# K-12 School Document Automation for Salesforce | CloudFiles

> Document automation for K-12 districts and private schools in Salesforce: secure enrollment links, student folders built for you and e-signed contracts.

*K-12 school document automation*

## CloudFiles for *K-12 districts and private schools*

K-12 school offices chase enrollment papers, consent forms and contracts by email, then file each page by hand. CloudFiles collects them through secure links, files them in each student's folders and updates the record in Salesforce.

[Talk to a document expert](https://meet.cloudfiles.io/salesforce?utm_content=sf-industries-education-k-12-districts-and-private-schools-hero)

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*School paperwork, before and after*

## From the first enrollment form to *graduation*

A student's paperwork moves between the front office, program staff, counselors and parents every year. CloudFiles collects, files and generates each document on the student's own record in Salesforce.

### The manual way

- Education Cloud tracks the enrollment papers a new student owes as document checklist items. Parents still email each birth certificate and proof of address as separate replies. Office staff then match every reply to the right student and tick its item.
- A parent's paper enrollment form is scanned onto the student's record in Salesforce as one file. Guardian names, phone numbers and the home address stay inside it until a registrar keys each one into Salesforce by hand.
- Salesforce attaches every file straight to the student's record in one long list, and each campus names uploads its own way. Students who left years ago keep their files right beside this year's paperwork for current students.
- Returned permission slips are attached to each student's record in Salesforce as they arrive. Nothing marks the ones missing a guardian's signature, so a missing signature is only spotted on the morning of the trip.
- Salesforce already holds each returning student's guardians and tuition, yet the business office builds every re-enrollment contract one at a time. Signed copies trickle back for weeks, and next year's seats stay unconfirmed as the waitlist grows.

### The CloudFiles way

- CloudFiles emails the parent a secure upload link from the student's record. With no login, the parent uploads the birth certificate, proof of address and immunization record. CloudFiles files each document in the student's own folder moments later.
- The answers on a parent's enrollment form fill the student's record in Salesforce. CloudFiles places every answer in its matching field, from guardian names to the home address. A staff member approves the values first, so nothing reaches the record unchecked.
- Every new student gets the school's own folders and subfolders moments after the record is saved, with nobody building them. When a student withdraws, transfers or graduates, CloudFiles moves that folder and its files into the school's archive.
- Unsigned consent forms are flagged on the student's record well before the trip. CloudFiles checks the guardian line of each returned form for a signature and a printed name. Coordinators then call only the parents whose form came back without a signature.
- CloudFiles generates every returning student's re-enrollment contract in one run from the student's record in Salesforce. Each contract goes out for e-signature with guardians signing in order, and the signed copy returns to the student's record.

*K-12 use cases in Salesforce*

## Every student file, *organized* from enrollment on

More jobs CloudFiles runs every term on the student, school and support records your district or school holds in Salesforce.

- **A parent portal on your Experience Cloud site** — CloudFiles shows each parent only their own child's folder on the school's Experience Cloud site. Guardians open the forms shared with them there, and each file they upload saves into the matching subfolder.
  - A guardian signs in to the school portal and sees only the folders the school shared for their own child
  - Front office staff keep the full view of every subfolder from the student's record inside Salesforce
  - Admins build this with the share with community user flow action, run once a guardian's portal access is set up
- **Old school records split and sorted** — CloudFiles splits the single scan of a transferring student's old records into separate documents, each sorted by type. Report cards and attendance histories land in their own subfolders for that student.
  - The registrar attaches the scanned records to the student's record, and CloudFiles cuts them into separate files
  - Each part is sorted as a report card, attendance history or withdrawal form, then moved to the matching subfolder
  - Admins set it up with the split document using AI flow action, then add a classify step and a move step
- **Support plans shared by secure link** — CloudFiles gives each guardian a personal secure link to a student's support plan from the student support case. A flow logs every view on that case, so the counselor knows who opened the plan.
  - A flow emails each guardian their own link, which opens the support plan without any Salesforce login
  - Every view of each guardian's link is recorded on the student support case, so counselors know who has opened it
  - Admins turn on email verification for each guardian's link with the update link settings flow action
- **A SharePoint site for every school** — CloudFiles builds a SharePoint site for each school moments after its account is saved in Salesforce. Staff access follows each person's school assignment, so a teacher who changes campus sees the right files.
  - Every new school site gets the same libraries for enrollment, staffing and operations, so each campus shares a layout
  - When a staff member's school assignment changes in Salesforce, a flow updates their access to that school's libraries
  - Admins build this with the create SharePoint site flow action, run each time a new school account is saved
- **One dataroom per outside evaluation** — CloudFiles gives an outside evaluator one dataroom with the student records a case manager picks and an upload request. The evaluator's finished report then lands in the student support case's folder.
  - The evaluator gets in through one secure link protected by a password and an email check, with no Salesforce login
  - Only the records the case manager chose are inside, and an upload request waits for the evaluator's finished report
  - Admins start the create dataroom flow action from the student support case that the evaluation belongs to
- **Prefilled school forms parents return by link** — CloudFiles fills the school's own PDF forms with each student's name, grade and guardians from Salesforce. Parents check those details, write in the rest and return the form through a secure upload link.
  - The student's details arrive already printed on the form, so parents only fill in what has changed this year
  - Answers written on the returned form fill the student's record, with a staff member approving them first
  - Admins pair the generate document (batch) flow action with the school's PDF template, saving forms to each student's folder

