Contact request history
Most of the time you work from the portal outwards: open a portal, see who still owes you something, chase them. The Requests tab on a contact is the opposite cut. It answers "what has this one person been asked, and what did they send back", across every portal they are on.
Finding it
Open a contact from Contacts. The record has tabs for Details, Portals, Emails and Requests. The Requests tab carries a count, so you can see how much history there is before opening it.
The tab is read only. Nothing here sends a request or approves a file. Those happen on the portal, and each section heading has a button to take you there.
It is grouped by portal
The tab reads as a stack of portals rather than one flat list. Each portal gets a heading with its name and an Edit portal button, and that portal's requests sit beneath it in the same order as on the portal.
Only requests the person actually owes appear. Section headings, archived requests, and sections limited to other named people are left out, both here and in the count on the tab.
Nothing is greyed out. A certificate uploaded months ago is often still the current one, so older portals stay as readable as recent ones.
What each row shows
Request. The label you gave the request, the date they submitted, and the files they sent. Each file is a tile that opens in a new tab, with a thumbnail for pictures and a document icon otherwise. A tile shows:
- The upload date.
- The expiry date, where one was entered. Once it has passed, the line turns red and reads "Expired", so a lapsed certificate stands out.
- An Approved or Rejected badge once you have reviewed it.
A file removed under your document retention setting keeps its tile, with its dates, but can no longer be opened.
Response. What they typed or picked, for text and choice requests. Upload requests answer with the files above, so this stays empty for them.
Status. Where the request stands for this person: pending (nothing in yet), submitted (in, waiting on you), approved, or rejected.
The History button
On a request linked to a document type (an Upload custom field), a History button appears under the label.
This tab groups by portal, so the same certificate collected on four portals sits under four separate headings. History cuts the other way: every file and answer for that one document type, wherever it came from, in one list. For anything you collect repeatedly, that is the view you want.
It only appears on linked requests, because a request with no document type has nothing tying it to the others. Tracking a document across portals covers how to link them.
Long histories
The tab loads twenty requests at a time, with a Load more button underneath. A portal whose requests straddle two batches does not repeat its heading.
Which screen answers which question
- The requests panel on a portal is where you set up and send requests, and approve or reject. One portal.
- The Requests screen is your account-wide worklist: what is waiting on you, expiring, or outstanding, across everything.
- This tab is the per-person record. One person, all their portals.
- History is the per-document record. One document type, all its portals.
Checking somebody before you put them on a new job, or confirming their cover is still in date, is what this tab is for.
Getting help
Email [email protected].