ShareFile
View PDF

May 30, 2025
Contributed by: 
P

Assign an Information request

The Shareable links feature allows users to share forms efficiently with project members and external clients. This documentation below provides a step-by-step guide on how to use this feature.

Access the Information Request that needs to be shared

  1. Navigate to the form you want to assign and share with your assignees or clients.

  2. Click the Assign button. This action opens a dailog box.

    copy file

    copy file

  1. A Permanent link is displayed and assigned to all project users within the dailog box.

    copy file

  2. Usage: Click on Copy Link and share this with any member already assigned to the Information Request.

    Note:

    Users who do not have Assignee permission will not be able to fill out the Information Request using this link.

Assign to Specific People

  1. If the client is not part of ShareFile, click Assign to specific people in the dialog box to add users as shown below.

    copy file

  2. Enter the client’s details to assign the Information Request if the client is already added to the ShareFile account.

Add new Clients

  1. Click on Add a new client if the client has not been added.

    copy file

    copy file

  2. Users can add access permissions under the Access options section and add an email message under the Message details tab, which should be sent to the assignee once the Information Request has been assigned.

    copy file

    Note:

    In this scenario, when creating a Permanent link, an email is sent to the client assigned to the Information Request. Additionally, you can share the Temporary link with the client via third-party tools such as Gmail and Outlook.

  1. To share the form with clients not included in the project, click the Create Link button under the Temporary Links section. A temporary link is generated.

    copy file

    copy file

  2. Usage: Share this temporary link with your clients. Existing ShareFile clients can use this link to log in and access the Information Request on the client portal.

  1. To edit access for the temporary link, click on three-dot icon and select Edit options.

    copy file

  2. Users can provide access as a Reviewer if the Information Request form needs to be reviewed, or as an Assignee if the Information Request form needs to be assigned and filled out.

  3. Users can also define the role who will have access to the Information Request- client or employee, by selecting the relevant option from the Who can access the link dropdown field.

  4. Additionally, users can set the expiration period from the Access expires dropdown field.

    copy file

Assigned Information request - assignee

  1. Once you have submitted the form, the Success message displays on the right side of the page. In order to edit any response, please contact the service provider.

  1. Clients who receive the temporary link can log in to the client portal and access the form.

  2. Users can fill out and submit the form after logging in.

    copy file

Creating Information requests in ShareFile Projects - service provider

  1. Select Create. You are then redirected to the Information Request builder dashboard.

    copy file

  2. Select from the following fields to build out the request for specific information.

    copy file

    copy file

  3. File Upload - Use this to upload information including documents, photos, and other requested information.

  4. Select Phone Number to provide your clients or prospective clients with an option to add their phone number or contact information.

    • Required checkbox to require the recipient to complete the requested information.

    • Question or Label for the field created.

    • Hint text to assist your client user in understanding what kind of information is being requested.

  5. Select Currency to provide your clients or prospective clients with an option to select their respective currency.

    • Required checkbox to require the recipient to complete the requested information.

    • Question or Label for the field created.

    • Hint text to assist your client user in understanding what kind of information is being requested.

    • Currency Type Field which will allow users to select their respective currency based on their country where their business is located.

Due Date Reminders

The Reminder feature helps ensure the timely completion of document requests by automatically notifying contributors and enabling manual follow-ups.

Automatic Reminder Notifications

  1. Scenario: The client receives a reminder before the due date.

    • Trigger: A due date is set for the Information Request.

    • Action: The client will automatically receive a reminder 10 business days before the due date.

    • Purpose: Keeps assignees or clients aware of upcoming deadlines and reduces the need for manual follow-ups.

Manual Reminder Option

  1. Scenario: The owner can send a reminder to the client any time before the due date.

    • Trigger: The service provider identifies an uncompleted information request in a specific project.

    • Action Flow:

      • Navigate to the Information Request tab and click on the form which is yet to receive a response.

        manual reminder

      • Click the three dot icon and select Send Reminder from the dropdown.

        manual reminder

      • A message window appears, where you can create your custom reminder message and click on Send Reminder button to trigger the reminder notification.

      • The reminder is sent to the Assignee or Client.

        manual reminder

    • Purpose: Ideal for nudging assignees who may have missed the automated reminder or need a personalized follow-up.

Post-Due Date Reminder

  1. Scenario: The due date has passed, but the request remains incomplete.

    • Trigger: The due date has elapsed.

    • Action: The client or assignee will continue to receive reminder notifications for up to 30 days after the due date.

    • Purpose: This ensures that overdue requests are not forgotten and encourages completion even after the deadline.

May 30, 2025
Contributed by: 
P
May 30, 2025
Contributed by: 
P

In this article

Site feedback | Privacy and legal terms | Cookie preferences

About Us | Awards | Press Releases | Media Coverage | Careers | Offices | Security Center | License Agreement | Do Not Sell or Share My Personal Information

Copyright © Progress Software Corporation and/or its subsidiaries or affiliates. All Rights Reserved.

Progress and certain product names used herein are trademarks or registered trademarks of Progress Software Corporation and/or one of its subsidiaries or affiliates in the U.S. and/or other countries. See Trademarks for appropriate markings. All rights in any other trademarks contained herein are reserved by their respective owners and their inclusion does not imply an endorsement, affiliation, or sponsorship as between Progress and the respective owners.