Introduction
Requesting files from team members or external contacts should be simple and organized. RecordsKeeper.AI's file request feature streamlines this process, allowing you to easily specify requirements, set urgency levels, and track submissions. Follow this step-by-step guide to create and manage file requests effectively.
Step 1: Access the File Request Feature
Navigate to "Records & Files" in your RecordsKeeper.AI dashboard
Click on "Requests" tab
Select the blue "Request A File" button in the top-right corner
Step 2: Name Your Request
Look for the "Request Name" field
Enter a clear, descriptive name for your file request
Example: "Q4 Financial Report 2024"
Keep it specific and easily identifiable
Use consistent naming conventions for better organization
Step 3: Set the Urgency Level
Click the "Urgency Level" dropdown menu
Select appropriate urgency:
High: Immediate attention required
Medium: Standard priority
Low: No immediate rush
Step 4: Compose Your Request Message
Use the message editor to write your request details
Include essential information:
Specific file requirements
Expected format
Submission deadline
Any special instructions
Utilize formatting options for clarity:
Bold important points
Create bullet points for multiple items
Add links if necessary
Step 5: Add Recipients
Under "Email to," add primary recipients:
Type email addresses or select from contacts
Add multiple recipients as needed
Use "CC to" for additional stakeholders:
Include supervisors or team leads
Add relevant team members
Step 6: WhatsApp Integration (Optional)
Select your country code
Enter the recipient's WhatsApp number
This enables quick notifications and reminders via WhatsApp
Step 7: Review and Send
Double-check all entered information
Verify recipient details
Click "Send Request" to distribute
Or select "Cancel" to discard the request
Best Practices
Use clear, specific request names
Write concise but detailed messages
Set appropriate urgency levels
Include all relevant stakeholders
Provide reasonable deadlines
Use WhatsApp for time-sensitive requests
Conclusion
Creating file requests through RecordsKeeper.AI simplifies document collection while maintaining professional organization. By following these steps, you can efficiently request and track incoming files from both internal team members and external stakeholders.