Requests screen for all portals

Requests is the screen WorkZerk opens on, and the only one that looks across every portal at once. It answers "what needs me right now" in four numbers: who has not finished, what is waiting on your approval, what is about to expire, and what you have sent back.

This is the account-wide screen at Requests in the sidebar. The panel on a single portal's own page is covered in Requests dashboard for one portal, and building a request list in Creating requests for documents and info.

The title row also links to your Weekly summary, your Request packs, your saved Rejection reasons, and View prompt email (see "Prompting for a fresh copy" below).

The four tiles

Each tile scrolls you to the section it counts.

Waiting on. People who still owe you something, on the portal selected in the Waiting on section. It arrives a moment after the rest of the page, and reads "no links out yet" until somebody holds a link.
Needs review. Uploads with no decision on them yet.
Expiring soon. Documents running out inside the window you have chosen. The caption switches to "N already expired" once anything has lapsed.
Rejected. Files you have sent back.

Color is status. Orange means somebody else still owes you something, blue means it is in your queue, and red means a document is about to stop being usable or already has. A count of zero goes gray.

If you hold reviewed documents and have never chosen how long to keep them, a line under the tiles says how many and links to the setting. It goes away once you choose. See Deleting documents after you approve them.

Waiting on: who still owes you something

The first section is the only one about work that has not arrived yet. Everything below it is triage of things already in.

It covers one portal at a time, picked from the dropdown on the right, and remembers your choice between visits. The section does not appear until at least one portal has somebody holding a link.

A completion ring and a bar split the people who hold a link to that portal into three:

Finished. Nothing required is outstanding. Someone asked for nothing required counts as finished.
In progress. They have sent something, but something required is still missing. A required upload that was rejected, or has fewer files than its minimum, still counts as missing.
Not started. Nothing at all has come in from them.

Finished is measured against required items only, so leaving an optional question blank does not hold anyone up. Started counts any submission, optional included, because someone who answered the easy questions and skipped the certificate needs a different follow-up from someone who has not opened the link.

The chips under the bar filter the list. Still owing is the default and means anyone not finished. Finished, In progress and Not started cut to one group each, and Everyone drops the filter.

By person, or by item

By person is the chase list: one row per person, longest waiting first, with what they still owe ("2 of 5 required items outstanding"), how long since their link was sent, and whether they have Opened it. Not opened usually means resend the link; opened and stalled means a nudge. A small badge shows when the automatic reminder will next email them, such as "Next reminder Tue 7 Oct", or "Reminded 30 Sep" once the last one has gone. Nothing shows when the reminder is switched off or the person has finished. Click a row to see what they have sent without leaving the page, or Open (name)'s Portal to see their page as they see it. Send reminder, on the opened row of anyone who has not finished, emails that person your Outstanding requests reminder straight away, with the wording you set in Automations. Each person can be reminded this way once in 24 hours, counted from the last time their link was emailed, and it counts towards your email limits like any other send. The automatic reminder counts from the same moment, so a reminder you send by hand puts the next automatic one back. The list shows the 15 longest waiting, with a line saying how many more there are.

By item asks what is holding everybody up. One row per request, with a bar showing how many are In, how many show Needs review, how many were Rejected, and how many are Not in yet. Open a row to see everybody it was asked of; a person whose file needs review has a Review button that opens it. Nine people all missing the same certificate becomes one row. Required requests come first, then whatever has the most still to come. Click a row to see who has and has not sent it, or Open this request to go to it on the portal. Same cap of 15.

Remind everyone not finished, above the By person list, chases the whole portal in one press. It queues your Outstanding requests reminder to everyone who still owes something, leaving out anyone with no email address and anyone emailed in the last 24 hours, and tells you how many it left out and why. Nothing sends straight away: the reminders wait as a batch on the Emails page, where you can cancel them, exactly as a bulk invite does. Anyone who finishes while the batch waits is not reminded. See Batched emails.

Needs review

Uploads with no decision yet, oldest first, with Approve and Reject on each row. Review opens the file and the decision together and moves to the next one after each decision. The section shows up to 25, with the true total on the tile. When files are waiting on two or more portals, the Show list above the rows narrows the section to one portal, with the number waiting on each. Review then works through that portal's files and closes after the last one. Reviewing and approving uploads covers approving, rejecting and the review window.

Uploads expiring soon

Any upload carrying an expiry date feeds this list, across every portal, soonest first. Already-expired documents are included, because a lapsed certificate is the most urgent line on the page. Documents that expired more than a year ago are left out, and the list shows the 25 most urgent.

Two filters narrow it together:

Expiring within. 3, 7, 14, 30, 60, 90, 180 or 365 days. It starts at 30.
Hide if prompted within. Drops anyone prompted in the last 3 to 365 days, so a second pass through the list is only the people who have not heard from you. Automatic expiry reminders count as prompts too. Starts at All (no filter).

Each row's badge is red once the date has passed (or it expires today), filled orange inside a week, outlined orange inside a month, and plain beyond that. Open, the filename and the Open file badge open the document in a new tab, so you can check it against the date the person typed. Open this request takes you to that person's requests on the portal. The row also shows when you last prompted them.

Rejected and ignored uploads are left out: they have their own sections.

Prompting for a fresh copy

Prompt emails the person straight away asking for a current copy, with a link to their own page. The wording is the Expiry date prompt email in Automations, and it fills in the file name, the expiry date and their link for each send. View prompt email at the top of the page shows what goes out. The person can upload the new copy as soon as they open their page, even though they cannot delete a file you approved: an approved document that has been prompted about, or is within 30 days of its expiry date, no longer counts towards the request's file limit. The old file stays on their row and in your records. A file you have not approved yet still counts, and the person deletes it themselves to send another.

A prompt that cannot go says why on the row:

The person has no email address on file.
You already prompted them about that document today.
They have no active link on that portal.
You have reached the daily cap of 300 emails, or your monthly allowance. See Monthly email allowance.

Ignore, and Previously ignored

Ignore stops tracking expiry on one document without deleting it. The file stays where it is and the person can still see it; it drops off this list. Use it for a certificate that has been superseded, or one where chasing is pointless.

Ignored documents collect in Previously ignored at the foot of the page, collapsed, and only there once you have ignored something. Each row shows the expiry date it had, and Restore puts it back on the expiring list at that date. Restoring sends nothing. A few older rows have no saved date and ask you to enter one beside the button.

Rejected uploads

Every file you have rejected, with your reason shown on the row. It shows up to 25 and only appears once there is something in it. The list is in two groups. Waiting on a replacement comes first: nothing new has come in, so these are the ones to follow up. Replacement received is the rest: the person has sent a new file. Review the replacement opens that file beside Approve and Reject, and once you approve it the row shows Approved replacement. In the Needs review list, a new file that answers a rejection carries a Replaces a rejected file badge, and the review window shows the reason you gave. Open this request takes you to that request on the portal.

The wider view

The Expiring documents report at Reports is the uncapped version. It filters by portal, groups by contact, tag or status, exports to CSV, and includes documents you filed on a contact yourself, which this screen does not.

Getting help

If something on this screen does not match what you expect, email [email protected] and we will take a look.