CONTENTS

• What is a File Request?
• Create a bulk File Request
• Create an Individual File Request
• View your File Request
• Receive a File Request
• Review and Import Files
• Send Reminder Email

What is a File Request?

A File Request allows you to request files from non-Lumi users (ie Applicants, Talent, Crew and Clients), and have the files upload files directly into Lumi. For example, you can request contracts, videos and images from Talent, paperwork from Crew, and have the files import directly to their Card, eliminating any back and forth over email. 

File Requests allow the recipient to upload larger files than they could via email.  Individual files can be up to 200 MB when uploaded via a File Request!

You can send File Requests to an individual recipient, or to multiple recipients at once. File Requests are made from the Communications Centre for bulk requests, or from the Comms tab on a Card, for individual requests.

Create a bulk File Request

Click the Comms Centre icon in the sidebar.

Click the + button in the top-right corner.

Click the + to send a new communication (email or SMS) to an individual or multiple recipients.

The New Communication dialog will open.

Communication Type - Select "Email"

Search - Search the names of the Applicant/Talent/Crew you want to send the File Request to. You can add as many recipients as you want from the Communications Centre.

Subject - Enter your email subject line.

Request Files - toggle this on (blue) to request files. Recipients can upload files up to 200MB per file.

Vault - When you request files, the Vault drop-down menu will appear. This allows you to nominate a vault for the incoming files to be allocated to for safe keeping. For more information on Vaults, click here.

Attach Files - toggle this on (blue) if you are also sending files to the Applicant/Talent/Crew. For example, you might be sending a contract for them to sign and return. A section will open for you to search for, or drop your files. 

Note, max size per file is 10 MB when sending by email. This limit is in place because some email servers tend to block large downloads.

Message: Type a message to the recipients. This can include links to online forms or paperwork, or to specify how you want the files to be named.

Your communication will look like this once filled out. 

Click 'Send'.

Your File Request has been sent to the recipients' default email addresses, as specified on their Cards.

Create an Individual File Request

Open the relevant Card, then click on the Comms tab. 

Click the purple down arrow to expand the toolbar, then click the Comms iconin the toolbar.

The New Communication dialog will open.

Communication Type - Select "Email"

Search - Search the name of the Applicant/Talent/Crew you want to send the File Request to. You can add as many recipients as you want from the Communications Centre.

Subject - Enter your email subject line.

Request Files - toggle this on (blue) to request files. Recipients can upload files up to 200MB per file.

Vault - When you request files, the Vault drop-down menu will appear. This allows you to nominate a vault for the incoming files to be allocated to for safe keeping. For more information on Vaults, click here.

Attach Files - toggle this on (blue) if you are also sending files to the Applicant/Talent/Crew. For example, you might be sending a contract for them to sign and return. A section will open for you to search for, or drop your files. 

Note, max size per file is 10 MB when sending by email. This limit is in place because some email servers tend to block large downloads.

Message: Type a message to the recipient. This can include links to online forms or paperwork, or to specify how you want the files to be named.

Your communication will look like this once filled out. 

Click 'Send'.

Your File Request has been sent to the recipient's default email address, as specified on their Card.

View your File Request

Once sent, your File Request will display at the top of the Communications Centre. 

It will also display on each recipient's Card, on the Comms tab.

You can view the details of the message you sent by double-clicking on the message.

Receive a File Request

Once you've sent a File Request, the email your recipient receives will look like this.

Note: If they reply to this email, their reply will go to the Lumi user that sent the File Request.

Once they have clicked the link they will be asked to enter their email for security reasons and click the reCaptcha checkbox.

Via an easy drag and drop, or by selecting "Choose Files" they can upload the requested files. 

Note: there is a file size limit of 200MB per file. 

Once they have uploaded the files, and clicked "Done", they will receive a confirmation that the upload has worked. 

Review and Import Files

Once files have been returned to you via a File Request, you will receive a notification. Click on the notification bell and the Notification Centre will open.

Click "Open Inbox". This will open the Applicant/Talent/Crew's Card to the Comms tab. All communication with this person will be listed here. The red number next to "File Request" shows how many files have been returned.

Note, you can access returned files directly in the Communications Centre or on the person's Card, rather than from the FYI. 

Review Files Before Importing

Click the action menufor the relevant row, and then click Review Files.

From here, you can view the list of files and select those you want to import.

Import Files without Reviewing

Alternatively, you can double click onand click "Import". All files will import without the opportunity to review them first or select individual files.

The imported files will be saved to the person's Media tab. If you nominated a vault in the File Request setup, the files will be allocated to that vault. Only users with access to the vault can view the files.

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Send Reminder Email

You can send a reminder email by clicking the action menufor the relevant row. Select "Send Reminder".

Complete the details of your reminder email.

Click "Send".

Please let us know below if this guide was helpful!