ShareFile

Information requests

February 6, 2025

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Information requests are a tool to request and collect information securely and digitally. Information requests are found and initiated in the Projects tab in ShareFile Premium, Industry Advantage and VDR plans. The information request form helps the Service provider get specific and required information.

Auto-save on information request forms is enabled allowing clients to complete them in multiple sessions with progress saved automatically.

We recommend watching this video about Information requests in ShareFile projects:

Creating Information requests in ShareFile Projects - service provider

Creating and assigning information requests on the service provider side is available in the Projects folder for the specific client under the Information requests tab. The following instructions provide the steps necessary to create information request forms and assign.

Navigate to Projects in your ShareFile account.
Select an existing project or select Create Projects. For these instructions, we selected an existing project.
Select Create an information request then Blank request from the dropdown.

The Create Information request popup displays.
In the Name field, type in a name for the request.
In the Description field, you can provide an optional description for the request.
Select a Due date from the dropdown calendar.
Select Create.

You are then redirected to the Information Request builder dashboard.
Select from the following fields to build out the request for specific information.
- Checkboxes - Use this field type to create lists of possible items for recipients to select from. Options include:
  - Question or Label for the Checkbox created.
  - Required checkbox to require the recipient to complete the requested information.
  - Hint text to assist in the defining of checkboxes.
  - Options allow you to name each of the checkboxes for more details.
  - Options Layout to choose either Horizontal or Vertical display.
- Date - Use this to require a date for when the information request was completed.
- Long answer (multi-line) - Use this field to allow the user to add as much information as need for the request. Options include:
  - Required checkbox to require the recipient to complete the requested information.
  - Question or Label for the field created.
  - Hint text to assist the user in what kind of information is being requested.
- Multiple choice - Use this field to allow the user to select between several options offered.
  - Required checkbox to require the recipient to complete the requested information.
  - Question or Label for the field created.
  - Hint text to assist the user in what kind of information is being requested.
  - Options allow you to name each of the multiple choice items.
  - Options Layout to choose either Horizontal or Vertical display.
- Number - Use this field to allow the user to add a number. For example, the number of bedrooms in a real estate listing.
  - Required checkbox to require the recipient to complete the requested information.
  - Question or Label for the field created.
  - Hint text to assist the user in what kind of information is being requested.
- Short answer (single-line) - Use this field to answer a single question. Options include:
  - Required checkbox to require the recipient to complete the requested information.
  - Question or Label for the field created.
  - Hint text to assist the user in what kind of information is being requested.
- *File Upload - Use this to upload information including documents, photos, and other requested information.
Select from Display and Layouts to select a structural element to place in your form including conditions.
- Display text - Use this field to enter a title or provide other information to assist the recipient in providing as much detailed information as required.
  - Display text enter the text to assist the recipient.
  - Text size select from Small, Medium, or Large.
- Section - Use this to add sections to your request that can also contain conditions. For more information on creating conditional items in an Information request, see Creating a conditional request
Once you have completed the Build section, select Settings to review the field settings.
Select Preview to see how the request will look to the recipient.
Select Save.
Select X to go back to the project where the Information Request was initiated from.

Creating a conditional request

Use the following instructions to complete a conditional request for an Information Request.

While in the Information Request builder, select a field to create the conditional response for. In this example, we chose Checkboxes.

Note:

For now, only Checkboxes, Multiple choice, and Number fields can be used with conditional requests.
Once you define the field, drag a Section from Display and Layouts to the build.

Note:

Drag and drop sections can be added before, after, or in between sections. You cannot insert a new section into a section.
Select the Section you want to show/hide, then you will see the option to add Conditional logic in the Section properties.
Select Add Condition.
In Conditional logic set the parameters using the following coniditional fields:

Note:

Conditional dropdown selections might vary from the descriptions below with an example being if you select checkboxes, one selection available will be “has any of”.
- Show/Hide dropdown - in the section if you desire a selection to be displayed or hidden.
- The following question field dropdown - allows you to select which question in the previous section(s) you want to create a condition for. In this example, it is Do you have any of the following:
- Condition dropdown - select from the following conditions:
  - is equal to
  - is not equal to
  - has no selection
  - has any selection
- The following value(s) - the values created in the previous section.
Once the selections for the conditions are made, select Save.

Assign an Information request

Use the following instructions to assign an information request to a receipient.

Select the Project you want to send an Information request from.
Select Assign.

The Assign request popup displays.
Complete the requested fields then select Assign.

The Property Details information request assigned banner displays briefly and the request is sent to the assigned recipient.
Return to the to the project where the Information Request was initiated from to track the status of the request.

Assigned Information request - assignee

The following information provides you, the assignee, with the steps necessary to respond to an assigned information request.

Access your email to open the ShareFile Information Request message.
Once you receive a Information Request in your email, select Complete request.

Note:

You might be required to sign in.

Your ShareFile account opens to the projects page displaying the request.
Select Fill our form to fill the request.
Complete the information request form then select Submit.

The submitted displays. In order to edit any response, please contact the service provider.

Information request review - service provider

Tracking assigned information requests on the service provider side is available in the Projects folder for the specific client under the Information requests tab. The following instructions provide the steps necessary to open and review information requests completed by the assignee.

Navigate to the Information requests tab in the project.
Select the completed Information request from the list to open.

The Questions/Responses screen displays.
Select the Responses tab, then select Open.

The requested information provided by the client displays for review.

NOTE:

The above image displays the view visible to the SF user when a single response has been submitted. For multiple response, please refer to Export Information Request responses - CSV Format.
Select the item to open the ShareFile viewer.

Export Information Request responses - CSV Format

Use the following instructions to export Information Request responses in CSV format.

Access your email to open the ShareFile Information Request response submitted by the client.
Navigate to Responses tab and the responses submitted by the client displays for review.
Click on Export responses to export in CSV format.
The Exporting responses and Downloading responses message displays on the top right corner.
Once you have exported the responses, the file will automatically download to your local device.
You can now preview the file in CSV format.

Delete an Information request

Use the following instructions to delete an information request.

Select the three vertical dots next to the Information Request you want to delete to open the menu.
Select Delete.
Confirm you want to delete the request by select Delete on the confirmation.

The official version of this content is in English. Some of the Cloud Software Group documentation content is machine translated for your convenience only. Cloud Software Group has no control over machine-translated content, which may contain errors, inaccuracies or unsuitable language. No warranty of any kind, either expressed or implied, is made as to the accuracy, reliability, suitability, or correctness of any translations made from the English original into any other language, or that your Cloud Software Group product or service conforms to any machine translated content, and any warranty provided under the applicable end user license agreement or terms of service, or any other agreement with Cloud Software Group, that the product or service conforms with any documentation shall not apply to the extent that such documentation has been machine translated. Cloud Software Group will not be held responsible for any damage or issues that may arise from using machine-translated content.

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Information requests

February 6, 2025

Contributed by:

P P

February 6, 2025

Contributed by:

P P

Information requests

Creating Information requests in ShareFile Projects - service provider

Creating a conditional request

Assign an Information request

Assigned Information request - assignee

Information request review - service provider

Export Information Request responses - CSV Format

Delete an Information request

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