*Document types*

## Key documents we handle for *K-12 districts and private schools*

The documents every school office handles from enrollment to graduation, plus the many other forms and letters on each student's record.

- **Enrollment papers** — Birth certificates, proof of address and immunization records a parent uploads for a new student, filed in that student's folder in Salesforce.
- **Guardian consent forms** — Field trip, athletics and media release permissions a guardian signs, each kept with the program enrollment that the form gives permission for.
- **Transfer records** — The report cards, attendance history and withdrawal form a transferring student brings from the last school, each sorted into its own subfolder.
- **Re-enrollment contracts** — The yearly agreement a private school's parents sign to hold next year's seat, generated from the student's record and returned once signed.
- **Support plans** — A counselor's plan for a student's extra support, which CloudFiles shares from the student support case with every guardian view logged there.
- **Attendance letters** — Letters telling parents how often their child was absent or late this term, which CloudFiles builds from attendance entries in Salesforce.

*Security & compliance*

## 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.

Certifications: SOC 2 (Type II), HIPAA (Compliant), ISO 27001 (Certified), GDPR (Compliant)

[Security overview](/security)

## Frequently asked questions

**Q: Does CloudFiles work on a school's Experience Cloud site for parents?**
Yes. CloudFiles adds its document widget to the pages of the school's existing Experience Cloud site, so parents never need a second portal. Each guardian works only inside the folders shared for their own child. Every upload from the portal saves on the student's record, where staff in Salesforce already work.

**Q: Can CloudFiles collect accommodation documents from parents?**
Yes. CloudFiles creates an upload link on the student's record, and a flow emails it to the parent with no login needed. Every medical letter or outside report the parent uploads lands in the student's accommodations subfolder. Case managers then find each supporting letter beside the student's plan, ready for the next annual review.

**Q: Can CloudFiles generate attendance letters from attendance records in Salesforce?**
Yes. CloudFiles builds each attendance letter from the student's record, with a table listing every absence and late arrival this term. The school writes the letter once as its own template, and CloudFiles fills it for each student in one run. Every finished letter is saved in the student's folder, so attendance staff never copy dates by hand.

**Q: Can CloudFiles pull recommended accommodations out of an evaluation report?**
Yes. CloudFiles Document AI processes the evaluator's report and extracts the supports the evaluator recommends. A flow writes those answers onto the student support case, where a counselor checks them before anything changes on the student's record. The planning meeting then opens with a short list in place of a long report.

**Q: Does CloudFiles fit a private school as well as a public district?**
Yes. CloudFiles installs from AppExchange as one package and runs on any standard or custom object a school uses. Public districts on Education Cloud and private schools on contacts and opportunities start from that same package. The school's own admin sets up every document step in Salesforce Flow.

**Q: Can CloudFiles keep teacher certificates with each staff member's record?**
Yes. CloudFiles gives every staff member's record its own folder moments after it is saved, with subfolders for certificates and licenses. Central office HR sends a teacher a secure upload request when a renewal comes due. The renewed certificate lands in that teacher's folder, ready for the next audit.

**Q: Where does CloudFiles store student documents for a school on Salesforce?**
CloudFiles keeps student documents in the school's own SharePoint, Google Drive or Box and shows them on the student's record. Staff open, upload and share every file straight from the student's record without leaving Salesforce. The files stay out of Salesforce file storage, so years of enrollment papers and transfer records never fill the org.

## Open the school year with *complete* student files

Bring a returned permission slip or a scan of old school records, and watch each page reach the right student's folder.

[Book a demo](https://meet.cloudfiles.io/salesforce?utm_content=sf-industries-education-k-12-districts-and-private-schools-footer)