Collect Documents/File Requests

File Requests can be used to collect additional files from a portal user.

Create A File Request

1. Navigate to Portals on the navigation panel and select "File Requests" at the top of the page.
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2. Select the blue "Create Request" button and complete the following fields:
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   1. Details:

      1. File Request Title: This is the name that the task will be listed as within the portal

      2. Criteria/Instructions: Provide additional helpful instructions on what is needed to submit the requested file.

      3. Include sample file(s) with this request: By providing a sample file, the portal user may download it to understand what is needed of them.

3. Once complete, click the orange "Save File Request" button at the bottom of the pop-up window.

Assign A File Request (Collect Documents)

Now that you have added your file request, it is time to assign it to the respective portal.

1. Within the Portals module, select the three ellipse dots to the right of the portal you would like to assign the file request task to and select Edit Tasks.
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2. Within the Collect Files widget, select the button Assign file request to open a pop-up window. This will show any tasks you have created to select and assign to your portal.
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3. From the list of file/document requests you have created, select the ones you would like to assign to this portal. Once done, click the orange "Save" button at the bottom right-hand corner of the pop-up window.
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4. Once the tasks have been assigned you can edit additional settings by selecting the pencil under "Actions".
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   1. Alias: Adjust the name of what the task will be listed as in the portal

   2. Required: Tasks can be marked as required by toggling this button on. This action can also be done from the portal main menu.

   3. Due Date: Assign a due date to each task that the portal user can track.
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5. Once complete, ensure to click the blue Update button in the pop-up window.
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File Request Task View To Portal Users

File Requests are accessible from the section Tasks in the portal.

View who has completed the task(s)

Within your module (speaker, sponsor, or exhibitor), edit your dashboard view by adding the file request reporting field(s). This will inform you of who has completed the task and who hasn't. Don't forget to save the view when you are done😊

Reviewing Files & Commenting

When a portal user submits a file, it will be noted as "Pending Feedback" within their portal with an orange circle next to the task name. This allows for an event admin to review the document that was submitted before it is approved allowing for the portal user to resubmit if needed.

Below, are the steps an admin will need to take to review the document that was submitted.

1. Navigate to the Portal module and select the tab "File Requests".

2. Next, locate the file request name and click the blue "View Results" button when you hover over the line.
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3. Select the expansion button to the left of the contact you want to review a file for.

   1. NOTE: Files that are not approved will be noted with a status of "Pending".

      

       

4. Within the pop-up box that appears, you can review the file by clicking on the file name to open it in a new window or download the file by clicking the download icon to the right of the file name

📝 Take Note

If the Count of Revisions column includes the number zero (0), then the portal users have only clicked on the tasks but have not uploaded a file for review.

 

To approve or deny the file, you can use the green and red icons below the file. You can also click the three vertical dots to the right of the download icon to approve or deny as well.

1. Green check mark = Approved

2. Red "x" = Denied
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If you would like to comment/message within the file, you can use the message box on the right side.

❗When a portal user submits a new message, ALL event admins will receive an email notifying them of the message received (see example image below). Admin users are not able to disable notifications at the time or limit who receives them.

 

File Request Statuses

APPROVED FILES: Once a file has been approved, the tasks within the portal will be identified by a green checkmark and the portal user will no longer be able to submit any new files.
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DENIED FILES: If a file is denied by the admin, the task will be identified with the full orange circle within the portal as well as "DENIED" listed beside the file name.
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​REVERT TO PENDING: If you have made a mistake and need to revert the file to its pending status you can do so by clicking the three vertical dots next to the file download icon and clicking "Revert to pending".

Export Files

1. Navigate to the Portal module and select the tab "File Requests".

2. Next, locate the file request name and click the blue "View Results" button when you hover over the line.
   

3. Select the icon to the left of the submission you want to export. This will open the submission as a pop-up window.
   
   

4. Within the pop-up window, select the download icon to export the file.