Request links explained

A person’s own link

Created with Create link in the actions beside a person on a pack’s Team tab, or on the People answering tab of the business or person they answer for. Shows everything assigned to that person in the active packs for that business or person; where several people answer the same packs, each sees the others by first name and initial, such as Hannah S. Lasts 90 days unless you choose otherwise. Create new link invalidates the old one; Withdraw link revokes it now and turns off any reminder schedule for that person.

Request email link

Created when you email a request. Opens that one request. Lasts 30 days. Stops working when the request is reassigned or deleted, or when the person’s email is changed from the address it went to.

Reminder link

Created by a scheduled reminder. Opens the person’s outstanding requests. Lasts 30 days. Revoked when their own link is withdrawn, or when their email is changed from the address it went to.

Phone upload link

Created by Upload from a phone in the reply box on a request, shown as a QR code. Opens one reply box. Lasts 30 minutes.

When someone loses their link

Send them to the portal sign-in page at /portal. They enter the email address on their record, choose Send me a secure link, and receive a fresh link, which replaces the old one. Unknown addresses get the same message, and five requests in fifteen minutes pause that address.

Previewing what they see

In the actions beside a person on the People answering tab there is Preview their portal. It opens a read-only copy of their view in a new tab, without creating or touching any link. Preview their portal is also under Request list options, the dots menu above a pack’s request list, where it asks which person to look as.

How long a link lasts

A person’s link stays open for 90 days from the day it is sent, unless an admin chooses otherwise under Settings, then Branding & defaults: Personal links stay open for 30, 60, 90 or 180 days, or a year. The links inside request emails and reminders last 30 days whatever you choose, and withdrawing a link stops it at once. A new link can be sent at any time.

When the person answering changes

If the person you were dealing with leaves, open the actions beside them on the People answering tab and choose Hand over requests. Everything still waiting on them, in any request pack for that business or person, moves to whoever you pick. Anything they have already answered or completed stays put, with its history. If automatic reminders were chasing them, the new person’s are switched on with the same settings, unless theirs are already on. Links emailed to them for the moved requests stop working, so send the new person an email from the pack.

Everyone answering, across every request pack

Team in the left-hand rail has a People answering tab listing everyone who answers your requests, with where their link stands (no link, not opened, opened, withdrawn), how many requests are awaiting their reply, how many are waiting on you to check, and when they last opened their link. g then p goes straight there. Inside Filters, Show narrows to Link not opened or With something overdue, which is who to chase this morning, and Who it’s for narrows it to one business or person. A name in the list opens the People answering tab they belong to.

How this works, for them

Beside the title of their landing page, How this works opens a four-step explanation in plain words: the link is theirs, each request says what is needed, your team reviews what they send, and they can come back whenever they need to. It names your organisation when a name has been set under Settings.

Their own copy of everything

Their landing page has Download your files: one ZIP of every file they have sent or been shown, organised by request pack and request, for their own records. Files on requests they cannot see, and anything your team attached to an internal note, are never included. The download is recorded in the activity trail.

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