Athento has an operation or automation task that allows requesting documentation from external users via an email notification. The name of the operation is "Create required documents request (configurable)".
https://www.youtube.com/watch?v=PRi6NEXJHtc
To install this operation, go to the operations marketplace, available in the "Operations" tab of each space, and click the "Install" button on the operation.
How does it work?
To request documentation from external users, the operation must be executed on each document from which you want to launch the request.
You can execute it in the following ways:
- Enable the execution of the operation or automatic task with a button-type field.
- Execute the operation with the validate button, enabling the operation as Post Validation.
- Enable the execution of the operation in a lifecycle state.
- Execute the operation manually from the "Full Analysis" menu.
Once the operation has been executed successfully, the external user will receive a notification with a document upload link. This link is unique for each submission.
For each required document, the external user will see an option to upload the file.
Within Athento, users with access to the tool will be able to see the uploaded documents in real time.
Configure the operation
This operation requires configuring several parameters. For it to work, it is essential to indicate at least the field that contains the email of the user to whom the request will be sent ("Metadata with the email to send document request").
The configuration parameters received by the operation are described below:
- Requested forms (doctypes_required): Forms for which documents will be requested from the user.
- Domain (domain): Domain that will be assigned to the document request. The domain represents the base URL of the website. If not specified, the default domain of the page will be used.
- Expiration days (expiration_days): Number of days until the document request expires.
- Working days until due date (expiration_working_days): Number of working days until the document request is due. If specified, it takes priority over the "Expiration days" parameter.
- Phone for OTP request (phone_numer_metadata): Document field in which the user's mobile phone will be specified, for cases in which OTPs are used in SMSs.
- Field for expiration date (expiration_metadata_type): Document field with the expiration date of the document request. It can be a date-type field or a date and time field. If a date-type field is selected, the expiration date will be at 00:00 on the following day. For example, if March 20 is selected as the expiration date, the request will expire on March 21 at 00:00. If specified, it takes priority over the "Expiration days" and "Working days until due date" parameters.
- Email (email_metadata): Metadata that will contain, in the document from which the operation is launched, the email of the user from whom the documents will be requested. This field is necessary for the correct functioning of the operation.
- Notification template (notification_template): Name of the notification template that will be used to send the email to the user. If not specified, a default template (document_request_template) defined by Athento will be used.
- Requested forms field (document_types_requested_metadata_type): Field in which the forms you want to request from the user will be specified. To do so, you must use a "selection" or "multiple selection" field with dictionary subtype, where the dictionary terms contain as value the name ("name" attribute) of the forms. If specified, the "Requested forms (doctypes_required)" parameter will not be used.
- OTP (otp_required): Indicates whether, to access the document upload page, a one-time password will be required.
- Send by email (send_by_email): Indicates whether an email will be sent with the notification template.
- Send by sms (send_by_sms): Indicates whether an SMS will be sent from this operation.
- Author user (document_author): User who will be assigned as the author of the documents uploaded through the document request. If not specified, the user who launched the operation will be used.
In addition to these parameters, in the space in which the operation is going to be used you must enable the option that allows external document upload.
Is it possible to customize the email that is sent to the external user?
Yes, although this configuration can only be performed by a super user or Athento's support service. To create a custom notification, follow the instructions in this article.
Remember to include the document upload URL in the body of the notification. In the href attribute of the link, you must include the following tag:
{{upload_url}}
Finally, in the operation configuration, add the Name of the custom template in the notification_template parameter.
Is it possible to customize the appearance of the document upload page?
Yes, although this configuration can only be performed by a super user.
Security considerations
- File transmissions are carried out via SSL.
- The document upload page will allow uploading files with the extensions and sizes allowed in the space to which the documents will be uploaded.
- The document upload URL can be opened multiple times without the user losing the submitted documents.