Add & Manage Documents

Documents can be uploaded to NextRequest in response to a particular request or proactively uploaded to a general public index before any request has been made for it. You can also post links to previously posted documents or external sites.

Add a Document to a Request

You can add a document to any request. At the time you add the document, you can choose to either release it immediately or to keep it under internal review to be released at a later date.

1. Sign in to your site
2. Open the request you want to add a document to
   
3. Click the Add Document icon (paperclip) in the upper-right corner, above the request description
   
4. Click the upload icon or drag and drop your files into the field that reads "Drop your files and folders here or click to upload (files only)"
   
5. (Optional) Enter the name of a new or an existing Folder you would like the documents to be stored in
   
6. (Optional) Change the visibility setting from Staff Only to either Requester + Staff or Public. If you would like the document to only be visible to internal staff don't change the visibility at this time.
   
   Note: The document will need to be released at a later date in order to be visible to the requester. Learn more about Document Visibility.
7. Click the Save button
   
8. View the document in the Documents tab list of the request
   

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Add a Link to a Request

You can add a link to any request. At the time you add the link, you can choose to either release it immediately or to keep it under internal review to be released at a later date.

1. Sign in to your site
2. Open the request you want to add a document to
   
3. Click the Add Document icon (paperclip) in the upper-right corner, above the request description
   
4. Click the Links tab
   
5. Paste the URL in the Document Link field
   
6. (Optional) Add a Description and Document Date
   
   • Description: Include any keywords that will help make the document easy to find in search.
   • Document Date: The date the webpage/document was created or last updated
7. (Optional) Enter the name of a new or existing Folder that you would like the link to be stored in
   
8. (Optional) Change the visibility setting from Staff Only to either Requester + Staff or Public. If you would like the link to only be visible to internal staff, don't change the visibility at this time.
   
   Note: Learn more about Document Visibility.
9. Click the Save button
   

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Upload a Document Outside of a Request

You can proactively upload a document to the NextRequest portal before a request has been made for it. Visitors to your NextRequest portal can then locate it in the document index and download a copy without having to request it. Like documents that have been uploaded to a request, documents that have been uploaded to the document index can be released to the public or retracted, as well as organized into folders.

1. Sign in to your site
2. Select the Documents link in the upper-left corner of the Portal dashboard
   
3. Click the Upload documents button in the upper right-hand corner
   
4. Click the upload icon or drag and drop your files into the field that reads "Drop your files and folders here or click to upload (files only)"
   
5. Fill out the remaining fields, as needed
   
   • Folder: Enter the name of a new or existing folder that you would like the link to be stored in
   • Document Visibility: If you would like to release the link now, you can change the visibility setting from Staff Only to either Requester + Staff or Public. If you would like the link to only be visible to internal staff, don't change the visibility at this time. Learn more about Document Visibility.
6. Click the Save button
   

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Edit Document and Link Information

You can edit a document or link’s name, description, and date at any time after it has been added to a request. 

1. Open the document via a request or the Documents index:
   • Request: Open the request and select the document link
     
   • Documents index: On the Documents page, select the document you wish to edit
     
2. Click the pencil icon next to the field you wish to modify
   
   • Description: Add a description of the document
   • Folder: Select the folder you wish to add the document to
   • Visibility: If needed, change the visibility of the document
   • Document Date: The date that the document was created/last updated

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Organize Documents & Links into Folders

You can use folders to organize documents and links and make them easier to manage and locate. Folders created on a request page will automatically appear on the documents index as well. Changes made to a documents folder on the documents index will be applied to the request page as well.

Important Notes

• To create a folder, you have to upload or move a document/link into it. It is not possible to create an empty folder. If all documents and links are deleted from a folder the folder will disappear
• When a requester uploads a document to their request it is automatically placed in a folder called “Requester uploads”.

Move Documents into Folders on a Request

1. Sign in to your site
2. Open the request you want to add a document to
   
3. Select the Documents tab
   
4. Check the boxes next to the files you wish to move and select the Move to folder icon at the top of the list
   
5. Search for and select an existing folder from the drop-down or type in a name for a new folder
   
6. Click the Save button
   

Move a Document into a Folder Outside of a Request

1. Select the Documents link in the upper-left corner of the Portal dashboard
   
2. Select the document you wish to edit
   
3. Click the pencil tool next to the Folder field in the left navigation
   
4. Type a new or existing folder name into the box
   
5. Click the Save button
   

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Delete a Document or Link

If you decide that a document or link should not be available on your portal to either requesters or staff you can delete it. If you delete a document or link it will no longer be available and cannot be restored. We strongly recommend you retract a document or link and/or keep it unpublished rather than delete it entirely. Documents and links can only be retracted when the request is open. View information on how to reopen a closed request. A document or link that is not published is only visible to staff who have access to the request it has been uploaded to. If the document or link was uploaded directly to the documents index then it is visible to all internal staff. 

Delete Documents on a Request

1. Sign in to your site
2. Open the request you want to add a document to
   
3. Select the Documents tab
   
4. Check the box(es) next to the document(s) you wish to delete and click the Delete documents icon at the top of the list
   
5. Click the Delete button on the pop-up that says "You are about to delete X documents. This action cannot be undone. Do you want to continue?"
   

Delete a Document Outside of a Request

1. Select the Documents link in the upper-left corner of the Portal dashboard
   
2. Select the document you wish to delete
   
3. Click the Delete (trashcan) icon in the top right corner
   
4. Click the Ok button on the pop-up that says "Are you sure you want to delete this document?"
   

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Supporting Articles

• Document Redaction
• Manage Document Visibility
• View and Search in a Document
• Document View Metrics
• Request Management Guide