Collect Documents/File Requests

A file request is a specific type of task that requires the contact/group to upload a document, image, or other file type.

• Create a File Request
• Assign a File Request to a Portal
• View File Request Completion Status Per Contact/Group
• View, Approve, & Export File Request Results
• File Request Messages

Create a File Request

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

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

• Type: 

  • People = Speakers or Contacts

  • Groups = Sponsors or Exhibitors

  • Portals (Pro) ONLY | Sessions = Sessions

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

• 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.

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

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 and select Edit Tasks.
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2. Within the Collect Files widget, select the button Assign file requests to open a pop-up module. This will show any file requests you have created to select and assign to your portal.
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3. 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 ON this button. 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.

      
      

4. Once complete, ensure to click the blue Update button in the bottom right-hand corner.

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, Approving, & Exporting Files 

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 file 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 pencil icon to the left of the contact you want to review a file for.

   

📝 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.

Within the pop-up module 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.

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.

• Green check mark = Approved

• Red "x" = Denied
  • NOTE: When a file request submission is denied, a notification is not sent to the contact/group. As a result, we recommend sending a message so that the contact/group is notified (via email) that there are changes that need to be made. When a file request submission is denied, the contact/group is given the ability to submit a new file as a new version.
  
  
• ​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".

File Request Messages

Admin users can send a message to the contact/group using the messaging function to the right of the individual file request pop-up model.

When an admin user sends a message, the contact/group receives the below email:

When a contact/group sends a message all event admins receive the below email: