User Guide: Self-Service Document Import

Overview

Self-Service Document Import lets account managers upload student documents in bulk — such as transcripts, test score reports, and progress reports — and uses AI to automatically match each document to the right student. You then review the AI's matches, correct any that need attention, and finalize the import.

Who can use this feature

This feature is available to district or high school account managers (i.e., educators with Manage Accounts permission) at schools where Document Import has been enabled. Contact your Overgrad account team to enable access.

Supported document types

Accepted file formats: PDF, PNG, JPG/JPEG — up to 20 MB per file.

Step 1: Start a new import batch

From the Document Import page, click New Import. You'll be taken through a 3-step wizard:

1. Select Type — Choose the document type you're uploading. All files in a single batch must be the same type.
2. Upload — Drag and drop files onto the upload area, or click to browse. You can add multiple files at once. Each file shows its upload status (uploading → uploaded, or an error if something went wrong).
3. Process — Once all files are uploaded, click to process the batch. The AI reads each document, extracts the student name and ID, and attempts to match each one to a student in your school.

Multi-student PDFs: If a single PDF contains documents for multiple students (e.g., a batch export), the system automatically splits it into per-student documents before processing.

Processing runs in the background. You can leave the page and come back — the batch will appear in your batch list with a live status indicator.

Step 2: Review matches

Once processing is complete, the batch status changes to Needs Review. Click into the batch to open the Match Review page.

Understanding the table

Each row represents one uploaded document and shows:

Match statuses

The table defaults to sorting with Needs Review rows at the top so you can work through actionable items first.

Filtering

Use the filter chips above the table to focus on a specific status (e.g., show only "Needs Review" rows). Click All to reset.

Taking action on each row

For Matched rows (AI found a student):

• Confirm — Accept the match. The document will be linked to this student on import.
• Reject — Dismiss the match. The document won't be imported.

For Needs Review rows (AI couldn't confidently match):

• Click the row or the search icon to open a Student Selector. You can pick from AI-suggested candidates or search your roster manually by name.
• Once you select a student, confirm the match.

To undo a decision:

• Confirmed or rejected rows show an Unreview option to move them back to review status if you change your mind.

Step 3: Finalize the import

Once you've reviewed all matches (or are ready to import what's confirmed so far), click Finalize Import. This:

• Imports all Confirmed documents to the matched students' profiles.
• Skips Rejected and unreviewed rows.
• Updates the batch status to Completed.

Rejected and unreviewed documents are not imported and do not affect student profiles.

Batch list

The main Document Import page shows all your batches with their current status:

Tips

• Each batch is one document type. If you have transcripts and SAT reports to import, create two separate batches.
• You don't need to finish reviewing in one session. Progress is saved automatically.
• Preview any document before confirming by clicking its filename in the table.
• High-confidence matches (≥ 85%) can usually be confirmed quickly; focus your manual review time on Needs Review rows.