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Once a speaker submits a submission form OR an exhibitor/ sponsor completes an intake form AND they have been approved by an event admin, they will have the ability to submit additional documents that the event admin may request. Examples may include a signed contract, guest lists, and logos.
NOTE: These file requests are assigned to the speaker contact and not the session.
In this article, we will review the following:
Create A File Request
Navigate to Portals on the navigation panel and select "Files" at the top of the page.
Select the blue "Create Request" button and complete the following fields:
Details:
Name this file request: This is the name that the file will be listed as within the portal
Due date: Assign a due date and time that portal users will need to submit the file by.
Criteria/Instructions: Provide additional helpful instructions on what is needed to submit the 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.
Enable Reminders: The portal will send automatic reminders to people who have not submitted an approved file. Reminders will be sent 1, 3, and 5 days before the due date.
Assign:
Assign to Groups: By assigning a file request to a group, all of the contacts within the group (i.e. Exhibitors & Sponsors) will see the task and be able to see all of the files submitted by members of the group.
Assign to People: By assigning a file request to an individual, only that contact will be able to see the tasks and any files they submit.
Once complete, click the "Save" 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.
Note: File requests can be assigned to more than one portal.
Within the Portals module under "View All" hover over the portal you would like to edit and select "Settings".
Navigate to the "Collect Documents" box and click the button "Assign documents".
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.
Once the tasks have been assigned you can edit additional settings by selecting the pencil under "Actions".
Alias: Adjust the name of what the file request will be listed as in the portal
Required: File requests can be marked as required by toggling this button on. This action can also be done from the portal main menu.
Due Date: Assign a due date to each file request that the portal user can track. NOTE: Once a due date has been assigned you are not able to adjust the order of the file request as the default view will be to display them in order by the due date.
Once complete, ensure to click the blue "Update" button in the pop-up window.
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.
Navigate to the Portal module and select the tab "File Requests".
Next, locate the file request name and click the blue "View Results" button when you hover over the line.
Select the expansion button to the left of the contact you are wanting to review a file for.
NOTE: Those files that are not approved will be noted with a status of "Pending".
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
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 = Approve
Red "x" = Deny
If you would like to make a comment/message within the file, you can use the message box on the right side.
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.
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.
REVERT TO PENDING: If you have made a mistake and need to revert the file back to its pending status you can do so by clicking the three vertical dots next to the file download icon and click "Revert to pending".