Using file requests

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File requests allow you to gather large amounts of information from people you're working with in Huddle. You can set up requests for certain users to complete and keep track of their progress from the file requests dashboard. It's an effortless way to collect high volumes of files. 

This article covers: 

 

I) Creating a file request

II) Creating multiple file requests with copy and paste

III) Responding to a file request

IV) Locating your requested files

V) Notifications

VI) Editing a file request

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I) Creating a file request

 

To create a single file request, follow the steps below. 

 

a) Starting a request

 

1) In the Workspace where you want to request a file, go to the File requests tab.

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2) Click Create request.1_empty_state_ds_orange.png

3) Name your request.  

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b) Selecting a location for the uploaded file to be stored

 

Tip: Unlike for asignees, due dates and statuses, you can't edit the upload location later on. Try and select the correct folder where possible. 

 

1) Click the edit icon under File location to choose where you want the file to be stored when it's uploaded. If you don't have a location in mind, the file will be uploaded to the root folder on the Files tab

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2) Select the folder or sub-folder where you want the file to be stored and click Choose this folder to finalize. 

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c) Selecting assignees

 

Tip: All assignees have to be members of the Workspace where your request is. If you need to invite someone to your Workspace this is how to get started

 

1) Click Add assignees to choose who you want to ask to upload the file. 

2) Select the person or people you want from the list. 

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3) Click Ok

 

d) Selecting a due date

 

1) Click Add due date

2) Select a date from the calendar. 

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4) Click Create request to finish once you have selected a location, assignees and a due date. 

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II) Creating multiple file requests with copy and paste

 

To create multiple file requests at once, follow the steps below.  

 

Tip: Folder locations can't be edited after creating a request. So it's best to create groups of file requests that will be uploaded to the same location.

 

a) In the Workspace where you want to request a file, go to the File requests tab.

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b) Click Create request.

c) Name your requests by copying and pasting the details you want into the first text box. Make sure each request is on its own line. 

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d) If all your requests have the same assignee(s), due date folder location, add those details now, following steps b, c and d above

e) If you want to assign the requests to different members of your Workspace or they are due on different dates, click Create requests without adding these details. You'll be able to edit assignees and due dates later on as shown in section VI.

For the moment you can't edit folder locations after you've created the request as mentioned above. So it's best to create groups of file requests that need to be uploaded to the same location. if you don't select a folder location, the requested files will be uploaded to the root folder in the Files tab

 

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III) Responding to a file request

 

a) Locating the request

 

1) Go straight to the file request by clicking the button in an email notification or by clicking a link on your Dashboard that relates to the request. 

2) If you can't find either of these, go to the Workspace were the request was made, select the File requests tab and filter the list to show only those that have been assigned to you. 

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Tip: To make it even easier to find the right File Request you can sort the list by due date or last file uploaded.

 

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b) Uploading files

 

1) Click the File Request you want to upload a file to. 

2) In the details section you'll see a dedicated space where you can either drag and drop or open files from your PC. 

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3) Open your file explorer and drag the requested file(s) onto the screen. 

4) Once your file has uploaded you'll see it on the request. 

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c) Marking a request as complete

 

1) To mark your File Request as complete, check the circle next to Complete in the File Request details section. This will update the status dashboard automatically. 

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d) Commenting on a file request 

 

If you have a question about a request you might want to make use of the commenting feature to communicate with the requester in Huddle. To add a comment to a request, follow the steps below. 

1) Locate the File Request you have a question about. 

2) Click the request to open the details section. 

3) Scroll to the Comments area. 

4) Add your comment. 

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5) Click Send

 

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IV) Locating your requested files

 

As the file requester, you need to know where what you've asked for has been uploaded. When requests are created, an upload location for the file is selected. To retrieve your files, click their titles in the completed request, or click the folder that was selected as the upload location.

a) Find the request containing the uploaded file you want to view.  

b) Click the request to see the details view. 

c) Click the file title or the folder location

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V) Notifications

 

a) If you're a file requester

 

If you have requested a file in Huddle you'll receive email and Dashboard notifications when a new file is uploaded to your request, when the request status changes or when someone has commented on the file request. 

 

b) If you're the assignee of a file request 

 

If you have been asked to respond to a file request in Huddle you'll receive email and Dashboard notifications when the request is first assigned to you. You'll also receive reminders on the day before the request is due as well as on the day it's due. 

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VI) Editing a File Request 

 

After you've created a file request in Huddle you can always go back and edit details whenever you need. Here are some of the things you can edit. 

 

  Note: You may not be able to edit some of these features if you're not the     file requestor or a Workspace Manager.

 

a) Adding or removing assignees

 

1) Locate the File Request you want to edit.

2) Click the File Request to open the details section. 

3) Click Add assignees.

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4) Select the person or people you want from the list.

5) Click Ok

 

b) Editing the due date

 

1) Locate the file request you want to edit.

2) Click the file request to open the details section. 

3) Click Add due date if none has been given or click the current due date if there is one.

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4) Select a new date from the calendar. 

 

c) Editing the name

 

1) Locate the file request you want to edit.

2) Click the file request to open the details section. 

3) Click the request name.

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4) Edit the name of the request. 

 

d) Editing the status

 

1) Locate the file request you want to edit.

2) Click the file request to open the details section. 

3) Check the circle next to the status you want to switch the request to.

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4) The file requests status dashboard will update automatically. 

 

e) Deleting the request

 

1) Locate the file request you want to delete.

2) Click the file request to open the details section. 

3) Click Delete this file request.

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f) Deleting a request comment

 

1) Locate the file request you want to delete a comment on.

2) Click the file request to open the details section. 

3) Click the Delete icon next to the comment.

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f) Deleting an uploaded file

 

1) Locate the file request you want to delete a file from.

2) Click the file request to open the details section. 

3) Click the x next to the file title.

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