Introduction
File requests are essential for collecting documents from various stakeholders while maintaining organization and security. RecordsKeeper.AI streamlines this process with a robust file request management system that helps track, monitor, and organize incoming documents efficiently.
Step 1: Accessing File Requests
Log into your RecordsKeeper.AI account
Navigate to "Records & Files" in the left sidebar
Click on "Requests" to access the file request dashboard
Step 2: Creating a New File Request
Click the blue "Request A File" button in the top-right corner
In the new request form:
Enter a clear request name (e.g., "Annual Report 2024")
Set the urgency level (Low, Medium, or High)
Add a detailed message explaining what files are needed
Input recipient email addresses
Step 3: Sharing Your Request
After creating the request, you'll receive a unique request link
Share this link by:
Using the "Copy to Clipboard" button
Sending directly through the platform
Recipients will use this link to upload requested files
Step 4: Tracking Request Status
Monitor your requests through the status indicators:
Requested (Yellow): Request sent, awaiting upload
Uploaded (Green): File successfully received
Rejected (Red): Request declined
Viewed (Blue): Link accessed by recipient
Step 5: Managing Multiple Requests
Use the Filter button to sort requests by:
Request Name
Urgency
Status
Date
Use the Search bar to find specific requests
Adjust the number of visible requests using the dropdown menu
Step 6: Reviewing Request Details
Click on any request to view:
List of recipients
Message content
Request link
Upload status
Timestamp information
Step 7: Taking Actions on Requests
For each request, you can:
Send reminders to recipients
Copy the request link again
Edit request details
Delete requests
View uploaded files
Tips for Effective File Requests
Use descriptive request names for easy identification
Set appropriate urgency levels based on business needs
Include clear instructions in your request message
Regularly check the status of pending requests
Follow up on requests marked as "Viewed" but not yet "Uploaded"
Conclusion
RecordsKeeper.AI's file request system simplifies document collection while maintaining security and organization. By following these guidelines, users can efficiently manage document requests, track submissions, and maintain a structured record-keeping system.