File Request

File Requests are a powerful action in Moxo designed to streamline and improve the efficiency of your document collection processes. Instead of requesting multiple documents separately, you can collect them all at once, reducing the chances of missing any important files.

For instance, effortlessly gather various proof of identification documents and statements from a client during a loan application process. Similarly, seamlessly collect architectural plans and inspiration photos for a design project, or compile case files from a client as part of a legal process. Users can setup custom folders and automatically send files from completed file requests to a specific system folder of choice.

Create a File Request

Users can add File Request actions directly into a workspace or use an action template from the Action Templates section in the Library.

To add a new File Request in a Flow workspace:

1. Click the ‘...’ in the Flow section of the workspace. 
2. Select Add New Action from the drop down menu.
3. Click on File Request from the pop up box.
4. Determine where you would like to add the new File Request, then click +Add here accordingly.
5. Select New File Request. 
   • You can also select an existing template action here instead, then click Continue.
     
     
     
     
      
6.  Enter the Title of the File Request. A title is required.
   
   
    
7. Add optional details to the File Request for clarity, including a Description of the files to be submitted in this File Request or a Due Date. 
   • End users will be able to upload multiple files to File Request.
   • Flow owners can exclude weekends when setting due dates for actions. When enabled, weekends will be skipped in the calculation of due dates, ensuring that deadlines fall only on weekdays.
   • Use DDR in the action description by clicking on the '{.}' autofill icon to reference previous action metadata (action title, ID, and description), and workspace metadata (name, ID, description, welcome message, workspace owner details, role-specific user details, workspace tags, and workspace variables). 
   • Any file uploaded or attached in previous actions can be easily referenced using DDR in attachments, using the '{.}' autofill icon.
   • Use DDR to support seamless file sharing between main and shadow flows. 
     
     
8. Set the action due date, selecting from:
   • No Due Date
   • Due in 3 days
   • Due in 5 days
   • Due in 1 week
   • Due in 2 weeks
   • Custom Due Date: Click on Custom... from the dropdown menu and specify the number of days to start the action. You can select from the action start date, before the workspace end date or select a specific date to customize. Click Save to apply.
     
     
      
9. Choose whether to exclude weekends when setting due dates for actions. When enabled, weekends will be skipped in the calculation of due dates, ensuring that deadlines fall only on weekdays.
   
   
10. Toggle on Skip Sequential Order if required, to ensure this action can be completed in parallel with the previous action in the flow. 
    
    
     
11. Turn on Require File Review and choose whether reviewers evaluate submissions in parallel or sequentially. 
    • When toggled ‘On’, the File Reviewer will mark the File Request complete when requirements are met. The File Reviewer has the ability to reopen the File request and ask the Uploader to submit new files, if necessary.
    • The File Reviewer can be an AI Review Agent, Internal User, or Client.
12. If you add the AI Review Agent as a reviewer:
    
    
     
    • Go to Configure to review instructions and escalation thresholds.
      • Add Additional Prompts if required.
      • In Escalation, specify when the agent should reassign the step to a human reviewer.
      • Click Save to apply the configuration to the flow.
    • If you do not choose a File Reviewer, the system will automatically assign the task to you for completion.
13. Toggle Upload Files to a Specific Folder to On if required, and give the folder a name.
    
    
     

14. Enable the Require Preparation option under Additional Options, if required, to indicate whether the action needs preparation before proceeding. 

    • Select the AI Prepare Agent (if enabled) to auto-prepare actions in the flow, or select any other role in the flow for a human reviewer. The Prepare Agent prepares File Requests based on configuration, from dynamically updating the title and description to attaching files from prior actions. 
      
      
    Only one preparer can be assigned per action, and it must be an internal user. This feature is available for all action types, except Time Booking and third-party integration actions. 
     
15. To configure the AI Prepare Agent as the action’s preparer role:
    
    
    
16. Click Configure to set the preparation rules and escalation guardrails.
    
    

17. Select Preparation Rules such as:
    
    
     

    1. Set or rewrite the action title
    2. Update the action description
    3. Attach relevant files

    
     

    3. Configure Escalation details for when the agent will hand preparation off to a human if manual intervention is required.

