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Step-by-step guide

Use Forms and Files safely

Forms and Files help teachers preview, generate, and find local files while keeping readiness labels honest.

Open the Forms readiness screenshot

Teacher goal

How do I review official-looking outputs?

Use this guide when this is the task in front of you. Stop if the selected class, learner, role, school year, file, or output does not match.

In-app path

  1. Classes
  2. Open class workspace
  3. Forms

Get ready

Check the starting point

These are the minimum conditions for the workflow to make sense.

Before you start

Estimated time: About 5–10 minutes

  • The class, school year, term, role, and output selected in the app
  • The template and records required by that output
  • Paid access only when the selected preview, generation, or file action requires it

You should see

Forms shows the selected output's readiness and preview; Files shows the generated local output and available open actions.

Detailed workflows

Choose the Forms and Files workflow you need

Open the guide for the exact form or ECR batch output that needs readiness review.

Prepare SF1

What should I check before previewing or generating SF1?

Open workflow guide

Prepare SF2

What should I check before previewing or generating SF2 attendance?

Open workflow guide

Prepare SF4

What should I check before previewing or generating SF4?

Open workflow guide

Prepare SF5

What should I check before previewing or generating SF5?

Open workflow guide

Prepare SF6

What should I check before previewing or generating SF6?

Open workflow guide

Prepare SF9

What should I check before previewing or generating SF9?

Open workflow guide

Generate ECR batch files

How do I generate ECR files for multiple subjects or classes without losing review control?

Open workflow guide

Steps

Complete the task in order

Review choice points, save or preview behavior, and any stop condition before continuing.

  1. Forms workspace with SF2 selected for fictional class SY26 3T G05 Narra in school year 2026-2027.View full size
    Sample data only. The form, class, school year, month, format, and readiness are visible before preview. Captured July 12, 2026.

    Step 1

    Open Forms, choose SF2, and resolve readiness

    Choose Classes, open the intended class, choose Forms, then select SF2 Daily Attendance. Confirm the class, school year, reporting month, PDF format, and readiness message. Resolve missing profile, template, learner, policy-year, or period requirements before continuing.

    Paid access does not replace a missing template or incomplete class data. Expected result: The form, class, school year, month, format, and readiness are visible before preview.

  2. Full SF2 preview showing the same fictional Grade 5 Narra class, July 2026 data, learners, totals, and official layout.View full size
    Sample data only. Preview verifies the exact class data and layout before a file can be saved. Captured July 12, 2026.

    Step 2

    Preview the actual SF2 data and layout

    Choose Preview PDF. In the full preview, verify Sampaguita Elementary School, school year 2026-2027, Grade 5, class SY26 3T G05 Narra, July, both fictional learners, attendance marks, totals, and page fit. Close the preview if any value is wrong.

    Expected result: Preview verifies the exact class data and layout before a file can be saved.

  3. SF2 Save generated file confirmation showing the fictional class, July 2026, PDF, readiness, and Preview verified state.View full size
    Sample data only. The confirmation is the final cancel-or-generate checkpoint for the reviewed SF2. Captured July 12, 2026.

    Step 3

    Review the save confirmation before generating

    After preview passes, choose Generate PDF. In Save generated file, recheck SF2, the same class, July 2026, PDF, Ready, Official ready, and Preview verified. Choose Cancel if any context changed; choose Generate Official File only when every gate still passes.

    Expected result: The confirmation is the final cancel-or-generate checkpoint for the reviewed SF2.

  4. SF2 save confirmation showing Paid required to save file while document readiness and Preview verified remain separate.View full size
    Sample data only. The confirmation keeps license access separate from document readiness. Captured July 12, 2026.

    Step 4

    Stop when Paid access is required

    On a Free device, the same confirmation shows Paid required to save file and Activate Paid to Save. Close the dialog or activate a valid Paid license; do not treat Preview verified as permission to bypass the plan gate.

    Expected result: The confirmation keeps license access separate from document readiness.

  5. Rendered page of the actual generated SF2 PDF for fictional class SY26 3T G05 Narra, school year 2026-2027.View full size
    Sample data only. The opened PDF, not the preview thumbnail, is the final layout check. Captured July 12, 2026.

    Step 5

    Open and inspect the actual PDF

    After generation succeeds, open the actual SF2 PDF. Inspect the single page at readable size and confirm the same school, school year, Grade 5 Narra class, July dates, two fictional learners, attendance totals, template alignment, signatures, and page count.

    Expected result: The opened PDF, not the preview thumbnail, is the final layout check.

  6. Files workspace with the same generated SF2 selected and Preview, Open PDF, and Show in folder actions visible.View full size
    Sample data only. The selected Files row preserves the SF2 identity and local actions after generation. Captured July 12, 2026.

    Step 6

    Reopen the same SF2 from Files

    Choose Files, select the generated SF2 row, and verify its form name, class, generated time, status, and filename before using Preview, Open PDF, or Show in folder. If the data or layout is wrong, return to Forms, correct the source, and generate a new file.

    Expected result: The selected Files row preserves the SF2 identity and local actions after generation.

Review

Check these before relying on the work

These checks cover saved, previewed, generated, and teacher-review states.

  • Preview before generate

    Preview supported forms and check labels before saving local files.

  • Official-ready means readiness passed

    It does not mean DepEd approval or automatic official submission.

  • Blocked means stop

    Blocked files need missing data, templates, policy readiness, or setup fixed first.

  • Generated files are local

    Files stay on the teacher's device unless the teacher chooses to share them.

File status

Understand what each output label means

The label describes readiness inside GuroAssist; it does not create outside approval.

Local
Saved on this device for teacher use.
Draft
Still needs teacher review or editing.
Final
The teacher marked the local work final after review.
Official-ready
GuroAssist readiness checks passed; this is not DepEd approval or submission.
Review-only
Useful for checking, but not an official-ready output.
Blocked
Stop and resolve the displayed readiness issue first.

Blocked states and recovery

Fix the blocker before continuing

Use the direct recovery action when GuroAssist is waiting for setup, data, access, policy, or file readiness.

  • Template missing

    Official-looking output should fail closed if the required template is missing.

    After recovery: The required template is selected, readable, and shown as ready for this task.

    Review generated-file help

  • Grades or period not ready

    Grade-related forms stay blocked when required data is incomplete.

    After recovery: The required grade data is complete, current, and available for teacher review.

    Troubleshoot this blocker

Safety note

Never treat generated official-looking files as automatically official. They must still be reviewed and used through the teacher's school process.

Finish

Verify the result

Do not treat a saved screen or generated filename as proof that the work is ready.

You’re done when

Forms shows the selected output's readiness and preview; Files shows the generated local output and available open actions.

Privacy, policy, and official-looking outputs

Keep the work inside its safe boundary

These limits remain in force even when the main task appears complete.

Important boundary

Follow the policy and readiness message shown for the selected class and school year. Do not substitute remembered thresholds, quarter templates, or term rules.

Important boundary

Official-ready means GuroAssist readiness checks passed; it is not DepEd approval or submission.

Important boundary

For a three-term class, use Period grade sheet or another local summary when a quarter-only template is unavailable; the fallback remains local or review-only.

Glossary

Expand the terms used in this guide

Use the plain-language meaning here, then follow the exact label in GuroAssist.

SF2
Daily Attendance Report of Learners.

Guide details

Guide verification

Use these details to confirm that this guide matches the GuroAssist version and school year you are using.

Verification
Verified with GuroAssist 1.0.0.0
Last reviewed
July 11, 2026
Screenshots
Captured July 12, 2026
Applies to
2026–2027

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