Release 1.5.6 (29-1-18) - Send document download links in emails, and more improvements to requester experience!

New features in this release:

Ability to insert multiple templates in internal/external messages

Overview: You will now be able to insert more than one template into external/internal messages. Just like with closure responses, you can select as many templates as are relevant and continue to edit the message as needed. Depending on how you set up your templates, you may want to split some up or create new ones to take advantage of this new feature!

How to use this feature: You can add multiple templates in the same way you'd add one template. Click Insert Template in the bottom right corner of the message window, and then place your cursor at the spot where you want to insert an additional template. Click Insert Template again to add another template. Continue to edit your message accordingly.

Option to include closure response text in email notification to requester

Overview: You can now include the text of your closure response in the email notification to requesters that lets them know their request has been closed. Requesters no longer have to log into the portal to read why their request was closed! This is a global setting that will apply to all future closure responses.

How to use this feature: When you click on the sub-header for Portal Settings under the Admin tab, you will now see an additional option on the left for Notifications. Click Notifications and check the box for "Include closure reason text in request closure notifications to staff and requesters" and then click the SAVE button.

Things to be aware of:

  • This feature is turned off by default for any portal created before this release. Any portal created from now on will have this feature turned on.
  • This is a global setting. It is not possible to turn it on/off for individual requests.

Links to download documents in email notifications

Overview: You can now send requesters links that allow them to download documents without having to log in! The link stays active for one month, after which they'll have to log in. This is a global setting that will turn on document links for all future release documents.

How to use this feature: When you click on the sub-header for Portal Settings under the Admin tab, you will now see an additional option on the left for Notifications. Click Notifications and check the box for "include shareable document links in emails."

Things to be aware of:

  • If the document is public and on a public request, the link will still work past the initial one month.
  • If the box in Portal Settings is unchecked after a link has already been delivered, the link will continue to work for 1 month past the send date. The only way to disable the link is to retract the document.
  • Just because someone has access to a document link doesn't mean they have access to the request itself. They will still have to log in to view the request.
  • This feature will be turned off by default for all portals created before 1/22/18. Any portals created from now on will have this feature turned on.
  • This is a global setting. It is not possible to turn it on/off for individual documents.

New Public Pending label for documents

Overview: As you may be aware, documents that are public but are on requests that are not public, are not actually available to everyone who visits the portal. In order to better reflect this, we've updated the visibility label so that the "public" label now says "public pending". If you publish the request, this label will be updated to say "public."