Who Can Do This?
This feature allows you to request submissions from specific people and track the progress of those requests. Instead of cross-checking who has completed a submission and who hasn't with a separate list, this saves you time and tracks it directly within the submission request table. You can organize your requests by creating different groups and separate rosters within each group.
Navigate to the workflow that you'd like specific submitters to complete. From the options on the left side of your screen, click Submission Requests.
You will then be directed to the Request Group Directory for this workflow. From here you will either select an existing Request Group, or create a new one. A Request Group is simply a group of people who you are requesting to complete a submission for this workflow. Click the purple New Request Group button to create a new Request Group.
You will then give your Request Group a name that will help you identify this specific group of completers and a description, if needed. Click the purple Create button once you are ready to create this Request Group.
That Request Group will now appear in your Request Group Directory for this workflow. To continue configuring your Request Group, click on the Request Group that you just created.
Once inside your new Request Group, you will notice that you are prompted to create a roster. You can create rosters for different groups of people that you are requesting a submission from, such as different buildings, different grade levels, or departments. You can also create rosters for different instances of submissions, such as different semesters or school years. There are many different ways to organize these requests to best meet your needs.
Before we create a roster, let's configure our Access Type for this Request Group. If the Access Type for this Request Group has never been configured, you can complete this by clicking on the purple Not Configured prompt in the About box on the right side of your screen. You can also configure or edit your Access Type by clicking on Settings at the top of your screen.
Now that you are in your Request Group Settings, click Edit next to Access Type at the top of your screen.
A dropdown menu will appear with the different Access Type options:
Email: Used when you know the email address for all requestees
Key Data: Used when you do not know the email address for the requestees
Email or Key Data: Used when you know some, but not all of the email addresses for the requestees
Note: If you decide using Key Data best fits your needs, notice that you will be prompted to input additional information once selecting this.
When using Key Data, you must create at least one key value. Keys are similar to credentials. You will create credentials that you can assign a unique value to for each request that you create. For example, you may create a key value for “Student ID” since this is unique for each student. Other common examples are "Last Name" and "Employee Date of Birth". You can also configure the data type to text, number, or date. If they are not accessing this request through an email, your requestees will be prompted to enter this Key Data in order to confirm that this submission belongs to them prior to starting the submission.
Once your Access Type has been configured, click the purple Save button. Keep in mind that the Access Type that is configured here applies to all rosters in this Request Group. If you have a different group of requestees that you'd like to have a different Access Type than this one, they will need to have their own Request Group.
Click Overview at the top of your page to begin creating your roster.
Click the purple Create New Roster button.
Assign your roster a name that will help you identify this group of requestees easily.
You can also configure when the requestee will be able to access this submission in the Availability dropdown menu. Depending on your workflow's needs, you can precisely control when they can or cannot access this submission down to an exact date range and time.
Once those settings are complete, click the purple Create Roster button at the bottom of your screen.
You will now see your submission request table for this roster. This is very similar to your submission table for the workflow, except this only houses information for the requested submissions of this roster.
To add your submission requests, you can either import multiple requests from a CSV file, or you can add them individually.
To import your requests from a CSV, click the Import CSV button at the top of your table.
If your CSV file has column headers, toggle on the CSV Headers button. Click the upload box below that to upload your CSV file.
Once you've selected your file, click the blue Upload button.
Click the blue Next button to continue configuring your submission requests.
Whatever key data your requestees are using to access this submission request will appear here, whether it's email, or a key value you entered such as "Last Name" or "Employee ID Number". This allows you to map each key data value to the column in which that data appears in your CSV in order to import it all at once. If you turned on the CSV Headers button in the previous configuration window, those header names will appear in the Map to Column dropdown menu. If you did not turn that button on or if your CSV does not have headers, you will see numbers listed in the dropdown menu that correlate to the number of columns in your CSV. "0" = Column A, "1" = Column B, "2" = Column C, etc. The CSV import will create a submission request for each row that has any usable data. When there is a row in your CSV that only has some of the expected key values, the system will generate an Invalid submission request that you can then go and update manually to make valid (by entering the missing key value).
Click Next once this is configured to your needs.
Your imported data will then be validated, and if there are no issues, you will see the message below. If there are errors, you will be notified exactly which ones are not able to be validated so that you can make any necessary changes. Once your imported data is validated, click the blue Import button.
To add submission requests individually, click the purple Add Request button in the upper right corner of your submission request table.
You will then be prompted to enter in the key data or email address that you want to associate with this specific submission. Click the purple Create button to create the request.
The requests you've now created will appear in your table.
To actually send the request to the requestee, you can click the Send New Requests button to send the request through email, if their email address is known.
When their email address is not known and they will be using key data instead, navigate to the Request Group's overview page by clicking on the name of your Request Group at the top of your page.
Click Copy Request Group Link and share that link with the requestee. They will then be prompted to enter their key data in order to identify that this specific submission belongs to them and then begin their submission.
As these requests are completed, you will be able to edit, delete, and track the status of each submission right here in your submission request table.
Given a requestee has made a mistake in their submission or for any other reason you need to reset it once a submission has been started, you can disassociate the submission from the request.
From the submission request table, click on the specific submission that needs to be reset.
In the details window on the right side of your screen, click the Available Submission button.
Click the Disassociate button.
The submission request's status will be set back to NEW and the requestee can re-submit. The original submission will be archived in the workflow's All Submissions table.