Upload Request Workflows

Upload Request Workflows allow internal users to request a specified list of documents from both external or internal users.  This feature provides a streamlined experience for the uploaders and includes an optional built-in document review process to improve the quality of collected documents while minimizing the need for back-and-forth communication between internal and external stakeholders.

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Accessing Upload Request Templates

Creating An Upload Request Template

Editing An Upload Request Template

Duplicating An Upload Request Template

Creating An Upload Request From A Template

Managing Upload Requests

Audit Reports

Upload Request Templates

Users can create Upload Request templates with a predefined list of required documents, along with an option to enable a review process, set customizable instructions for both uploaders and reviewers, define file size and file type limitations, and configure other details for each document. 

Accessing Upload Request Templates

Upload Request templates are available in the Workflow section of the Configuration Settings. The Templates tab allows users to create new templates and manage existing templates.

The Templates tab is available to:

• Administrators 
• Power Users with a role that grants the can manage Workflow Templates capability. Refer to the Role-Based Administration article to learn more about creating and assigning a role to a Power User

By default, the list of templates includes both File Workflow and Upload Request Templates with both Active and Inactive statuses. Users can filter the templates by using Status and Type filters. Active templates are available to end users for creating Upload Request workflows, while Inactive templates are not available to users to create Upload Request workflows.

Creating An Upload Request Template

Perform the following steps to create a new Upload Request template:

• Navigate to Configuration > Workflows > Templates page
• Click the Add Template button and select Upload Request Template
• A New Upload Request Template page will be opened allowing the configuration of the template in the following three sections:
  • Template General Setup
  • Request Setup
  • Template Document Setup

General setup section:

This section allows users to define the template’s name and description.

• Enter a unique Template name with a minimum of 3 and a maximum of 50 characters
• Optionally, enter Template description with up to 128 characters

Request Setup section: 

This section enables users to add overall request instructions and provides the option to enable an optional review process.

• Optionally, enter overall request instructions for assignees in the Request instructions for assignee(s) text field, with a maximum of 500 characters.
• Users can choose to enable the review option by using the Document review required toggle switch. If enabled, the built-in workflow allows the requester to manually accept or reject the documents. If disabled, uploaded documents are submitted without going through any manual review process.
• Users can define the due date using the Request expiration period is _ days. When an Upload Request workflow is created, the due date is calculated automatically based on the date request is created and number of days entered in this field.

Document Setup section:

Users can add documents and provide instructions and limitations for each document in this section.

 

Follow these steps to add the documents to be requested by clicking Add document. Users can add up to 40 documents per template.

• In the Add Document dialog, enter a document name with a minimum of 3 and a maximum of 50 characters in the Requested document name field.
• Select Document Type from the options available in the dropdown.
  
• In the Instructions for assignee(s) field, users can optionally provide document-specific instructions for assignees with a limit of 500 characters
• Choose one of the following two options to define the number of files requested from the assignees.  The user can request up to 150 files per document.
  • Specific number: Specify the exact number of files required and the assignees will be required to upload a specified number of files
  • Range: Define the minimum and maximum number of files required and the assignees will be required to upload files within a specified range
• If the document review option is enabled in the Request Setup section, then users will have an option to enter the Instructions for reviewer with a limit of 500 characters
• Users can choose to enable the Limit the file size and format for the requested files option to further apply the restrictions to the requested files. They can define the maximum file size and allowed file type(s), and the system will enforce these limits during the upload process
• Click Save to add the document and repeat the steps from this section to add more documents. 

Once the required document(s) are added , select the checkbox to Activate the template and click the Create template button in the top right corner to make it available to all users.

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Editing An Upload Request Template

To  edit any of the existing templates,  select the template name. Then, the Edit option will show up. Click on Edit to update the template configuration. When an edited template is successfully saved, it is stored with an incremented version. The system automatically keeps templates in version control.

 

 

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Duplicating An Upload Request Template

Users can easily create a new template by duplicating an existing one by selecting the duplicate icon when hovering over to a specific template. When duplicating, all parameters except the template name are copied from the new template. Users can then modify any of the parameters and assign a unique template name to create the new template.

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Creating An Upload Request From A Template

Once the template is defined, power users and administrators can create Upload Request workflows from the template by using the following steps:

• Navigate to the folder where the Upload Request should be created and click on Share menu
• Navigate to Create Upload Request Workflow option from the Share menu and select one of the available templates
  

• A Create Upload Request Workflow dialog with the pre-populated parameters opens. Any of the pre-populated parameters can be modified if needed
  
• Enter users in the Assignee(s) field. Users with an Egnyte account or non-Egnyte users can be added by using their email addresses. If multiple users are added as the assignees, all of them will be able to contribute to the same request
• Click the Submit button
• The system will automatically create a folder with the same name as the Upload Request name, and within that folder, it will also create subfolders named the same as each individual document included in the request. Once the assignee uploads the documents, they are stored within the designated folder created for the request.

Refer to Uploading and Reviewing Documents for an Upload Request article to learn more about how to upload and review the documents. 

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Managing Upload Requests

Requesters can view and manage the Upload Requests they created by navigating to Upload Request Workflows > Upload Requests created by me under the Workflows & Signatures tab in Egnyte Collaborate.

Requesters can open the upload request by hovering over the specific Upload Request name  and clicking on the Open option from the three-dot menu to view the progress of the request.

They can also cancel an in progress request by clicking on the Cancel option from the three-dot menu.

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Audit Reports

All actions performed related Upload Request Templates such as template creation, template edition, and template status change are captured within a Workflow Template audit report. 

All the following actions related to Upload Requests created from a template are captured in a new Upload Requests Reports

• Request created
• Request completed
• Request canceled
• File uploaded
• File removed
• Document submitted
• Document accepted
• Document rejected

 

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