Secure Document Request (SDR)
Creating A Secure Document RequestChoosing an Existing TemplateCustomizing your RequestEncryption PoliciesViewing Secure Document RequestsRequest StatusViewing Requested DataCreating and Sharing Templates for SDRCreating a new TemplateAdding SectionsAdding FieldsField Types and validationEditing & Copying Templates
Creating A Secure Document Request
To securely request documents and information from anyone, login to confidencial.io and navigate to “Document Requests” on the left-hand navigation menu. This will show you all of your previous document requests and their current status (See Secure Document Request List).
Click on the “New Document Request” button in the top-right corner of this screen. This will allow you to choose from the existing templates to quickly create a new secure document request.
Choosing an Existing Template
On the resulting screen you will see a list of existing templates that can be used for requests. Your organization may have lots of templates pre-configured for you to use. Choose the “Organization Templates” tab and choose “Use Template” in order to begin your request.
If you do not have existing templates or you want to create your own, please proceed to “Creating and Sharing Templates for SDR”.
Customizing your Request
The next screen will allow you to configure your request, you will fill in the following details:
Request name or ID: This allows you to set a unique name for your request. If you have a lot of requests it can be important to come up with a naming scheme so that you can easily search or scroll to find a particular request later.
Recipient full name: This name will appear in the email sent to the recipient of the request. It’s important to set the properly to reduce confusion by the recipient of the request.
Email address: The email address used to send the request to the recipient. Once you send the request the recipient will receive an email explaining what they are being asked to do.
Below these three fields is some basic information about the template including a few fields that are shown to the recipient.
The fields are as follows:
- Title - Shown to the recipient, this is the title of the form that the user will fill out to respond to the request. Use a short but descriptive title that describes the type of information for which you are asking.
- Subtitle - Shown to the recipient. Provide additional details about the request or provide additional instructions.
- Description - Not shown to the recipient. This is used internally to help users choose the correct template.
- Name - Not shown to the recipient. Used internally to name the template helping for searching or scrolling when looking for the template.
- isPrivate - Not shown to the recipient. This field indicates whether or not this template is shared with your organization or is only private to you.
See Example recipient form for an example of how the fields appear to the user. Note that the title (”Basic Personal Information”) and the Subtitle (”Please fill out all required fields.”) appear in the header of the form.
The third are on this configuration page allows you to turn on and off fields included in the original template. This allows you to use simplified versions of the template when not all information is required.
Leave checked any fields that you want to include and clear any that are not needed in this particular request. Note that you cannot change the required status of the field (that’s done in the template configuration); if you include a required field it will be required for the user to complete the form.
Once you have completed the configuration of your request hit the Next button at the bottom of the page to proceed to set your encryption policies.
Encryption Policies
This final step when sending your secure document request involves setting your encryption policies. Encryption policies allow you to add other users that can access the information once it has been submitted. Users and groups included in the encryption policy will be able to see the request in their list as well as see the status and, once completed, access the information submitted by the recipient.
For more information about encryption policies, see the Encryption policies documentation.
Add users to the policy in the same way you would throughout the Confidencial.io interface, previous encryption policies that you have used are accessed using the left-right arrows at the top left corner of the policy interface.
Once your policy is complete you are ready to send the request to the recipient, click the send request button at the bottom of the page and an email will be sent to the recipient, initiating the SDR process.
Viewing Secure Document Requests
The list of document requests to which you have access is displayed as soon as you navigate to “Document Requests” on the left hand navigation menu. On this page you have multiple options to search, sort and view requests that you have created as well as those shared with you.
Request Status
Each document request has several attributes that you can view. On the left-hand list of document requests you can see the name or the request, to whom it was sent as well as it’s age. Additionally you have a status “pill” which will show you the state of the request. The following states apply to document requests:
Not Started: The request has been sent but the recipient of the request has not yet submitted any of the related information.
Pending: The recipient has started fulfilling the request but has not yet completed all of the mandatory fields and documents.
Complete: The request has been fulfilled and the recipient has completed all of the mandatory fields and files and submitted the response. This is ready for you to view the data.
Viewing Requested Data
Creating and Sharing Templates for SDR
You are able to create your own secure document templates used to create requests. You can even share them with your organization to avoid duplicate efforts and ensure consistent requests.
Creating a new Template
