CloudFiles for education services and student support
Scholarship staff chase each student's IDs, income proofs and term transcripts by email, then file and check them by hand. CloudFiles collects every file through a secure link, sorts it into the student's case and checks each transcript.
Every student's documents, sorted term by term
From the first application to the final renewal, a student sends paperwork every term. Here is what program staff do with it today, and what CloudFiles does with it on the student's case.
The manual way
- Salesforce attaches every transcript, income proof and award letter straight to the student's case. After a few terms the list is a long scroll, and finding last spring's transcript holds up the renewal review while the student waits.
- Salesforce tracks the ID and income documents an applicant owes as checklist items on the case. Applicants still email them in, so coordinators attach each reply and tick its item by hand as the selection deadline nears.
- Award letters leave Salesforce as plain email attachments sent from each student's case. Nobody can tell which students opened theirs, so program staff phone students one by one as the acceptance deadline for the award draws near.
- Students upload term transcripts to their case, where each one stays a file. An advisor opens every transcript and retypes grades, units and term into Salesforce before the renewal review and the next payment can move.
- Each student's award amount already sits on their benefit assignment in Salesforce. Program officers still build every award letter one at a time, so a whole cohort's award notices wait until the last letter is done.
The CloudFiles way
- CloudFiles builds folders and subfolders on every student's case, moments after staff create it. The program's folder template is copied with a subfolder for each term. Each document a student sends then lands beside the rest of that term's paperwork.
- A flow emails each applicant one CloudFiles upload link, with no login, that names every required ID and income document. Each upload lands in the case folder, and a flow ticks its document checklist item moments after it arrives.
- Program staff know which students opened their award letter, because CloudFiles records each view on the case. A flow emails every letter as a secure link created from that case. Follow-up calls then go only to students who have not looked yet.
- CloudFiles extracts the term, units and college from each uploaded transcript onto the student's case, with a linked course record per row. Rules the program sets then compare the values with the case and send any mismatch to staff.
- CloudFiles generates award letters for a whole new cohort from Salesforce in a single background run. Each letter carries the award amount and student details from the student's benefit assignment and is saved as a PDF in their folder.
Student paperwork, automated on every case
Six jobs scholarship and student support teams hand to CloudFiles, each running on the cases and records they already keep in Salesforce.
Student folder access for counselors
When a student's case moves to a new counselor, CloudFiles gives that counselor access to the student's SharePoint folders. The previous counselor loses access in the same flow run, with no admin involved.
- A program lead reassigns the case in Salesforce, and the student's files follow the new counselor with no extra step
- Each counselor opens only the student folders on their current caseload, so earlier caseloads stay closed to them
- Admins build this with the update permissions flow action, run from a flow whenever a case changes owner in Salesforce
Student packets merged for the committee
CloudFiles merges a student's essay, transcript and recommendation into a single PDF the committee opens. Staff no longer download each file and stitch pages together before every selection meeting.
- A reviewer opens the case, selects the student's files in the CloudFiles widget and clicks a single button to merge them
- The combined PDF is saved in the student's folder under a new name, with the pages in the order the program chose
- Admins build this with the merge documents (sync) flow action, started by a list action button inside the widget
A shared dataroom for each partner school
CloudFiles opens a dataroom for each partner school from its partnership agreement in Salesforce. School counselors download program forms and upload what the program asks for, with no Salesforce login.
- Once a partnership agreement turns active, the school's dataroom opens with the program's forms and guidance inside
- Every document a school uploads lands in the partnership agreement's folder, where program staff find it on the record
- Admins build this on the agreement's active status with the create dataroom flow action, one dataroom per school
College bills turned into disbursements
When a student uploads a college bill, CloudFiles creates a benefit disbursement holding the amount due on that bill. A finance lead approves the values first, so a person checks every record before payment.
