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Information Request

December 18, 2025
Contributed by: 
P

When to Use Information Request

An Information Request in ShareFile Projects allows you to collect structured data, text inputs, or form-style responses from clients or internal teams — all tied to your project workflow. Unlike Document Requests, which collect files, an Information Request gathers details, numbers, or statements through a configurable form that you can design and share directly from your project workspace.

Key Use Cases

You can use information requests:

  • To collect client information such as personal details, service inputs, or onboarding data.
  • To request structured information from internal teams for status updates or internal reporting.
  • When you need repeatable, form-based submissions for audits, tax data, or intake workflows.
  • When you want to reduce file attachments and rely on typed or selectable responses instead.

Key Benefits

  • Centralized, secure way to collect typed responses.
  • Full visibility into completion and submission status.
  • Conditional logic to show or hide form sections based on responses.
  • Auto-save allows respondents to return later and finish incomplete forms.
  • Easy export of responses to CSV for analysis or reporting.

How to create information request

To create an information request in a project, you can follow the steps given below:

  1. Navigate to the Project

    a. From the ShareFile web app, select Projects from the left-hand menu.

    b. Open the project where you want to create the Information Request.

  2. Access Information Requests

    a. On the project dashboard, select the Requests tab.

    b. Click on the Create Request button.

    c. Hover over the information request section.

    d. Select one option from either blank or template.

    Information Request 1

  3. Add Request Details

    a. Enter a Title for your Information Request.

    b. (Optional) Add a Description explaining the purpose of the form.

    c. Set a Due Date if you need the form completed within a specific timeframe.

  4. Design the Request Form

    a. Add questions or fields by selecting Add fields.

    b. Choose a Field Type for each question:

    • Short Text
    • Paragraph Text
    • Date Picker
    • Dropdown / Multiple Choice
    • File Upload (optional hybrid field)
    • Yes/No Toggle

    c. Reorder questions using drag-and-drop.

    d. Use Conditional Logic to show or hide questions based on earlier responses. Example: Show “Proof of Address” field only if user selects “Yes” for “Do you reside in the U.S.?”

  5. Assign Recipients

    a. Select internal users or clients who need to complete the request.

    b. Each recipient will receive an email notification with access to the form.

    Information Request 2

  6. Configure Reminders

    a. Automatic reminders are sent 1, 3, 5, and 10 days before the due date.

    b. Post-due date, reminders are sent daily for 30 days after the deadline until completed.

    c. You can also send manual reminders from the three-dot menu (…).

Life cycle of an information request

Stage Description User Actions
Draft Request created but not yet published. Edit fields, add recipients, preview form.
Active Request shared and open for responses. Recipients complete and submit.
Partially Complete Some recipients have submitted, others pending. Send reminders or review progress.
Completed All responses submitted and approved. The owner can export or close the request.
Closed Locked for further edits. Forms remain viewable but not editable.

Additional Capability

Send for resubmission

An IR response can be sent back for resubmission.

  1. Open the response.
  2. Click on Reopen button.
  3. Add note and click Send for resubmission

Note:

An information request sent back for resubmission will appear as open task on client portal. No need for the assigner to start from scratch, previous saved response will appear as draft and after editing the response can be submitted again.

Templates

You can save templates to reuse pre-defined information request forms.

  1. Create a Template

    a. Open an existing Information Request.

    b. Click on Save as Template.

    c. Enter a name and optional description.

    Information Request 3

  2. Use a Template

    a. Select Create from Template in the Information Request tab.

    b. Choose a saved template.

    c. Update fields or recipients as required.

Templates help standardize recurring workflows such as compliance checks, vendor onboarding, or client surveys.

Information Request 4

Auto Save Progress

How It Works

  • Auto-save occurs every few seconds or when the user navigates between questions.
  • Saved data is stored securely in the user’s ShareFile account context — no manual “Save” button is required.
  • If the browser closes unexpectedly, the system restores progress when the user reopens the form.
  • Each auto-save is timestamped with “Last Saved at [time]” displayed at the bottom of the form.

Client Visibility

  • A small indicator (“Auto-saved”) appears briefly whenever progress is captured.
  • Clients can safely close the window and return later using the same link. They can also use the Projects -> Requests tab or open the Form tasks directly from client portal.

Conditional Logic

Overview

Conditional Logic allows you to dynamically control which questions appear on an Information Request form based on a respondent’s earlier answers. This enables adaptive forms that simplify the user experience by hiding irrelevant questions.

Setup Steps

  1. In the form builder, add a section you want to control visibility for.

  2. Click on Add Logic Rule.

  3. Select a trigger question and define the condition (e.g., “If Question 1 = Yes”).

  4. Choose the action:

    a. Show this question or

    b. Hide this question

  5. Save the rule.

Information Request 5

Example Use Cases
  • Display “Upload Tax Document” only if the user selects “Yes” for “Do you have a tax ID?”
  • Hide “International Address” fields when “Country = USA”.
  • Show additional consent sections only for specific responses.

Notification and Due date reminder

Overview

Information Requests automatically manage reminders and notifications for both service providers and recipients. These alerts ensure deadlines are visible, forms are completed on time, and any changes are communicated instantly.

Type Trigger Event Delivery Method
New Request Shared When an Information Request is assigned Email
Form Submitted When recipient completes submission Email
Due Date Change When the project owner edits the due date Email
Automatic Reminder 1, 3, 5, and 10 days before due date Email
Post-Due Date Reminder Daily for up to 30 days after the due date Email
Manual Reminder Sent manually by project owner Email

Delete Information Request

Overview

Deleting an Information Request permanently removes it and its responses from the project. Use this only for drafts, duplicates, or forms created in error — deleted requests cannot be recovered.

Who Can Delete

  • Project Owners and Information Request Creators can delete requests.
  • Collaborators or clients cannot delete or archive forms.

Steps to Delete

  1. Navigate to the project’s Information Requests tab.
  2. Locate the request you wish to remove.
  3. Click on the three-dot menu (⋯) beside the request name.
  4. Select Delete.
  5. Confirm the deletion in the pop-up dialog.

What Happens on Deletion

  • The request and all responses are permanently removed from ShareFile.
  • No notification is sent to participants upon deletion.
  • Activity logs retain an entry noting that the request was deleted (for admin audit).

Best Practices

  • If you may need to refer to past data, export responses before deleting.
  • Use deletion sparingly — prefer Close for completed or inactive requests.

Export Responses

Overview

You can export all Information Request responses for offline review, analysis, or recordkeeping. Exports include metadata such as timestamps, respondent names, and all field-level answers.

Steps to Export Responses

  1. Navigate to the Information Requests tab in your project.
  2. Open the completed (or active) request.
  3. Select Export Responses -> CSV Format from the toolbar.
  4. Wait for the export to generate.
  5. Download the file to your local system.

Information Request 6

Included in Export

  • Request name and ID
  • Field names (in order of appearance)
  • Each respondent’s entries
  • Submission timestamps

Notes:

  • Export is available once at least one response has been submitted.
  • CSV files can be opened in Excel, Sheets, or imported into analytics tools.
  • Conditional logic affects exported columns — hidden or skipped questions appear as blank cells.
  • If multiple versions of the form are active, each version is exported separately.
Information Request
December 18, 2025
Contributed by: 
P
December 18, 2025
Contributed by: 
P

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