Add a document

All document management, including adding new documents, can be done from the Document center. Any documents you add will be visible to WBL admin and coordinators in linked schools and districts. For more details about who can view which documents, check out Sharing hierarchy below.

To add a document:

1. From your educator account, click Features and select Work-based learning.
   

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2. From the Work-based learning page, next to Document center, click View.
   

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3. Click Add document.
   

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4. Fill in the document details. A name for the document is required, but a description is optional.
   

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5. Click Add file to drag and drop or choose the file locally from your device.
6. Choose how you want to use the document:
   

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   • Store as read-only: Upload the document as a static reference file (like an informational flyer or handbook).
   • Convert to form: Turn a PDF into an interactive digital form that participants can fill out and sign online. Learn details on how to convert a document to a form below.
7. Click Add document.
   • A success banner will indicate the document has been uploaded.

Convert a document to a form

Converting a PDF into a digital form allows you to collect fillable text, checkbox responses, and signatures online. You can assign each field on the form to a specific participant role so everyone knows who needs to take action.

When a form is sent out, participants (students, parents, or supervisors) receive an email with a direct link. They'll click the link to fill in the form and submit their signature. There's no login required for external signers.

There are two ways to open the form editor:

• When adding a new document: Follow the steps above to add a document, when uploading the PDF, select Convert to form. The form editor will open automatically.
• From an existing document: In the Document center, find the read-only PDF you want to update, click the three-dot menu next to it, and select Convert to form.
  

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Add and assign fillable fields

Once the form editor is open, set up your fields and roles using the top toolbar:

1. From the top toolbar, select the field type you want to add. From left to right, you can add:
   

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   • Signature field: For official e-signatures.
   • Text field: For single-line fillable text like names, dates, or written answers.
   • Free text: For adding labels, instructions, or read-only text directly onto the document.
   • Checkbox field: For agreement confirmations or selecting options.
   • Radio button field: For choosing a single option from a list.
2. Over the area where the participant needs to type, check, or sign, click and drag to create the field they'll fill.
3. Once you release from creating the field, a popup to Assign role will appear:
   • Click the Assign role dropdown and select the participant responsible for completing the field: Student, Parent/Guardian, Coordinating educator, or Supervisor.
   • Check or uncheck the Required box to specify whether the field must be completed before submitting.
     

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4. To adjust a field's position or size, click and drag the field or its corner handles.
5. To delete or reassign a field, click the field to reopen its Assign role popup, then click the trash icon or select a different role.
6. When you have placed and assigned all required fields and signatures, click Add document.
   

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Note: Once a form is attached to an active student requirement, it becomes locked to prevent changes while in use. To edit a locked form, click the three-dot menu next to the form in the Document center, select Copy form, make your edits to the copy, and attach the new version to future requirements.

Work with added documents

Once a document has been added, you can view and download the document, edit the details, or delete the document.

To work with uploaded documents:

1. From your educator account, click Features and select Work-based learning.
   

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2. From the Work-based learning page, next to Document center, click View to open the list of added documents.
   

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3. From this page, there are a few things you can do to easily view and work with documents.
   

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   • Search for a specific document by name.
   • To narrow the list, click Filters. You can filter by which school or network added the document and when.
   • Click a column name to sort the table by that column.
4. Click the name of the document to open it in a new tab.
5. For forms, click the three-dot menu next to the form to Copy form, Rename, Edit form (only if no one has engaged with it yet), or Download it. Read-only documents can be downloaded.
   

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Sharing hierarchy

To maintain a clean and organized library, the Document center uses a hierarchical sharing model, shared downwards from umbrella network, to district, to school. This ensures that high-level guidance flows down to everyone who needs it, while localized documents stay where they are most relevant.