New features in this release
- Save filters on the All Requests page
- Categories for Admin features (alerts, templates, tags) - Admins Only
- Include a message when releasing documents
- Upload a document when submitting a request (only signed in users & requesters)
- Include attachments in responses to email notifications
- Edit request date
Save filters on the All Requests page
Overview: This feature allows you to save filters on the All Requests page and then select one of your saved filters to be your default filter. When a default filter is selected, you can navigate around the portal and then return to the All Requests page, where your default filter will still be applied. No more having to reselect the filters every time you come back to the All Requests page!
How to use this feature:
- Log into the portal
- Click All Requests
- Select the filters you want to apply
- Click the 'Save current view' button at the top of the filter list on the left
- Enter in a name for your saved view and click the green check mark icon
- Once your filter has been saved, you will see it under My Saved Views at the top of the filters sidebar
- To set a default filter, click the star icon next to your saved view. When the star icon is filled in, that means your default filter is applied
Things to know:
- Once you've selected your filters and clicked Save Current View, you will need to type in a name for your filter. The check mark icon won't turn green until you've entered text in the field. If you decide not to save that filter, click the red X.
- To remove a saved filter from the list, click the trash can icon next to the filter
- When the default filter is applied (star icon is filled in), you can navigate to anywhere in the portal, and when you come back to the All Requests page, the filter will still be applied.
Categories for Alerts, Templates, and Tags
NOTE: The following descriptions use tags as an example, but the information applies to tags, alerts, templates and closure responses.
Overview: You can now create categories for your tags, templates and alerts! If your portal has a large amount of any of these features, categories will help you organize them into customizable groups. The best part is, categories are just the beginning of a larger project we're working on to allow you to see the categories when you select a tag or template on a request and later will appear in reports. For now, categories will only show up for Admins when they work behind the scenes, but stay tuned for more.
How to use this feature (Using Tags as an example): When you click on the Tags subheader, you'll now see two tabs - one for the tags and one for the categories. You may want to start by adding some categories to group your existing tags.
Steps for adding a category:
- Log into the portal
- Click the Admin tab
- Click the subheader for tags
- Click the Categories tab
- Click Create Category on the right
- Enter your category's name and (optional) description
- Select any pre-existing tags that you'd like to put into this category
- Click SAVE
Things to know (still using tags as an example):
- Creating tags is the same as it always has been, however the Create Tag button is in a slightly different spot on the page. Once you click Create Tag, you can enter in the tag name, it's description (optional), and add it to an existing category (optional).
- You can edit tags and their categories by clicking the pencil icon in line with the item on the page.
- You can deactivate, or archive, the tags by clicking the archive icon. However, we do allow you delete categories by clicking the trash can icon on the categories page.
- You can use the up/down arrows at the top of each column of the tags/categories table to reorder the list based on that column.
- You can filter the list of tags by category by selecting from the drop-down menu at the top of the table, or use the search bar to search for one specific tag or category.
Include a message when releasing documents
Overview: We know that when you release documents to requesters, you often want to send them a message to accompany their documents. With this new message feature, you no longer need to send a separate external message to include additional information about the documents that you are releasing.
How to use this feature: Whether you release a document through the upload modal (recently added feature) or by changing the visibility setting in the documents section (), you will now see a text box for you to include an optional message that will be added to the notification that requesters receive. The message will also be added to the timeline as an external message.
Things to know:
- The message text box doesn't appear until you change the visibility setting to Requester+Staff or Public.
- You can use templates for this message! Select from the drop down that says Search Message templates, below the text that says Include Message to Requester (optional).
- The requester will receive a single email notification containing the message and the list of released documents
Upload a document when submitting a request
Overview: Sometimes requesters have documents that help them clarify exactly what it is that they're requesting from you. We've made it easier for them to include these documents by adding a document upload option on the Make a Request page. For security reasons, users (either requesters or internal staff) have to be logged in to see this option. For users whose accounts are confirmed in the portal, this feature will make it easier to add informative documents to a request without having to submit the request first and add documents afterwards.
How to use this feature: As long as you or the requester is signed in to the portal, there will be an option to Upload and Attach Additional Files, right above the department selection dropdown. Click Choose Files and upload documents the same way you would to a request!
Things to know:
- Documents uploaded by internal users will appear in the Staff Only part of the documents section.
- Documents uploaded by signed-in requesters will appear in the request description area, below the text of the request itself, and also in a special Requester Uploads folder in the Requester+Staff section of Documents.
Include attachments in responses to email notifications
Overview: Similarly to how you can respond directly to your email notifications to update a request, you can now upload documents by attaching them to those email responses! Instead of logging into the portal to upload your documents, just attach them to a reply to one of the notifications you've received about that request and your documents will be added to the Staff Only section.
How to use this feature: Let's say you get a notification about an internal message on a request. You can click reply to the notification, attach a document to that email response and your document will be uploaded to the request along with any internal message that you type
Thinks to know:
- All user roles can upload documents this way
- Requesters can also upload documents this way, although their documents will be added to a folder titled Requester Uploads, that can be found in the Requester+Staff section.
- A response to an external message that includes a document attachment will upload the document to the Staff Only section, not Requester+Staff.
- We use an internal tool to parse out signatures and signature graphics from this attachment function, but please let us know if you see something appear on the request timeline that shouldn't be there.
Edit request date
Overview: Similarly to how you can edit the due date, you can now do the same for the request date. We realize that sometimes when entering a request yourself, the date gets entered wrong, so now you can change this without having to reach out to us for help!
How to use this feature: You'll now see the pencil icon for editing next to the request date field. Click that to change the request date, enter a new date and click save.
Things to know:
- Staff users cannot edit the request date