Generate documents in bulk
Request the same Smart Document for many users at once from User Management bulk actions — for intake, compliance, and fillable assignment campaigns.
Bulk document generation means asking Fuxam to produce or request the same smart document for many selected users in one action, instead of opening each profile. When Smart Documents is enabled, the Users table bulk actions can include Request document. That is the primary path for intake cohorts, signature campaigns, and compliance waves.
Why it matters
A registrar may need enrollment packets or fillable contracts for an entire intake within days. Generating one profile at a time is slow and inconsistent — staff may pick different templates or skip people. Bulk request applies the same template workflow to a defined population so every selected user receives the same document ask under the same campaign.
How it fits
Bulk request sits on top of templates you already created and mapped:
- Create a document
- Map variables — Use a document template and Document variables and data sources
- Optionally configure self-service for documents students should create themselves (bulk is for staff-driven campaigns)
- Run Request document from bulk actions
Generated or assigned files still land on each user’s Documents tab — see Manage documents.
Single vs bulk vs self-service
| Mode | Who starts it | Best for | Risk if data is wrong |
|---|---|---|---|
| Single (profile) | Staff on one user | Corrections, sensitive review, pilots | Limited to one person |
| Bulk request | Staff on many selected users | Intake, campaigns, many fillable assignments | Multiplies across the selection |
| Self-service | Eligible end user | Low-risk attestations on demand | User sees bad data immediately — fix mappings first |
Before you start
| Requirement | Detail |
|---|---|
| Feature | Smart Documents must be enabled for your institution (otherwise Request document does not appear in bulk actions). |
| Template ready | Target template mapped; Fields count greater than zero. |
| Data quality | Custom columns, cohort membership, and contact fields filled for the population — see Document variables and data sources. |
| Permissions | You need access to User Management bulk actions and permission to work with user documents for the people you select. |
| Pilot | Generate once for a sample user and read the PDF before selecting hundreds of rows. |
How to request a document in bulk
Go to OrgHub → Management → Users.
Filter to the target population (for example a role, user group, or status). Confirm the list matches the campaign.
Select the user rows to include (row checkboxes or the page header checkbox as appropriate).
Open bulk actions and choose Request document (listed with other feature-gated actions such as Insurance bulk request when health insurance is active).
Complete the request flow for the template and any required options, then confirm.
Spot-check several user Documents tabs for generated files or fillable assignment status (pending, completed, signed).
Campaign patterns (guidance)
Intake enrollment letters
- Ensure the enrollment template is mapped and tested.
- Filter new intake students (often by group or pending status).
- Bulk Request document for the enrollment confirmation.
- Optionally enable self-service later for re-downloads so staff are not re-running bulk for every landlord letter.
Fillable study contracts
- Confirm study-contract templates and tuition-related settings — Study contracts and certificates.
- Bulk request only after offers are accepted and profile/tuition data is stable.
- Monitor Assigned fillable documents status until signed or completed.
Compliance or HR waves
Use bulk for staff agreements or time-summary PDFs when a shared deadline applies. For time-tracking templates, agree the reporting period before the campaign so every PDF covers the same window.
After bulk: monitoring
| Where to look | What you check |
|---|---|
| User Documents → Smart documents | Generated PDF present |
| Assigned fillable documents | Pending vs completed vs signed |
| Sample downloads | Correct name, program, dates |
| Template Fields count | Still matches intended mappings if someone edited mid-campaign |
If many PDFs show blank IDs, stop the campaign, fix custom columns or cohort data, then re-request for the affected users.
Best practices
- Pilot ten users before a full cohort. Catch mapping and data issues cheaply.
- Do not edit the template mid-campaign unless you accept mixed layouts in the same wave — see Edit a document.
- Separate insurance bulk from document bulk. Insurance bulk request belongs to Health insurance; it does not replace smart-document PDFs.
- Communicate to students when fillable assignments appear so pending statuses do not stall unnoticed.
- Prefer groups and filters over manual multi-select for repeatable intakes.
Common pitfalls
| Pitfall | What happens | What to do |
|---|---|---|
| Bulk with unmapped template | Empty or useless PDFs at scale | Check Fields count; finish mapping first |
| Wrong filter | Wrong population receives the request | Clear selection, refilter, verify count |
| Stale profile data | Letters show old addresses or programs | Fix data, then re-request for those users |
| Expecting retroactive template edits | Already-generated files unchanged | Regenerate after template updates |
FAQ
Is bulk the same as self-service?
No. Bulk is staff-initiated for a selected set of users. Self-service lets eligible roles generate from Dashboard → Management → Documents on their own schedule.
Can I bulk-generate module or room templates from the Users table?
Request document on the Users table targets users. Module, curriculum, and room templates are generated in flows tied to those object types — not as a user-table bulk action.
What if some users already have the document?
Review each profile’s Documents tab. Policies for duplicates are institutional — decide whether to request again (new snapshot) or skip users who already completed a fillable assignment.