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How do I share forms, PDFs, or documents with parents effectively in Playground?

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Written by Eamon Davis
Updated this week

How to Share Forms, PDFs, or Documents with Parents Effectively in Playground

Sharing documents, PDFs, or fillable forms with parents is a core activity in Playground. Here’s a comprehensive guide to ensure a smooth sharing process across various scenarios, whether for individual students, classrooms, or multiple locations.

Prerequisites for Sharing

To ensure the "Share" button or option appears and works as expected:

  1. Upload the Document: Make sure the fillable PDF or document is uploaded to the Playground platform. Navigate to the Paperwork tab and confirm the document is visible in the system.

  2. Activate the Students: Ensure the students you wish to share the document with are marked as active. Use the following steps: - Navigate to My School → Students. - Select the specific student(s). - Choose Activate in the settings if needed.

  3. Use the Correct Dashboard: Depending on your organizational model, ensure you're operating from the correct dashboard for your intended recipients: - For classroom, program, or individual sharing, use the specific dashboard associated with that entity. - For enterprise-level sharing across locations, use the Enterprise Dashboard.

Methods of Sharing Documents

A. Sharing with Individual Students, Classrooms, or Programs

  1. Navigate to the Paperwork tab on the Playground interface.

  2. Open the specific document by clicking anywhere in its entry within the list.

  3. The "Share" button will be visible in the top right corner. Click to select specific persons or groups and distribute the document.

  4. To confirm sharing, check the document’s sharing settings to see the list of recipients.

B. Sharing to Multiple Locations via Enterprise Dashboard

  1. Open the Enterprise Dashboard.

  2. Go to the Paperwork tab and select Fillable PDFs.

  3. Locate the document and click into it by selecting any white space or the plus icon.

  4. Use the dropdown menu to select locations or groups of students to share with. This method resolves the greyed-out "Share" button issue commonly experienced in multi-location setups.

Sharing External Documents, such as Google Docs

  1. Option A: Attaching Files (Website Only) - Download the document from Google Drive via the three-dot menu. - Open Playground’s web Feed composer (the mobile app allows attachment of photos only). - Upload the document using the paperclip icon.

  2. Option B: Sharing a Link (App and Website) - Copy the file link via the three-dot menu in Google Drive. - Paste the link into a Feed post and publish.

📝 Tip: Ensure sharing permissions on Google Drive allow recipients to view the document.

Troubleshooting Common Issues

"Share" Button Not Appearing

  • Confirm the prerequisites listed above: upload the file and activate the recipient students.

  • Re-open the document within the Paperwork tab to check for visibility of the "Share" option.

Greyed-Out "Share" Button

  • Use the Enterprise Dashboard instead of individual location dashboards. Ensure you share from the correct organizational level for your intended recipients.

Summary

To share forms and documents effectively in Playground, always ensure prerequisites, such as document uploads and student activations, are met. Depending on the scope (individuals, classes, or enterprise-wide), use the appropriate dashboard or methods to share, including external document options like Google Drive. For any inconsistencies, refer to the troubleshooting section above.

Related Articles
Paperwork Overview
Playground Onboarding Guide
Create & Manage Fillable PDFs
Manage Paperwork for Multi-Sites
How can I send documents or notifications to selected families in Playground?
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