What Are File Roles?
A File Role is a label you use to identify a document you want to have attached to an email or transaction. Here's how it works.
You can upload a document to your transaction by using the paperclip icon, and then label it with a file role. Use the drop down arrow next to the document name to assign the correct file role to it. Anytime you see a little red flame next to the document name, it means the file role is assigned to the document.
When you create an email template, you will want to add file roles to it. You can choose to attach the newest, oldest, or all versions of the file. Select the name of the file role you labeled the document with in your transaction.
After that, you can select to have the file role attach the main file only or the main file and any additional files.
For example, if you're uploading documents in your transaction for the home inspection report, you can have the report as the main file and any pictures that go with it as additional files. When you add the file role in the email template, you can choose to only match the main file (home inspection report) or the main file and any additional files (home inspection report with photos).
Now, when you apply an email template in a transaction that has file roles on it, it will look over your documents in the transaction to see if any of those with file roles match what is in the email template. If any match, the documents will be pulled into the email as attachments.
File Roles & Conditions
If you are using conditions, you can use file roles to determine whether a task can be completed or if a trigger is ready.
For example, if you have a task to email the Lender the Purchase Contract, you can create a condition on the task that says, IF File Role -> Purchase Contract FE -> Exists in Property, then queue up the task to review the email, and automatically attach the document that corresponds to that file role for your transaction.
If the condition is not met, meaning no one has uploaded the document for that file role, then the task will be locked. You won't be able to complete it until the Purchase Contract FE file role exists in the transaction.
