Cogran offers management of PDF documents. Cogran Systems now offers document management as a useful tool in your information-gathering about registrants.

When used: Sometimes, you need to gather a hard copy of a document from your registrants. This allows you to gather electronic copies of medical forms and other materials.

After registration, customers will log into their household account to upload documents.

How to review document upload compliance:

1. Document Management>Document Status
2. Search by name, document, program, status, or dates uploaded
3. A list appears
4. Click view file to see the completed document. Print or save to your desktop if needed.
5. A list displays, including the status of each document and dates completed

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Document Status Reports

Check document status by completed, incomplete, or flagged for review.

1. Document Management>Document Status
2. Click Open
3. A search form appears
   1. Search by family: Prime Contact first and last name
   2. Search by participant: first name and last name
   3. Search by status: completed, needs to be completed, in review
   4. Search by document name
   5. Search by document status
      
4. Use these searches to vary report data pulled.
5. To email in bulk, click the email icon at the top of the search from. Select your email template from the dropdown menu.
6. To email an individual, click the “Send Email” link in the grid
7. To export, click “download”
8. To view documents, click “Document Link.”

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How to Upload a Document

How a Customer Uploads

• Complete a registration
• Log into your Cogran account. Open the Account Menu in the upper-right-hand corner of the Front Page.
• Click Key Dates, Payments Due, documents required.
• Scroll until the document appears. There will be a download and upload button.
• If a document is required, click upload.
• Click upload and choose the file from your computer.

Upload as an Administrator

Used when a customer provides a form via email or in person

• Log into the Front Office as an administrator
• Visit the administrator center in the upper right hand corner
• Choose “Upload a Document” from the list of options. Filter to find the customer for whom you are uploading a document.
• Click upload and choose the file from your computer.

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Document Reports

Back Office:

Visit Document Management>Reports-Document Management

• Use the filters to find the desired information. There are many filters, but in particular these may be of use:
  • Registration Period: Required
  • Status: Completed, Needs to be completed, and In Review
  • Document: Choose a Document to view its status
  • Date Uploaded: From-To
• Click Search

A list of information appears.

Option 1: Individual Email: Use when processing a few updates, or when a personal touch is required

• To send an individual email directly from Cogran, switch from list view to grid view and press the send email button. This loads your own email to send a personal email.

Option 2: Bulk Email: Use when processing many updates

• To send a bulk email directly from Cogran, first select the contacts to receive the bulk mail.
• Select the Last Updated Date of today (or, if this has been an ongoing process, the dates of any recent updates).
• A list will appear.
• Change the view to “grid view.”
• Select “send email.”
• Choose your email template from the list. (If no template exists for communicating with customers who have not uploaded their forms, choose “Create Your Own Template” or return to Forms, Templates, and Email Templates to create a custom template for your customers.
• Click send.