    4. Click Save to finalize configuration.
     

18. Assign multiple Uploaders to complete this File Request.
    1. You can add multiple assignees to a File Request action
    2. This feature can be used if multiple people need to upload a file or any one person from a group can complete the file request. 
    3. In the File Request creator, you can choose between 'One Assignee' or 'All Assignees' for file uploads, and toggle sequential order on or off.
        
19. Click Add to finalize creating the new File Request. This new action will now appear in the Flow section of the workspace. 
    
    
     

File Request as a Data Source

A File Request can serve as a data source for subsequent actions and automations in a flow. Any file uploaded or submitted in a File Request, can be referenced via DDR using the '{.}' autofill icon in the Add Attachment section of the action description.

To add a new File Request in a 1:1 or Group workspace:

1. Click the ‘+’ icon on the bottom of the screen.
2. Click on File Request from the pop up box.
3. Select New File Request. 
   • You can also select an existing template action here instead, then click Continue.

To add a new File Request from +New:

1. Click the ‘+New’ from top toolbar
2. Select Action from the menu box. 
3. Select the Workspace Type to add the Action to. 
   1. Existing Workspace
      1. Search for the Workspace by title.
      2. Click on the desired workspace.
      3. Click Next.
         1. If you have selected a Flow Workspace, select where to add the action in the Flow. 
   2. New Workspace
      1. Select the Workspace type - either a Flow Workspace or Group Workspace if applicable to your Moxo plan.
      2. Title your Workspace.
      3. Click Next to create the new workspace and add the action.

Assignee Experience

When a user is assigned a File Request, they will find it in the Flow section of the workspace. Additionally, users will receive notifications whenever an action is assigned to them, and these notifications will appear in the chat section of the interaction panel.

To complete the File Request: 

1. Click Review in the File Request and view the details.
2. Type messages in the bottom bar to ask any questions or comment on the File Request.
3. Click Upload Files.
    

4. Drag and drop files from your computer or click Browse Files. If you select Browse Files, you can upload a file directly from your desktop, from the Files section of the Content Library, or from a Workspace.
   • You can either upload required files in one go, or click Save for Later. This allows users to pause their work, save their progress, and return to complete it later. 
     
     
      
5. Next, click Submit.

If no File Reviewer was required, then the File Request will be marked as completed once the files are uploaded. However if the File Reviewer was assigned, they will get a notification to act once the Uploader has uploaded files.

To review the File Request:

1. Click on Review in the File Request and view the details.
2. Review Submitted Files by clicking on the files under this section.
3. Click Confirm if all files have been reviewed and approved. 
    

4. Otherwise, select Reopen if the Uploader is required to upload new files. The File Reviewer can also comment on what is required in the bottom bar.
    

Skipping File Requests

Some File Requests may be skipped, depending on how the Workspace was created.  If the File Request is part of a larger flow, the user may skip the file request step if there are no files to be submitted. 

If available to skip a file request:

1. Click on the File Request.
2. Click the ellipses '...' icon to the right of Upload Files.
3. Click Skip.

Managing File Requests

In any workspace, Internal Users have the ability to add, edit, or delete actions. 

To manage a live File Request:

1. Simply click on the File Request you are trying to manage in the Flow.
2. Then click the ellipses ‘...’ icon. Here you will see options to Edit, Mark as Completed, Delete, or Save as Template.
   
   

Send an action reminder manually

Internal users can manually send reminders to assignees for open actions. 

To send an action reminder:

1. Navigate to the pending action.
2. Click on the ‘...’ ellipsis icon next to the assignee.
3. Click Send Reminder to send a notification to the assignee. 
4. If applicable, a timestamp of the last sent reminder will appear.
   
     

To Reopen a File Request from the Flow: 

1. Simply click on the completed File Request in the workspace.
2. Then click the ellipses ‘...’ icon. Here you will see options to Reopen, Delete, or Save as Template, as shown below.
3. Click Reopen.
4. Review the action details. Then click Next to reopen the action and notify the assignee.