File Requests

Create a direct upload access point when collecting files from internal or external stakeholders

Alex Zito avatar
Written by Alex Zito
Updated over a week ago

File Uploads

"File request" modules can be created for colleagues, clients, or service providers (e.g. legal team, tax advisers etc.). They create a set destination for the files they user is collecting.

Adding a file request module

Before you can send out your file request(s) to your collaborators, you need to ensure your workspace has a file request module set up. This can either be done when initially setting up the workspace by choosing a template that contains a file request module, or you can add a file request module to an existing workspace if it does not already contain one.

  1. Visit the workspace you want to add a file request to

  2. Go to the "Settings" tab

  3. Scroll to the "Modules" section

  4. Here, click on the "File request" module

  5. Click "Add"


Creating a file request

Watch a short video:

Or follow the step-by-step guide:

  1. Navigate to the relevant workspace that has a file request module

  2. Click on the "File Request" tab

  3. Click "Create"

  4. Give the request a name

  5. Specify the location where the uploaded files should be placed (you can select any data room where you have "view" permissions)

  6. Assign users ("Reporters") who's responsibility it is to upload files

    • The "Reporters" list will be comprised of users who have access to this project

    • You can invite any external or internal user to the project via the invitation dialog

  7. You can assign tags to the documents that will be uploaded (for example you can label incoming financial statements as "financials"), such that when using global search, you can quickly pull up the tagged files

  8. Optionally, you can also set a deadline for the file upload, which can be coupled with recurring reminders of this deadline (refer to the end of this article for a practical use-case of this

  9. You are also able to allow the uploading of files via email, where you can either use the default data room email address which is auto-generated, or you can type in a custom email address that users (anyone, or users with specific email addresses) can use to email documents straight into the file location, shown in the screenshot below:

When you are ready, click "Create". Your reporters will get an email with a link to the upload section


Editing a file request

  1. Navigate to the relevant workspace that has a file request module

  2. Click on the "File Request" tab

  3. Locate the file request you would like to edit

  4. Click the action button (•••) in the top right corner of the file request

  5. Click "Edit"

  6. You will be able to edit the fields mentioned above, which includes the following:

    1. File request name

    2. Description

    3. Location

    4. Reporters (e.g. add an additional reporter, or remove reporters already mentioned)

    5. Tags

    6. Deadline and recurring reminders

    7. Email file upload optionality


Closing a file request

  1. Navigate to the relevant workspace that has a file request module

  2. Click on the "File Request" tab

  3. Locate the file request you would like to edit

  4. Click the action button (•••) in the top right corner of the file request

  5. Click "Close"

This will close the file request such that reporters can no longer upload files to this location via this file request channel.


File uploads for non-Capcade users

The following two sections outline ways you can leverage the File Request feature to enable non-Capcade users to send files to your data room via a public drop zone or email uploads.


Creating a public drop zone

You can create a public URL where anyone (including non-Capcade users) with the link can upload the necessary files. This is ideal if you don't know who exactly has the file you need (i.e. it's somebody in accounting). This feature is also useful to enable non-Capcade users to send files to your data room.

  1. Navigate to the relevant workspace that has a file request module

  2. Click on the "File Request" tab

  3. Locate the file request you would like to edit

  4. Click the action button (•••) in the top right corner of the file request

  5. Click "Share"

  6. Select Public and click "SHARE"

  7. Copy the link generated

Now, anyone with the link can upload the file and it will arrive at the pre-set destination.

If you need to send the link to a new public recipient, and you need to find it again, simply click on the action button on the file request, followed by "Copy public link".

You can also revoke the public access if needed, by clicking on the action button on the file request, followed by "Revoke public link".


Opening the File Request for email uploads

This feature is also useful to enable non-Capcade users to send files to your data room via web or email uploads.

  1. When creating or editing a file request, select the checkbox for "Allow uploading files via email"

  2. Copy the data room's email address and keep it handy to share with whomever you want to receive files from

  3. You also have the option to specify if you want to open the email uploads to anyone who has the data room's email address or just specific emailers for security purposes

  4. Once ready, click Create


Uploading a File

When someone has invited you to upload a file via a file request, you can upload the file through a few different mechanisms.

  • You will receive an email notification with a link to the drop zones for your report submissions - click on the link in the email to open up the drop zone

  • If you are a Capcade user, you can access the upload request anytime by following the below steps:

    1. Navigate to the relevant workspace that has a file request module

    2. Click the "File request" module

    3. Locate the relevant file

    4. Drag and drop files or click the "Browse Files" button

    5. Click the "Upload" button

  • Alternatively, if you are a Capcade user, you can click on the calendar widget at the top navigation bar from anywhere in the app, and you will see the file request reminder in your "Upcoming events" list, shown below:

  • If a public URL was shared with you, you can make use of this URL by clicking on this link and then following the below steps (illustrated in the below set of screenshots):

    • Drag and drop files or click the "Browse Files" button

    • You will need to confirm your email address via an authentication code for security

    • Click "Upload"

    • Enter the verification code you will have received to your email address

    • Click "Verify"


Recurring reminders for regular reporting requirements

When using a file request, you can define notification reminders for recurring reporting, by creating a deadline far into the future, as defined by the reporting requirements, and then creating reminders (annually, or monthly etc.) for reports to upload the documents. View this article for more information.

  1. Navigate to the relevant workspace that has a file request module

  2. Click on the "File Request" tab

  3. Locate the file request in question

  4. Click the action button (•••) in the top right corner of the file request

  5. Click "Edit"

  6. Define the deadline as the final date of the reporting period, for example 3 years from today - as defined by the reporting requirements

  7. Set a reminder to notify reporter of the requirement to report, this can be monthly, annually or custom, for example, every quarter

Reporters will be reminded of the reporting requirement via email and in-app notifications, and will be able to upload their latest reports using the open file request.


To learn more about document management, view the collection of articles in our help guide.

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