Notification Configuration for Requesters

When releasing documents to requesters, you can choose whether or not to send them a link that allows them to download their documents without having to log in to the portal! The link stays active for one month, after which they'll have to log in. This is a global setting that will turn on document links for all future release documents.

Important Notes

• If the document is public and on a public request, the link will still work past the initial 1 month.
• If the box in Portal Settings is unchecked after a link has already been delivered, the link will continue to work for 1 month past the send date. The only way to disable the link is to retract the document.
• Just because someone has access to a document link doesn't mean they have access to the request itself. They will still have to log in to view the request.
• This feature will be turned off by default for all portals created before January 22, 2018. Any portals created from then on will have this feature turned on.
• This is a global setting. It is not possible to turn it on/off for individual documents.
• View requester email communication examples.

Enable Document Link Settings

1. Sign in to your portal
2. Click Portal Settings on the Admin drop-down menu
   
3. Click Notifications in the left-hand navigation menu
   
4. Check the box for Include shareable document links in "document released" emails sent to requesters
   
   
   Note: Anyone who has the link can access the document. No sign-in is required. Links expire after one month.
5. Click the Save button
   

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Closure Responses

You can include the text of your closure response in the email notification to requesters that lets them know their request has been closed. Requesters no longer have to log into the portal to read why their request was closed! This is a global setting that will apply to all future closure responses.

Important Notes

• This feature is turned off by default for any portal created before January 22, 2018. Any portal created from then on will have this feature turned on.
• This is a global setting. It is not possible to turn it on/off for individual requests.

Turn on the Closure Response Setting

1. Sign in to your portal
2. On the Admin drop-down menu, click Portal Settings
   
   
3. Click Notifications in the left-hand navigation menu
   
4. Check the box for Include closure reason text in request closure notifications sent to staff and requesters
   
5. Click the Save button
   

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