With Playground's Documents feature, you can create, request, collect, and manage forms all in one place. This guide provides an overview of what you can do with this feature.
Documents can only be created by administrators on the Administrator Dashboard. Parents and guardians can fill out documents either on the Parent App or on a web browser via an emailed link.
Video tutorial on uploading and editing documents
How to upload and share a document with parents
On the Administrator Dashboard, click on the "Documents" tab on the sidebar to the left of the page to reach the School Documents page. Here, you'll see all of the documents you've uploaded so far. To create a new document, click the blue "+ New document" button on the upper right of the page.
You'll be brought to the upload page, where you can click anywhere on the gray "Add document" tile to browse through the documents on your computer. Select the document you want to upload, and then click the blue "Continue" button on the bottom right.
You'll be brought to the Document metadata page. Here, you can name your document and also provide a description. The document title will be visible to parents and guardians, but only you can see the description. Click the blue "Continue" button on the bottom right.
You'll be brought to the document editor page. On the lefthand side of the page, you'll see a preview of the pages of your document; if your document has multiple pages, you can click on these previews to toggle between them. On the righthand side of the page, you'll see the "Add fields" editor. The fields you can add to your document are:
Signature: Use this field to collect an e-signature
Text: Use this field to collect a custom text answer
Checkbox: Use this field to give the option to check a box
Dropdown: Use this field to collect one answer from a predetermined list of options
Click on one of these field options to add it your document. In the example below, the administrator selected a "Text" field. Use your mouse to click and drag the field to the appropriate spot on your document; click and drag the white dot on the lower right corner of the field in order to resize the field (1).
When a field is selected, it will be highlighted green. A black tag will appear above the field to tell you whether it is required or optional (2), and the "Add fields" editor will turn into a field-specific editor.
From this editor, you can choose whether the field is required or optional by clicking the toggle on or off (3). If you decide you no longer want this field, click "Delete" (4). To exit the field-specific editor, either click the X on the upper right of the editor (5) or click anywhere on your document that doesn't have a field.
Each type of field can be moved by clicking and dragging; only the "Checkbox" field cannot be resized.
When editing a "Dropdown" field, the field-specific editor will have a section for "Dropdown items." Click on the gray "Add new field" text and start typing, then hit "enter" or click on the blue plus sign to the right of the item to save. If you want to delete an item, click the X to the right of the item.
When you're happy with your document fields, click the blue "Continue" button on the bottom right of the screen. Please note that if you're working on a multipage document, you must be on the last page for this button to take you to the next step of the document creation process; otherwise, the button will advance you through your document's pages until the last page, when it will then take you to the next step.
You'll land on the Email document page. If you're ready to send this document to parents for completion, select the names of students for whom you want the document to be completed. If you want to save the document without yet sending it to anyone, do not check any names. Click "Continue" on the bottom right of the page.
You'll return to the Administrator Dashboard on the newly created page for this document; here, you'll see the completion status of the document for each student, as well as when the document was submitted. If you emailed the document right when it was created, you'll receive a notification that the emails were successfully sent.
How to edit an existing document's fields
On the School Documents page, find the document you would like to edit on the table of existing documents. On the far right of that document's row, there will be a three-dot menu icon; click on this icon to open a dropdown menu and then click "Edit." You'll be brought to the document editor page. Make the changes you would like and then click "Continue" to save.
Below are more Help Center articles related to Playground's Documents feature. These and more can always be found in the "Documents" section of the "For Administrators" collection in our Help Center.