- Students upload the bill as a PDF or a phone photo, and the new disbursement is created under that student's award
- A finance lead sees the extracted amount beside the bill on the Document AI review screen and approves it before saving
- Admins build this with the document mapper flow action, which adds the disbursement beneath the student's benefit assignment
Study abroad packets split by document
A student uploads one scan holding a passport, a student visa and an acceptance letter to the advising case. CloudFiles splits it into separate files, each named for the document it holds.
- CloudFiles cuts the scan at page boundaries moments after it arrives, leaving one file for each travel document
- Advisors open the advising case and find the passport, the visa and the acceptance letter as separate named files
- Admins build this with the split document using AI flow action, run whenever a student uploads to the advising case
Recommendation letters with counselor notes
A counselor's own words go into each recommendation letter CloudFiles generates from the student's record. The note is typed in at generation, so nobody edits a document by hand to personalize a letter.
- A counselor opens a short form from the case, types a few lines about the student and clicks generate to build the letter
- The letter pulls the student's name, college and program from Salesforce, with the note placed where the template marks it
- Admins build this with the generate document (batch) flow action, passing the counselor's note in as a template variable
Key documents we handle for education services and student support
The paperwork a scholarship or student support program collects and sends each term, filed on the case or record it belongs to in Salesforce.
Term transcripts
College transcripts a student sends after each term, showing courses, units and the college, filed in that term's subfolder on the case.
ID and income proofs
Identity cards, pay stubs and household income statements an applicant uploads through a secure link, each one ticking its item on the case.
Award letters
Letters that tell a student the award amount, the terms it covers and what renewal asks of them, generated from the benefit assignment record.
Recommendation letters
Letters a counselor writes in support of a student's next application, combining the counselor's note with details from the student's contact.
Partner school agreements
The signed memorandum or master agreement that sets out how a program and a partner school work together, held on the partnership agreement.
Study abroad documents
Passport copies, student visas and acceptance letters from host universities that a student provides before departure, kept on the advising case.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
Yes. CloudFiles runs on Education Cloud benefit and benefit assignment records the same way it runs on any other Salesforce object. Each benefit assignment, which records who receives an award, gets its own folder of award documents. CloudFiles generates award letters that pull each award amount straight from that benefit assignment.
Yes. CloudFiles builds a folder on every student's case and gathers ID and income proofs by secure link. It also checks every transcript a student sends each term. Award letters are generated from each student's benefit assignment and saved to that student's folder. Every file stays in the program's own storage while staff work from the case in Salesforce.
Yes. CloudFiles generates the memorandum of understanding from the partnership agreement and its account, using the program's own Word template. CloudFiles then routes the agreement for e-signature in the signing order the program sets. The signed PDF returns to that partnership agreement's folder, ready for the next renewal conversation.
Yes. CloudFiles fills GPA and credits earned on an EDA education history record, taking the values from the student's transcript. EDA tracks each contact's past schooling on education history, part of its managed package. With review turned on, each run waits for a staff member to approve the values before they reach education history.
Yes. CloudFiles installs from AppExchange and works the same way on standard Salesforce objects and on custom objects. A program that keeps one case per student and a custom object for each scholarship cycle keeps that model. Folders, upload links and generated letters sit on those same records, and the program's data model stays exactly as it is.
Yes. CloudFiles connects Salesforce to SharePoint, Google Drive, OneDrive, Box or Dropbox, so every student's documents stay in the program's own storage. Staff browse, upload, preview and share each file from the CloudFiles widget on the case record page. Transcripts and income proofs stay out of Salesforce file storage.
Yes. CloudFiles generates award letters, recommendation letters and partner agreements from Education Cloud records using Word, Excel, PowerPoint or PDF templates. A whole cohort's letters are generated in one background run, each saved to its student's folder. Agreements go out for e-signature with signers in the order the program sets.
Yes. CloudFiles copies every Email-to-Case attachment into the case's folder once Salesforce stores it as a file. Student support staff then find each form a student emails next to everything else stored for that case. Nobody on the team has to file a student's reply by hand.
See a student's case handled end to end
Bring a real student case with its transcript and award letter, and watch CloudFiles file, check and send them in Salesforce.