Who Can Do This?
File Upload steps are a great way to collect files directly from your completers and associate those files with particular submissions.
First, navigate to your Workflow page.
Make sure your workflow is unlocked so that you are able to edit it.
If this is a new workflow without any steps yet, you will notice one large plus sign "+" underneath your start button that you can click on to add a file upload step. If you already have existing steps in your workflow, you will notice plus sign buttons in between each of your existing steps. Click on the "+" that aligns with where you want your file upload step to be located in the workflow. You will also be able to move this step to a different part of your workflow at a later time if needed.
You will now see a selection pane on the right side of your screen where you will decide what type of step you'd like to add to your workflow. Choose File Upload from this list.
Now your file upload step appears in your workflow. Wait for the blue checkmark in the bottom right corner of your screen to confirm that your changes have been saved.
Notice that there is a red exclamation point in the left corner to remind you that it is not completely set up yet.
Click on your pink file upload step to finish configuring it. Your step configurations should now appear on the right side of your screen.
First, you can change the step name that appears in the workflow.
Next, you will need to decide who should complete this step. Depending on where your file upload step falls in the workflow, you might have up to 4 options to choose from. Keep reading below to learn more about what each of these options mean.
The person who starts the Script
The person who begins work on this specific submission will complete this file upload step.
Let the previous step's completer pick who will do this step*
The person who completed the step prior to your file upload step will be prompted to choose who completes the file upload.
*See below for the different ways you can allow them to choose.
The same person who completed the previous step
The person who completed the step right before this file upload step will be the one to complete this file upload.
Let me specify who will do this step
You will determine ahead of time who will complete this file upload by adding a Script Team, a Script user, an external email, or a combination of the above. You'll need to choose at least one person, but you can have as many as you would like.
*Additional information on second option:
You can allow them to choose from predetermined people or groups of people who should complete this file upload. This is done by setting up a completer group.
Enter a display name for your group such as "Administrator", "HR Department", or whatever you need it to be.
When selecting people to be a part of your completer group, you can either choose a Script Team, an existing Script user, an external email, or a combination of the above. You need at least one completer in this completer group, but can have as many added as you'd like. If this group is selected by the previous step's completer, at least one person from this completer group will be required to complete this file upload step.
To give your previous step's completer more than one person or group of people to choose from, click the blue Add Completer Group button. Repeat the steps above until you have as many completer groups as you need.
2. Instead of using completer groups to provide predetermined people for them to choose from, you can delete the completer group and allow them to enter the person of their choice.
Click the trash can icon to delete the completer group option.
Select the checkbox that says "Let the previous completer enter the email of who should do this step". In this option, the previous step completer will be prompted to type in the name and email address of the person they would like to complete this file upload.
Once you've decided who should complete this file upload step, you may now include step instructions which will appear at the top of their screen while they are uploading their files. As a best practice, we recommend typing in a reminder here to your completers that they should not upload a file with a special character in the file name.
At the bottom of your step configuration window under the section labeled Configuration Files is where you can set specific parameters on the number and type of files you'd like your completers to upload.
You are required to enter a Document Name for each individual file that you would like uploaded. Think of this as you telling the completer the exact description of the file they should be uploading. For example, you might want them to upload a copy of their high school transcript so you would name this document "Copy of High School Transcript".
Next, you will see three checkboxes that apply to the specific document that you named above.
Check the Require one or more files to be uploaded box if you are requiring them to upload a file for this document name. You can use the arrows or type in the minimum number of files you are requiring for this document name. Leave the box unchecked if a file upload for this document name is optional.
Check the Limit the total number of files that can be uploaded box if you want to limit how many possible files they can upload under this document name. You can use the arrows or type in the maximum number of files that are allowed to be uploaded for this document name. Leave the box unchecked if there is no limit to how many files they can upload to this document name.
Check the Limit Uploaded File Types box to set your file upload step to only accept certain types of files under this document name. If this box is checked, you will be able to enter in the extensions of the types of files you want to allow followed by a comma in the box below. For example, if you only want to allow PDF and JPEG files, you would type in "pdf, jpeg,". You'll see those file types appear in that box, and you can click the "x" to delete them. Leave this box unchecked if you don't want to limit the types of files they can upload to this document name.
Click the blue Add Document button to add more files that you'd like your completers to upload. Repeat the file configuration steps above until you have all of the files created that need to be collected in this step.
Configuring your file upload step with specific parameters will communicate to your completers exactly what files to upload and ensure that you receive the exact files that you need from them.
Click the blue Save button to save your configurations.
Once you see the blue checkmark signaling that your changes have been saved, your red exclamation point will be gone and your file upload step is ready to be used!