> For the complete documentation index, see [llms.txt](https://engyon.gitbook.io/engyon/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://engyon.gitbook.io/engyon/en/how-to-guides/sources/manage-and-create-file-requests.md). # Managing and creating file requests ### Add own file request If you click on + Request a document, you can create your own file request. Then you need to fill in the following: * The **procedure** or procedures (you can select multiple) to which the file request relates. * **Name** of the file request. * **Description** of the file request. * **Include in references**: when you enable this, you can directly generate references from the document(s) uploaded with the request. Only PDF files and Office files (Word, Excel, PowerPoint and similar types that Engyon converts to PDF) are indexed. Other types, such as `.xaf`, are not included in references, even if this switch is on. You will then see `This file type cannot be indexed`. On the document itself, this is shown under `Indexation`. * **Permanent**: when you enable this, the request will be included when [rolling forward](/engyon/en/how-to-guides/audit/roll-forward-an-audit.md#permanent-file-requests). Files are only included if the file itself is also permanent. * **Party where the document comes from** 1. `Audit firm:` Only the audit team within the audit sees the source request. 2. `Client:` Client and audit team see the source request. 3. `Component auditor:` the Component auditor and the audit team in the audit see the source request; client users do not. See [Inviting a Component auditor](/engyon/en/how-to-guides/audit/invite-a-component-auditor.md). * **Allowed file types:** pdf or Excel, use this to limit which file types may be loaded. * **Automatically link to new underlying audits**: When you enable this, file requests in new coupled audits will automatically take over the properties of this file request and be synchronised. * **Propagate to underlying audits**: When you enable this, a copy of this file request will be included in every already created underlying audit. This copies the properties of this file request and will keep them in sync. ### Publishing file requests A file request becomes visible to the client or component auditor after you publish it. 1. Open the file request, click on `Status` and then on publish. 2. Or publish multiple file requests at once: in Sources, click Bulk actions and then Publish file requests. 3. In that screen, the file requests are displayed in a tree per phase and subphase. Check a phase or subphase to select all file requests under it at once. You can then uncheck individual file requests. 4. Click Publish selected file requests at the bottom of the screen. If you have selected a phase on the left, the file requests of that phase and the underlying subphases are checked by default. You can still check additional phases. ### Assigning file requests You can assign multiple published file requests to the same person at once, for example all IT file requests to the client's IT contact person. Only published file requests that are not yet ready are shown in this screen. The chosen person is added; existing assignments remain. 1. In Sources, click Bulk actions and then Assign file requests. 2. Under Assign to, choose the person. 3. In that screen, the file requests are displayed in a tree per phase and subphase. Check a phase or subphase to select all file requests under it at once. Avatars show who is already assigned. A file request that belongs to multiple procedures is listed under each coupled phase. 4. Click Assign selected file requests. ### Posting a comment On a published file request that is not yet ready, you can post a comment without uploading a file. This is useful if the answer is already in a previous file and you only want to refer to it. 1. Click on the file request on the icon (comment) :comment:. The number next to it is the number of comments. 2. Type the text and click on Save. You will see the comment under Comments. Only the author can change or delete that comment, and only as long as the file request is not yet ready. ### Approving file requests File requests that are for review can be marked ready together. The files in those requests are approved at the same time. 1. In Sources, click Bulk actions and then Approve file requests. 2. Tick the file requests. A phase or subphase ticks everything under it. 3. Click Approve selected file requests. ### Locking file requests You choose which client users may see a file request. The people you pick replace who can see it now. 1. In Sources, click Bulk actions and then Lock file requests. 2. Under Visible to, choose the client users. 3. Tick the file requests. A phase or subphase ticks everything under it. 4. Click Lock selected file requests. ### Deleting files You delete files and leave the file requests in place. Nothing is ticked in advance. 1. In Sources, click Bulk actions and then Delete files. 2. Tick the files. A phase or subphase ticks every file under it. 3. Click Delete selected files. The trash icon (:trash:) is missing for the audit team on a file under Provided by client when a procedure on that file request is waiting for review or completed. That file is then also absent from Delete files. In that procedure, click Status and choose reopen execution. Only an Engagement leader can reopen a procedure with status completed. You can delete the file after that, unless it still has references. You then see `This file has references and cannot be deleted.` ### Deleting a file request Delete in the menu of the icon (three dots) :ellipsis-vertical: only appears if the file request no longer has any files. File requests that still contain files are deleted from Bulk actions. That also deletes the files in the request. This cannot be undone. Nothing is ticked in advance. 1. In Sources, click Bulk actions and then Delete file requests. 2. Tick the file requests. A phase or subphase ticks everything under it. 3. Click Delete selected file requests. An empty file request is deleted as follows: 1. Open the file by clicking on the title. Click on the icon (trash can) :trash: at the top right and confirm `Are you sure you want to delete this file?` 2. If the icon (trash can) is not clickable, the file still has references. You will see `This file has references and cannot be deleted.` Remove those references first and repeat step 1. If the icon is missing, a linked procedure is waiting for review or completed. See [Deleting files](#deleting-files). 3. Click on the icon (three dots) :ellipsis-vertical: and click on Delete. In [training module 3: Sources](/engyon/en/training/training-english/module-3-sources.md) you practice this in an audit.