Manage Documents

Admins inside of ML Schedules can upload documents to the request form, which will provide requestors with a blank document to fill out and upload for their requests. In addition to this, admins can hyperlink items to the request form, like a Google PDF or Form. In addition to this, admins can make the document required to proceed and associate it with specific locations and classifications. 

Setting up the Request Form

1. Go to Admin > Manage Documents from the left-side navigation menu.

The manage documents page will appear.

Note: Only admins can edit existing documents via the pencil icon. You can only delete a document with the trash icon if and only if there are NO requests that use that document. 

2. Click the blue Add document Button () to add a new document

3. Fill out the following information.

Title: The document's title will appear on the request form and request details page under the (files) Tab.

Description: Provide a description of the file - this is for the admins to see only on the manage document page. 

Hyperlink: Admins can insert a hyperlink to redirect to another file or template. Keep in mind that once the file is filled out, they will still need to upload it if required.

File: Admins can attach an existing template file. The following file types are available: PDF, DOC, DOCX, XLS, and XLSX. Keep in mind that once the file is filled out, they will still need to upload it if required.

Required: Admins can choose whether the document is required to proceed. If the document is NOT uploaded, requestors cannot continue with the request. Check is required; unchecked is not required. 

Classification (Defaults to all): Selecting Classification(s) here will display the respective document for any group within the selected Classification. 

Spaces (Defaults to all): Selecting Space(s) here will display the respective document for any group requesting the selecting spaces. 

4. Click Save.

Using Documents on the Request Form

1. Go to New request

2. Fill out the basic Request information

Click here to learn more about submitting a request.

3. Upon getting to the request form, you will see your typical field questions and the document section.

NOTE: If a document is required, the header will turn red, and a red asterisk will be next to any required file. If there are no documents in your system, this section will NOT appear.

4. Requestors can click the blue document name to download the template file

5. Requestors will need to fill out this template/file in their respective software.

6. Once the file has been completed, click "Choose File" next to the respective document.

7. Once the file has been uploaded, proceed as usual.

Managing and Viewing Documents

1. To view a document, the user must click the request to view its details.

2. Select the Files Tab.

3. The naming convention from the admin page will be on the left colon, separated from the uploaded document name. 

4. Clicking the file name will populate the file. 

Note: Based on your computer settings, some files must be downloaded before viewing.

5. Admins can see the button "(Manage Documents on this request)"

6. Clicking this button will display a modal where you can view and delete the documents.

Note: The Trash icon to remove the document from the request is only possible for admins and if and only if the file is NOT required. 

For a video overview of this feature, please see below: