This article walks you through creating a reusable template for Secure Document Delivery. Templates define how the system identifies each student's document and who gets notified — once a template is saved, anyone with sending access can use it for deliveries like report cards or progress reports.

Note: Creating and editing templates requires the Administrator permission. Teachers / Staff can use templates but won't see the option to create or edit them.

Step 1: Navigate to Templates

Navigate to Mass Communication > Secure Document Delivery
Click the Templates button in the top right corner

Click the New Template button

Step 2: Name your template and choose an ID type

Complete the required fields (marked with asterisks):

Template Name — give it a name your team will recognize, like "Q1 Report Cards"
Student ID Type — choose Student ID, Student Name, or Barcode. This is what the system reads from each page of your PDF to match documents to students.

🟢 Tip: The template name is internal only — parents and guardians never see it.

Step 3: Upload a sample PDF and select the ID region

Next, show the system where to look for the student identifier on your documents.

Drag and drop a sample PDF into the Student ID Region box, or click to browse. The region selection dialog opens automatically.
Use the page stepper at the bottom to find a page that shows the identifier clearly
Click the Draw region button, then click and drag a rectangle around the student identifier
Click Confirm Selection

A green Region Selected banner confirms your selection is saved. Click Re-select at any time to redo it.

🟡 Important: The identifier must appear in the same spot on every page of the documents you'll deliver with this template. The system looks at this exact region on every page when matching.

Step 4: Set up Document Access Verification (optional)

Want an extra layer of security? Turn on the Document Access Verification toggle. Parents and guardians will need to enter a verification value — like their child's Student ID — before they can view the document.

Turn on the Document Access Verification toggle
Choose a Verification Field from the dropdown. Recipients will be asked to enter this value before they can open the document. Available options are:
- Student ID — the student’s ID number
- Date of Birth — the student’s date of birth
- Last Name — the student’s legal last name
- Zip Code — the zip code on file for the student
Pick a field the parent or guardian will reliably know and that matches the value on your roster (e.g. a student’s legal last name, not a nickname).

🔴 Important: Recipients get a maximum of 5 verification attempts. After 5 failed attempts the link locks, and an admin must reset the lockout from the delivery report before they can try again.

Step 5: Choose who receives notifications

Under Relationships, select which contact relationship types should be notified when this template is used: Student, Aide, Guardian, Parent, Parent (Other), or Relative. At least one is required.

🟢 Tip: By default, only the first email address and phone number on each contact record is used. If your SIS data has contacts with multiple emails or numbers on file, check Send to all emails and phones to reach every contact method.

Step 6: Set up your notification messages

Under Notification Channels, choose how families are notified. Each channel has its own toggle, and at least one must be enabled.

Email — set the From address, Subject, and Body
SMS — write a short text message. A character count is shown, and links are automatically shortened.

Click any merge tag badge below a field — like {{student_first_name}} or {{school_name}} — to insert it into the field. Merge tags fill in automatically for each recipient when the delivery is sent.

🟡 Note: Every enabled channel must include the {{secure_link}} merge tag — that's the link families click to access their document. You won't be able to save without it.