the records and you’ll process offline records as you normally do so the two transcript pieces can be married together for shipping.

Please see below for specific processing steps in each setting.

 

When your institution does not send partial orders electronically or via eRoboMail, RoboRegistrar completes the online portion of the records automatically; you’ll need to process offline records as you normally do.

To manually complete offline records associated with the Online & Vault Orders queue, take the following steps:

  1. From the Online & Vault location queue, found within the Ready Orders queue, click on the order number to be brought to the OrderDetail page
  2. Manually pull the offline portion of the record
  3. Check the Finish Transcript—Manually button
    1. If your institution uses inserts, check the associated Print Insert(s) – RoboRegistrar check box
  4. Click the Finish with RoboRegistrar button to complete the online portion
    1. Please note, this button is only available when RoboRegistrar printing is turned on

 

When your institution allows transcript orders to be delivered electronically or via eRoboMail, you’ll use the Order Detail screen to upload the offline portion of the record. Once you upload, view, and approve the uploaded transcript, RoboRegistrar will merge and send the partial records as one.

To upload offline records associated with the Online & Vault Orders queue, take the following steps:

  1. From the Online & Vault location queue, found within the Ready Orders queue, click on the order number to be brought to the OrderDetail page
  2. Click the Upload Transcript button then follow the directions to upload the offline portion of the record

  1. Click the Requires Review button to display the uploaded file(s).
  1. The Requires Review button changes to View once previously viewed
  2. You many view this file as many times as necessary or delete and upload again if the file is not satisfactory
  1. Click the Finalize Uploads button to confirm uploaded files
    1. To complete the order at the same time uploads are finalized, check the Check here to complete the order now with RoboRegistrar check box 

    1. If ever you forget to click the Check here to complete the order now with RoboRegistrar check box prior to finalizing uploads, you may click the Finish with RoboRegistrar button to complete the order.

If your institution does not use RoboRegistrar, follow the steps outlined below.

 

Processing Orders from the Online & Vault Queue

 

The second queue displayed in the Ready Orders queue is the Online & Vault queue. This queue contains orders with records stored partially online AND partially offline.

 

Processing Online & Vault Orders—Electronic Delivery

 

If your institution chooses to send transcripts electronically from the Online & Vault queue, you'll send the partial records through eSS, then return to RSS to review these records before completing the order.

 

To process orders being sent electronically from the Online & Vault queue, take the following steps:

  1. From the Online & Vault queue, click on the order number to load the Order Detail screen in RSS or click on CSV or PDF button, when applicable.
    1. As a reminder, the Ship Method column will display ELC when a transcript is being sent electronically

  2. Click on the Delivery Info tab in RSS, then copy the Request ID located at the bottom of the Recipient area in RSS or copy the Request ID from the CSV or PDF report, when working with reports is preferred.

  1. Send the transcript through eSS using your normal process.
    1. As a reminder, this RSS Help Doc references manually addressing the transcripts in eSS, then returning to RSS to complete order processing.
  2. [In eSS] From the Pending Transcripts tab, manually address/assign a recipient by clicking on the envelope icon in the Action column or add a checkmark in the box to the left of the Student column and click on Prepare to Send.
    1. Orders located in the Online & Vault queue require two uploads—one for Online records and one for Vault records

  3. [In eSS] From the Assign Recipient and Student Information screen, click the radio button associated with TranscriptsPlus order number

  1. [In eSS] Paste the Request ID (previously copied from the Delivery Info tab in RSS or from the CSV or PDF report) into the field labeled Recipient from TranscriptsPlus is… then click Select
    1. Please note, you’ll need to send both the Online portion of the records AND the Vault portion of the record—both using the same Request ID
  2. [In eSS] Once the recipient is identified, the order information is displayed within the Student Information area. Confirm the info is correct before clicking Send Transcript.
    1. Confirmation will be displayed
  3. [In eSS] Return to the Pending Transcripts tab to address the additional record associated with this order, then complete steps 4 through 7.
    1. Remember, orders to be printed at Parchment from the Online & Vault queue containing multiple transcripts for a recipient, only requires sending online and offline records once, regardless of the number of copies for that recipient.
  4. [In RSS] Return to the Order Detail screen for the order just sent through eSS, click the Order Info tab then scroll down to the Order Actions area.

  5. Click the Review Transcript button to launch the Transcript File Review screen, then click the View link associated with each file you’ve previously sent through eSS
    1. Each file must be viewed, prior to finalizing uploads
    2. If you are unsatisfied with your upload, click Delete This File, then send and address the file through eSS again
    3. If the Review Transcript button does not appear, refresh the screen. Waiting for Transcript will be displayed while eSS and RSS are communicating.

  6. Once you’ve reviewed the loaded files, click the Finalize Uploads button
    1. If you’d like to complete the order at this time, check the box labeled, Check here to complete the order now, then click the Finalize Uploads button.

  7. Click Yes, Finalize Uploads to finalize and complete the order
    1. Once finalized, a confirmation will be displayed, Figure 6-60
    2. Upon returning to RSS, the order will be removed from the Online & Vault queue, as it is now complete
    3. Click Cancel to return to the previous screen

Processing steps from the Offline Orders queue depend on your institution's delivery methods. If you allow orders to be sent electronically or via eRoboMail, you'll need to upload and review transcript records before completing the order.

To complete Vault orders that will be sent or picked up from your location, please see the Manually Completing Orders area.

 

When your institution allows transcript orders to be delivered electronically or via eRoboMail, you’ll use the Order Detail screen to upload the offline portion of the record. Once you upload, view, and approve the uploaded transcript, RoboRegistrar send the vault records.

This video will walk you through how to upload your offline records to Parchment for processing.

 

To upload offline records associated with the Vault Orders queue, take the following steps:

  1. From the Offline Orders location queue, found within the Ready Orders queue, click on the order number to be brought to the OrderDetail page
  2. Click the Upload Transcript button then follow the directions to upload the offline portion of the record
  3. Click the Requires Review button to display the uploaded file(s)
    1. The Requires Review button changes to View once previously viewed
    2. You many view this file as many times as necessary or delete and upload again if the file is not satisfactory
  4. Click the Finalize Uploads button to confirm uploaded files
    1. To complete the order at the same time uploads are finalized, check the Check here to complete the order now check box 
    2. To complete the order later, check the Finish Transcript—Manually check box
      1. If your institution uses inserts, check the associated Print Insert(s) – RoboRegistrar check box
  5. Click the Process Order button to complete the offline order

 

 

Completion delays are used when your institution wants to individually complete specific types of orders, such as orders selected to be delivered via FedEx or those selected to be picked up. These are typically used when your institution prints all transcripts on site at your institution.

Ensure RoboRegistrar is running and turn on RoboRegistrar printing via the RoboRegistrar Management screen. Once your RoboRegistrar is running and printing is turned on, remaining orders will most likely be those with completion delays. 

Referencing the location queue steps previously outlined, take the following steps to complete an order with completion delays:

  1. From the relevant queue, click on the associated order number to be brought to the Order Detail screen
  2. Follow the previously defined steps for the Online and/or Online & Vault location queues
  3. Click the Finish with RoboRegistrar button to complete the order
  1. From the Offline location queue, click on the associated order number to be brought to the Order Detail screen
  2. Follow the previously defined steps for the Offline location queue
  3. Check the Finish Transcript—Manually check box
  4. If your institution uses inserts, check the associated Print Insert(s) – RoboRegistrar check box
  5. Click the Process Order button