# Upload Transcripts

The Transfer Credit process begins with uploading a transcript for automated parsing and credit matching. This streamlined approach eliminates manual data entry by using AI-powered extraction and matching tools, allowing users to quickly initiate the transfer credit workflow.

To upload a transcript from the Transcripts Dashboard, watch the following demo:

{% embed url="<https://demos.processmaker.com/demo/cmhkp975c1tetu1hmte2wjyll?utm_source=link>" %}

{% hint style="info" %}
**Important Notes**

* Only **PDF**, **JPG**, and **PNG** files are currently supported.
* No manual intervention is required during upload; all parsing and matching are handled automatically.
* Users will be notified if any required transcript fields (e.g., student name or course list) are missing.
  {% endhint %}

#### What Happens Next?

* Each uploaded file is queued for automated parsing.
* The system extracts structured data such as student information, courses, grades, and credits.
* Extracted data is then matched against available degree programs and equivalency rules.

{% hint style="success" %}
Transcripts that are processed successfully are marked with a green checkmark in the **Transferability** column.
{% endhint %}

***

## Automated Data Extraction

The credit evaluation process leverages advanced AI and OCR technologies to extract academic information from both scanned and digital transcripts. This ensures higher accuracy, improved processing speed, and reduced manual effort.

#### How It Works

* The system uses Azure OCR and AI-based models to analyze each transcript.
* Transcripts move through the following status states:
  * `Draft`: A case has been started.
  * `Processing` : The transcript is currently undergoing OCR and data extraction. No user actions can be performed at this stage.
  * <mark style="background-color:$warning;">`Needs Review`</mark>: The transcript is valid but missing key information such as the student’s name, institution, or course list. User intervention is required to complete or correct the data.
  * `Reprocessing`**:** The transcript is currently undergoing updates to add or complete missing information.
  * <mark style="background-color:$success;">`Ready`</mark> : The transcript has been successfully processed and contains all required information. It is eligible for use in a transfer credit application.
  * <mark style="background-color:blue;">`In Application`</mark>: The transcript is currently in use within an active Transfer Credit Evaluation (TCE) application and cannot be edited.
  * <mark style="background-color:red;">`Failed`</mark>: The file is invalid or not recognized as a transcript. It cannot be processed and should be replaced.

{% hint style="success" %}
Only transcripts marked **`Ready`** and classified as **`Transferable`** can be used to initiate a Transfer Credit Application.
{% endhint %}

* Extracted data is presented in a structured, searchable table with associated confidence scores.
* A visual PDF viewer is displayed alongside the structured data for quick verification.
* &#x20;Each data point is assigned a confidence score to indicate the accuracy of the extraction and matching process.

<figure><img src="/files/eEAHCrXLggjAMtldumY6" alt=""><figcaption></figcaption></figure>

## Bulk Transcript Intake (SFTP)

The **SFTP Integration** enables institutions to perform **bulk transcript intake** by connecting the Transfer Credit Evaluation to an external system or transcript provider via a secure SFTP server.

This capability allows transcripts to be automatically uploaded and processed in batches, eliminating the need for manual, one-by-one uploads and improving efficiency for high-volume operations.

<details>

<summary>Transcript Source Identification</summary>

* Transcripts uploaded via SFTP are displayed in the **Transcripts Dashboard**
* Identified with the **SFTP** label in the **Source** column
* Allows users to easily distinguish between manual and automated uploads

<figure><img src="/files/YfRh5EkRYEQPh4GBc0tN" alt=""><figcaption></figcaption></figure>

</details>

<details>

<summary>Shared Visibility for TCO Users</summary>

* All SFTP-uploaded transcripts are visible to users with the **TCO role**
* Ensures that any authorized user can access and process incoming transcripts
* Supports collaborative workload distribution across the team

</details>

<details>

<summary>Claim-Based Processing</summary>

* Any TCO user can:
  * Open an available transcript
  * **Claim the task**
  * Begin working on the evaluation
* Once claimed:
  * The transcript is assigned to the user
  * It is no longer visible in the shared queue
  * It appears only in the **dashboard of the assigned user**

<figure><img src="/files/9uswKF1pzDKFACnTCuf4" alt=""><figcaption></figcaption></figure>

</details>

<details>

<summary>Standard Evaluation Workflow</summary>

After claiming, transcripts follow the **same workflow** as manually uploaded transcripts:

* Data extraction
* Review and validation
* Course matching
* Evaluation and processing

</details>

## **Key Benefits**

* **Reduces Manual Workloads:** Transcript data is automatically captured and structured, eliminating the need for manual data entry.
* **Improves Accuracy:** Confidence scoring highlights uncertain matches for targeted manual review.
* **Enhances Speed:** Enables evaluation teams to process and review transcripts significantly faster.
* **Supports Scalability:** Designed for bulk transcript processing across departments and partner institutions.


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