Documents & Files

Kinderpedia Admissions stores applicant documents securely in cloud storage (Amazon S3). Files uploaded through application forms or added manually by admissions staff are associated with the applicant's record and accessible from the detail page.

How Files Are Stored

• Applicant documents (passports, birth certificates, school reports) are stored as private files. They are served through pre-signed URLs that expire after 15 minutes, ensuring that files can only be accessed by authorized users.
• School assets (logos, form header images) are stored as public files accessible via a standard CDN URL.

Uploading Files

Via Application Forms

When families submit an application form that includes file upload fields, the uploaded documents are automatically:

1. Stored in cloud storage under the applicant's folder.
2. Named using the format: StudentName_FieldLabel_Timestamp.ext (e.g., Father_ID_Passport_20260422.pdf).
3. Linked to the applicant's record.

Manually from the Detail Page

1. Open the applicant's detail page.
2. Navigate to the Documents tab.
3. Click the Upload button.
4. Select one or more files from your computer.
5. The files are uploaded and appear in the documents list.

File Restrictions

Restriction	Value
Maximum file size	10 MB per file
Allowed image types	JPG, JPEG, PNG, GIF, WebP, AVIF, HEIC, HEIF
Allowed document types	PDF, CSV, XLSX, XLS, DOC, DOCX

Files that exceed the size limit or have unsupported formats will be rejected with an error message.

Viewing Files

Files appear on the Files tab as a list showing:

• File name -- derived from the form field label (e.g., "Father ID Passport").
• File type -- icon indicating PDF, image, spreadsheet, etc.
• Upload date -- when the file was uploaded.
• File size -- the size in KB or MB.

Click on a file to open the unified file-preview modal:

• Images and PDFs render directly inside the modal.
• Other file types fall back to a download prompt.
• A Download button in the modal header always works regardless of preview support.

The same preview modal is used in three places so the experience is consistent across the app:

• The applicant detail page (Files + Checklists tabs).
• The enquiry detail page (Files tab).
• Any place a checklist requirement points to an uploaded file.

In every case, the modal resolves a fresh pre-signed URL for the file each time you open it, so previews continue to work even after the previous URL has expired.

Secure Download Links

When you click to download or preview a file, the system generates a pre-signed URL that is valid for 15 minutes. This means:

• The download link is temporary and cannot be shared externally.
• If you copy the URL and try to use it after 15 minutes, it will expire.
• Each click generates a fresh pre-signed URL.

This security measure ensures that applicant documents are only accessible to authenticated admissions staff.

WARNING

Do not share pre-signed download URLs with external parties. They are time-limited but could be used by anyone who has the link while it is active. Instead, download the file and share it through your school's approved channels.

File Organization

Files are organized per-applicant in cloud storage — each applicant has their own isolated folder within your school's private storage area. Each file name includes the applicant ID, field slug, and timestamp to prevent naming conflicts.

Deleting Files

1. In the Documents tab, locate the file you want to remove.
2. Click the delete button next to the file.
3. Confirm the deletion.

WARNING

File deletion is permanent. The file is removed from cloud storage and cannot be recovered. Make sure you have a backup if needed before deleting.

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