Introduction

The following outlines the steps for setting basic configuration of the StudentForms product for your institution. This includes settings for student account creation, ISIR correction processing and settings for the handling of user sessions for staff, students and parents. These settings are available to users with the Admin Role and can be found under Admin>School Settings.




  • Click on the Basic Configuration tile


Account Creation and Management

This section allows you to determine the system behavior when your students create an account for StudentForms and the behavior of the student profile area of the student self-service portal.


  • Required Student Email Domains - You may choose to limit the email domain(s) a student may use for their account in StudentForms. 
    • Multiple domains are allowed by using spaces 
    • If no domains are entered students are able to use any email address 
    • To use this field enter everything after the @ in the domain 
      • i.e. if student is email is Sally.Student@xyu.edu, xyu.edu is entered in the Required Student Email Domain field
    • Please Note: Do Not enter the @ in the Required Student Email Domain field it would expect the email to be entered Sally.Student@@xyu.edu
  • Required School Email Domains - You may choose to limit the email domain(s) a school user may use for their account in StudentForms. 
    • Multiple domains are allowed by using spaces 
    • If no domains are entered school users are able to use any email address 
    • To use this field enter everything after the @ in the domain 
      • i.e. if school user is email is Sean.SchoolUser@xyu.edu, xyu.edu is entered in the Required School Email Domain field
    • Please Note: Do Not enter the @ in the Required School Email Domain field it would expect the email to be entered Sean.SchoolUser@@xyu.edu
  • Require Student Id - If this is set to "On" the student will be required to provide a student ID at the time of account creation. If your institution is using SSO this setting should be set to "Off" as the student ID is passed in the SSO claim.
  • Hide Student ID - Hides student ID from student's view in StudentForms and on documents in StudentForms
  • Enable Student Profile Management - This controls whether a student can access the student profile area. It is recommended that institutions using the SMS/Text feature set this to "On".
  • Allow Student ID Editing - This controls whether a student can edit the student ID within the student profile area. If this is turned off the Student ID field does not appear on the create account screen.
  • School User Password Valid - This is the number of days a staff user's password is valid before a reset is required. The user will then be required to enter a new unique password. This setting is only for direct sign on schools. SSO schools do not create passwords in StudentForms.
  • Password Expiration Warning Shown to School User at - This is the number of days prior to the staff user's password expiring that a notification appears to the user at login. Users may dismiss the warning or reset password and warning is not be displayed. Only for direct sign on schools.
  • Student Password Valid - This is the number of days a student's password is valid before a reset is required. The user is then required to enter a new unique password. Only applies to direct sign on schools. Single sign on schools passwords are not created in StudentForms.
  • Password Expiration Warning Shown to Student - This is the number of days prior to the student's password expiring that a notification appears to the user at login. Only applies to direct sign on schools.

User Session

This section allows you to manage how long a user (staff, student, parent) can be inactive in the system before receiving a warning and eventually being logged out automatically from the system. These settings provide better security for student data. 


  • School User Timeout - Enter the time in minutes a staff user can remain logged into the system without activity before being automatically logged out 
  • School User Timeout Warning - Enter minutes remaining until an automatic log out that triggers a warning message to a staff user
  • Student/Parent Timeout - Enter the time in minutes a student or parent can remain logged into the system without activity before being automatically logged out 
  • Student/Parent Timeout Warning - Enter minutes remaining until an automatic log out that triggers a warning message to student or parent 


Please Note: If you have SSO from your school Portal, the log out only logs the user out of StudentForms, it does not log the user out of the school portal.  If the user is still logged into the school portal, they are able to access StudentForms without signing in again.

Two-Step Authentication

Two-step authentication can improve the level of security provided for students, parents and/or staff by requiring the user to provide an additional code after logging into StudentForms. When enabled, a system generated code is sent to the user's designated email or cell phone. The user is prompted to setup two-step preferences after account creation. For user accounts created prior to the two-step authentication being enabled a reminder notifications is displayed after login. Institutions can choose the type of users that will use two-step (students, parents and/or school users). Two factor authentication can be used with single sign-on (SSO) or Direct Sign-on (DSO) configurations. To enable the security feature complete the following:



  • Click "On' for the types of users that will use two-factor authentication. 

Additional Two-Step Options
  • Allow Two-Step Authentication Trusted Devices - Click "On" to Allow Two-Step Authentication Trusted Devices feature. This feature allows the user to indicate that a computer or mobile device is trusted. Trusted devices required two-step authentication once and then only require two-step authentication every 6 months. Users can manage their trusted devices under their profile settings if they want to remove a device from the trusted list. If a user logins in from a different device the two-step process is required. 
  • Two-Step Authentication Code Expiration - Define in minutes how long a code sent to the designated email or cell phone is valid. The default is 20 minutes. 

Transactions 

A transaction is the set of tasks required to complete a file (e.g. Verification, Dependency Override, SAP Appeal). When a student is completing tasks in student self-service, there is a final step to "Finish" the file. This locks the documents and adds the student's file to the file review workflow. In the Transaction section of Basic Settings a school can choose to automatically click the finish button for files on the student's behalf after a predefined period of time. 


    • Click "On" to activate automatic completion of a transaction.
      •     Please note: The Enable Transaction Auto Complete is separate from Task Auto Completion setting in documents.
  • Enter the number of hours from the completion of the last task that the transaction will be completed. Please note that entering '0' hours will cause the file to be automatically completed when the last task is completed. 
Please Note: This setting only clicks the final finish button after the student has submitted all of their tasks. This setting does not click the submit button on individual tasks.

  • Click Save to update all changes to Basic Configuration settings.