Setup Guide

SchoolDoc Pro · Quick Start Guide

Get your document management system up and running in 15 minutes.

📋 Before You Begin: Make sure you have:

Step 1: Access the System

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  1. Open your web browser and go to your SchoolDoc Pro URL:
    https://script.google.com/a/yourdomain.com/macros/s/your-id/exec
  2. You will see the login page
  3. Enter your system password and click "Sign In"
💡 Tip: Bookmark this URL for easy access!

Step 2: Initial System Setup (Admin Only)

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First time setup must be done by a system administrator.

  1. After logging in, you'll see the dashboard
  2. Look for the "📁 SchoolDoc Pro" menu in Google Sheets
  3. Click Initialize System
  4. When prompted, enter your Google Sheet ID:
    • To use an existing sheet: paste its ID
    • To create a new sheet: leave blank and click OK
  5. Create a secure password (minimum 8 characters)
  6. Click OK and wait for confirmation
⚠️ Important: Save your password in a secure location. You'll need it for all future logins.

Step 3: Explore the Dashboard

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After setup, you'll see the main dashboard with:

Step 4: Add Your First Document

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  1. Click on Data Entry from the dashboard
  2. You'll see a form with 48 fields organized into tabs:
    • Basic Info (Document ID, Title, Type, Date)
    • Content (Department, Subject, Keywords)
    • People (Author, Students, Contributors)
    • Technical (File details, Storage location)
    • Management (Confidentiality, Retention)
  3. Fill in the required fields (marked with *)
  4. Click Save Document
  5. You'll see a success message with the new Document ID
💡 Tip: Watch the progress bar at the top - it shows how many fields you've completed!

Step 5: Search for Documents

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  1. Click on Search from the dashboard
  2. Enter search terms in the search box
  3. Use filters to narrow results:
    • Document Type
    • Department
    • Confidentiality Level
    • Date Range
  4. Click Search
  5. Results appear as document cards
  6. Click View to see full details or Edit to modify

Step 6: Generate Reports

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  1. Click on Reports from the dashboard
  2. View automatic charts and statistics:
    • Document Types (pie chart)
    • Department Breakdown (bar chart)
    • Monthly Entries (line chart)
    • Confidentiality Levels (doughnut chart)
  3. Use the period selector to view different timeframes
  4. Export data using the buttons at the bottom

Administrator Tasks

Managing Settings

  1. In Google Sheets, click the 📁 SchoolDoc Pro menu
  2. Select Admin Panel
  3. From here you can:
    • Update school name
    • Change system password
    • Update support email
    • Clean up expired sessions
    • Test connection

Adding Users

Simply share the web app URL and system password with authorized staff. No additional setup needed.

Quick Reference: The 48 Fields

Category Fields
Basic Info Document ID, Source Location, Accession ID, Original Format, Legacy ID, Title, Alternate Title, Description, Document Type, Date Created, Date Digitized, Academic Year, Language
People Author, Recipient, Contributors, Subject Persons, Student Names, Class/Group
Content Keywords, Subject/Course, Department, Event, Project
Technical File Name, File Format, File Size, Resolution, Creation Tool, Checksum, Storage Location, Related Files, Original Condition, Dimensions, Color Mode, Page Count, Physical Location
Management Confidentiality Level, Retention Schedule, Access Permissions, Copyright Info, Disposal Authorization, Date Archived, Archivist, Review Date, Version, Usage Count, Linked Records

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