This document provides a conceptual overview of the PASI Document Orders. PASI Document Orders are generated to manage the ordering, creation and delivery of student-centric documents.

A Document Order contains one or more Document Order Items for a particular type of document.

document_orders.vsdx

Note: PASI also produces other PDF “documents” (e.g., Detailed Academic Report) for local download from the via PASIprep, myPass and/or Alberta Student Link. These documents are not produced as a document order item.

There are three distinct stages of the life cycle of a Document Order and its Document Order Item(s) that will be further explained below:

1. Ordering the Document(s)
2. Processing the Document Order Item(s)
3. Delivery of the Document Order Item(s)

The following diagram illustrates the happy path of this lifecycle.

document_order_item_standardlifecycle.vsdx

The complete life cycle is tracked via the Order Status and the Document Order Item Status.

During this stage the Document Order is constructed (using the Construct Document Order (System Service) service) with all the details being specified for each of its Document Order Items. Document Orders can be generated manually by public users in myPass, by Ministry users in PASIPrep, via the ApplyAlberta interface and automatically by the PASI system based on certain events triggering the need to send a letter to the student.

Orders created in manually will typically start in an “Under Construction” order status. This means that all of the Order Items for the order may not yet be entered. Once a document order is completed the Order Status is set to Ordered and Document Order Item Status for each document order item is set to Ordered. Orders with an “Ordered” Order Status are completed and are ready for processing.

Orders that are automatically created by PASI are created in a single transaction with a status of “Ordered”.

Document orders and order items are processed by the PASI Document Processor which determines which order items need to be processed and which Processing Agent is appropriate for the particular document order item.

PASI uses two different Document Processors. The separation between the Document Processors will allow one or more instances of the Document Processor to run at the same time, allowing each instance to process a different subset of order items.

Based on the Document Type, the Document Processor identifies which Processing Agent is responsible for processing the document order item and sends the document order item to that agent for processing.

Once the documents have been processing by the appropriate processing agent, the Document Order Item Status will be updated to Ready for Delivery.

Documents resulting from document orders and document order items are delivered to the intended recipients. Delivery of documents can occur in different ways based on the type of document and the intended delivery method that was requested.

There are three ways to “deliver” documents from a document order/document order item in PASI:

• Printed PDF: Documents printed and mailed or couriered via the Print Document Order Item process
• Electronic PESC XML: Electronically deliver transcripts to Post-Secondary Institutions via the Deliver Document Order Item - Apply Alberta process
• Digital PDF: Digitally deliver official documents via the Deliver Digital Official Documents process.

After the requests have been processed and the resulting document produced, the ordered documents are delivered to the recipient identified on the request following the Deliver Document Order Item process.

At the end of this stage, the Document Order Item Status will normally be set to Sent for Delivery.

Printing is used for the following Delivery Methods:

• Automated Plus Cardboard
• Certification
• Certification and Courier
• Courier
• Scan and Mail
• Manual Mail
• Automated Mail
• Manual Insert

Print Delivery is completed using the Service Alberta Delivery Agent which is responsible for the delivery of documents that need to be printed. Once document orders are created and added to a Print Job, the:

• Physical Print Job Processor picks these up and processes them to generate and prepare the documents for printing.
• Printer Transmission Processor then manages the process of getting the generated file to the Print Service Provider (currently Service Alberta) for printing.

Note: Refer to Printing Implementation for more information on how the printing functionality has been implemented.

Digital Delivery is used when the Delivery Method is Digital Official Document.

Digital Delivery is handled by the Digital Official Document Notification Processor. A digital official document is generated as a PDF of the official document that was requested/ordered. This digital official document is sent only to the recipient who the document was ordered for, who is an active/approved Digital Official Document Consumer via the Digital Official Documents Application application.

Electronic Delivery is used when the Delivery Method is Electronic.

Electronic delivery is handled via the Electronic Transcript Integration (PESC Services). The transcript is delivered electronically to approved recipients in an XML and optionally a PDF format. This delivery provides the transcript data to the recipient.

The PSI's may use the PESC Transcript Stylesheet to view the transcript content in a manner that is aligned with how the content would appear in the printable version.

Depending on the Document Order Item Type and the Document Order Item Status PASIprep users may be able to perform various actions to manage an order including:

• Placing an Order on Hold and subsequently Releasing a Hold
• Updating order details such as the recipient of the order
• Cancelling an Order
• Deleting an Order
• Recording Delivery Issues
• Acknowledging Special Handling

For more information about these activities, see:

• Credentials: Manage Student Credential Order Items
• Letters: Manage Student Letter Order Items
• Transcript: Manage Student Transcript Order Items

Each student gets notified when certain updates occur to documents requested for their ASN. Once the student is notified, they may review the more detailed message in myPass Messages. Refer to Document Order Notification Processor for more information.