Staff file requests allow administrators to request documents directly from staff members and track when files are uploaded. File requests are useful when you need staff to submit specific documents rather than fill out a form or PDF.
The process for creating and managing staff file requests closely mirrors student file requests. If you are already familiar with requesting files from guardians, the steps and available settings will feel very similar.
Add a New File Request
On the Administrator Dashboard, navigate to the Staff Paperwork tab on the left-hand side of your screen. Click the blue Create button in the top right corner of your screen and then click New file request. A New file request window will appear.
Name your document and provide a description so Staff know exactly what to upload.
Customize your file request settings. You can make the file request optional, add an expiration date, require administrator review, and assign an email to be notified upon each submission.
Finally, you may upload an optional file to prompt users to view or download. This is useful for health forms that must be printed and completed by a doctor.
Click Create file request. The file request will now appear in the File Request tab of the Paperwork screen.
🚨 All new file requests are shared with all staff by default. This means staff members can see and upload the requested file from the Paperwork section in both the app and the web platform. To change who the file request is shared with, click into the file request, select the Share button, and update the recipients.
Share a File Request with staff in the Staff Paperwork tab
Click the blue share button in the top right corner of the screen.
File requests can either be filled out by all staff or by individual staff members.
Review Submitted File Request
If the “Requires review by administrator” setting is turned on for a document, admins will have the option to approve or reject submissions.
Review From Staff Paperwork tab
Navigate to the Staff Paperwork tab and go to the File Request tab. Or open the staff's profile and go to the Paperwork tab.
Locate the document that needs review.
Under the Review column, click the Review dropdown.
Select either Approve or Reject.
After selecting Reject from the Review dropdown, a Reject submission window will appear:
Enter a reason in the Reason for rejection field. This field is required.
Use the Notify staff via email toggle to choose whether the staff member should receive an email about the rejection.
If you would like to receive a copy of the notification email, turn on the Receive a copy of this email toggle and enter the email address where the copy should be sent. You can also add additional email addresses if needed.
Click Reject submission to confirm.
After selecting Approve from the Review dropdown, Selecting Approve will open the Approve submission window.
Enter a comment in the Comment field if you would like to include additional notes. This field is optional.
Use the Notify staff member via email toggle to choose whether the staff member should receive an email about the approval.
If you would like to receive a copy of the notification email, turn on Receive a copy of this email and enter the email address where the copy should be sent. You can also add additional email addresses if needed.
Click Approve submission to confirm.
After the review is complete, the Review column will update automatically:
Approved submissions will show as Approved in green. Hovering over the review status will display any comment added.
Rejected submissions will appear as Rejected in orange. Hovering over the review status will display the reason it was rejected.
Review While Previewing a Submission
Submissions can also be reviewed directly from the preview screen. This is a faster option if you want to read through the document before deciding.
Locate the student's submission in the Staff paperwork tab and click View. Or open the staff’s profile and go to the Paperwork tab, and click view on the submission.
The submission will open in preview mode. This allows you to look over the document to make sure that everything is correct. When you are ready, at the top of the screen, click Approve or Reject.
If you are rejecting the paperwork submission: after selecting Reject from the Review dropdown, a Reject submission window will appear:
• Enter a reason in the Reason for rejection field. This field is required.
• Use the Notify staff via email toggle to choose whether the staff member should receive an email about the rejection.
• If you would like to receive a copy of the notification email, turn on the Receive a copy of this email toggle and enter the email address where the copy should be sent. You can also add additional email addresses if needed.
• Click Reject submission to confirm.
After the review is complete, a Rejected banner will also appear at the top of the preview screen. The Review column will also update automatically:
• Rejected submissions will show as Rejected in orange. Hovering over the review status will display any comment added.
If you are approving the paperwork submission: after selecting Approve from the Review dropdown, Selecting Approve will open the Approve submission window.
• Enter a comment in the Comment field if you would like to include additional notes. This field is optional.
• Use the Notify staff via email toggle to choose whether the staff member should receive an email about the approval.
• If you would like to receive a copy of the notification email, turn on Receive a copy of this email and enter the email address where the copy should be sent. You can also add additional email addresses if needed.
• Click Approve submission to confirm.
After the review is complete, an Approved banner will also appear at the top of the preview screen. The Review column will also update automatically:
• Approved submissions will show as Approved in green. Hovering over the review status will display any comment added.
Send File Request Reminders
Send Reminder in the Staff Paperwork tab
From the File Request tab on your admin dashboard, select the specific file request for which you want to send reminders.
Select the checkboxes next to the names of the staff you would like to send the reminder to.
Click Send reminder at the top of the table. The staff will receive an email reminder for the file request.
Send Reminder in the Staff Profile
From the Staff member's profile, go to the Paperwork tab.
Click on the three dots of the document you would like to send the reminders to. Select Send Reminder.
The staff will receive an email reminder for the form.
Set an Expiration Date for File Requests
Expiration dates can be added file requests. There are two types of expiration dates that you can set on paperwork:
Expiration after a certain number of months after submission
Expiration on a specific date
Add an Expiration Date for File Requests
On the Staff Paperwork tab, navigate to File Requests.
Click the three dots next to the File Request that you would like to edit and select edit.
Turn on the expiration date setting. Two options will appear: "expires a certain amount of time after submission" and "expires on specific date."
Select the date or amount of time after submission that the document should expire and click save.
Add a Custom Expiration Date for Individual Staff
In addition to setting an expiration date for a file request overall, you can assign a custom expiration date for individual staff. This is helpful if one staff's paperwork needs to expire sooner or later than others.
On the Staff Paperwork tab, open the document you want to update.
Locate the staff in the list.
Click the three dots next to the staff's name and then click Edit expiration.
Choose a new expiration date for that student only, and click Save.
The new date will apply only to that staff's version of the document, all others will keep the original expiration.
Expiration Date Notifications
Expiration dates notifications are not available during the initial creation of a file request. Although you can add an expiration date. Once the file request has been created, you can configure the expiration date notification within the paperwork settings.
From the File Requests tab, click the three dots next to the file request and select Edit.
Toggle on Expiration date and choose whether the submission expires after an amount of time or on a specific date.
Toggle on Expiration reminders to send reminders to recipients when their submission is expiring
You can choose whether notifications are sent before or after the expiration date and control how many days in advance the email is sent.
Notifications are automatically sent to the respondent, and you can also add one or more email addresses to receive a copy of each notification by clicking the add email option. This is useful if you want staff to be aware of upcoming expirations and follow up as needed.
Select the blue Save changes button before leaving this screen.
View and Download Completed File Requests
Click on the desired File Request from the File Requests tab of the Paperwork screen. Here you will see an overview of all staff the file request is assigned to. Click on the blue View text to see a copy of the uploaded file.
Download Individual File Requests
Click on the three dots next to a staff's name and then click Download.
Download All Submitted File Request
Click on any file request, check off the names of the staff members with submissions, and then click Download button. A zip folder containing all submitted file requests will download.
