Autocopy automatically copies files from Requests into the relevant Documents folders. Fieldguide will automatically create a folder named after the sheet row that the request is linked to. Autocopy works best when set up at the beginning of an engagement (before your client begins uploading files).
Enable autocopy
Autocopy is controlled by the Automatically copy uploaded files toggle inside a request's settings.
Autocopy may be enabled by default depending on the method used to create this request.
If a request is not mapped to any sheet rows, you’ll need to manually select a destination folder in the request’s settings to enable autocopy.
Autocopy occurs when the request's status is set to Ready for Review.
Autocopy automatically adds the files to subfolders inside the
Sheet Documentsfolder, unless you manually set a different destination.The subfolders are named after the sheet row linked to the request.
Automatically enable autocopy on requests
Follow these steps if you want autocopy to be enabled automatically on requests.
If you choose not to do this, you can enable autocopy on requests later, but it may require extra steps.
Step 1: Set up your sheet
Before you begin adding requests, set up the sheet that you plan on linking the requests to (such as a testing matrix). Then, follow these steps:
Add your controls or requirements to the sheet.
Make sure your sheet is numbered with row keys. If you leave the row keys blank, your requests can't be mapped to sheet rows, and you’ll need to manually select an autocopy destination folder on every request.
Make sure the sheet has the
RequestsandDocumentsmagic columns.
Step 2: Create requests
After your sheet is set up, create your requests. Fieldguide will enable autocopy automatically if you use either of these options for creating requests:
Import requests from an Excel file.
Create requests from a sheet's Requests column.
Triggering autocopy
When a client uploads a file to your request, it will not be copied to your Documents until someone sets the status to
Ready for Review.Autocopy won’t copy any additional files uploaded to the request once it’s already under review. If changes need to be made once the request is under review, we recommend changing the status back to
Openfirst.
Requesting changes
As soon as a client sets a request's status to Ready for Review, autocopy will add copies of the request's files to your engagement's Documents. After this, if you change the request's status to Changes Requested, Fieldguide will offer you the option to delete the documents that were previously copied. This saves you the trouble of removing the un-needed documents manually.
Any deleted documents will be moved to the recycle bin.
Regardless of what you select, any documents previously uploaded to the request will remain inside the request unless you or the client delete them.
