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Uploading the Documents
Document Review
Uploading the Documents
When the new Upload Request is assigned, the assignee receives an email notification including the link to the request, the due date, and the requester’s name. Recipients can open the request directly from the email.
Assignees with access to a Workspace can open the assigned Upload Request from Pending tasks list on the home tab of Document Portal.
Assignees with access to the Collaborate Web UI can access their assigned Upload Request by navigating to Upload Request Workflows > Upload Requests Assigned to Me under the Workflows & Signature tab in Collaborate, as shown in the screenshot below.
The Upload Request will open in a separate tab of the browser. After opening the request, assignees will see the General Request Details section that includes overall request instructions, due date, and the requester's information.
Assignees can see the list of requested documents in the navigation panel on the left side and select a specific document to upload the file(s) for that document.
Upon selecting a document, assignees can view the document specific instructions and limitations such as number of files, file type and file size, if set by the requester. They can upload files either by clicking the Choose file(s) button or by dragging and dropping from their computer. The system will reject the uploaded file if it does not meet any predefined requirements.
Once the required file(s) for a document are uploaded, assignees can click the “Submit document” button on the top right corner.
Assignees can click the Next document button or click on the document name from the document list to upload the next document.
Assignees can choose to upload all documents at once or just upload one or more files, and return to complete the rest later. The system will automatically save their progress, allowing them to resume from where they left off.
If there are multiple assignees added in a single Upload Request, they all will be able to contribute to the same request.
Document Review
If the review option is not selected, submitted documents will be accepted without going through any review process. Once all of the documents are submitted, the requester will be notified via email with a link to the request folder. They can view the uploaded documents by clicking the Open Request Folder link from the email.
If the document review option is selected for the upload request, the document status will be changed to Pending Review.
Once all the documents are submitted, the requester is notified that all the documents are submitted for the request and that the Upload Request is now in Pending Review status.
The requester can access the Upload Request link directly from the email notification or by navigating to Upload Request Workflows > Upload Requests created by me under the Workflows & Signature tab in Egnyte Collaborate.
They can open the upload request by hovering over the specific Upload Request name and clicking on the Open option from the three-dot menu.
The selected Upload Request will open in a separate tab. The requesters can select the document with Pending Review state and preview the uploaded files by hovering over to the specific file and clicking the Preview button. On the document preview page, they can view the predefined instructions provided for both the reviewer and the assignee.
File type is automatically detected and displayed against the specific document uploaded by the user. If the uploaded file(s) meets the requested document type(s), the indicator appears in green with the respective count.
If all uploaded file(s) meet the requirements, the requester can accept the document and its files by using the Accept button in the top right corner.
If an incorrect document has been uploaded, the file type is not detected and None is displayed in the detected file type column. The indicator appears in red with the count as 0.
If any file(s) of the document needs to be re-uploaded, the requester can reject the document by clicking the Reject button in the top right corner. A dialog box will appear where they can enter the Reason for rejection. Upon rejection, the document status will change back to Pending.
The assignee will receive an email notification about the rejected document along with the rejection reason. The assignee can open up the request directly from the email to re-upload the required file(s). The assignee can remove existing file(s) by clicking the delete icon and then reupload the correct file(s).
Once all required file(s) are successfully uploaded and submitted, the document status will be changed to Pending Review.
The requester will be notified again about Upload Request in the pending review status and can review the document to either accept or reject it. This accept or reject process will continue until the document is successfully accepted. Once all the documents are reviewed and accepted, the Upload Request will be marked as completed and assignees will be notified about acceptance of all the documents.
Additional Resources
To learn more about Document Portal, refer to the following additional resources.