Validating uploaded files

Validating means saying, document by document, whether it’s fine or not.

Switching it on

It’s decided for each request, in the «Settings» step: the «Document validation» switch — «Enable manual validation of every uploaded file». Underneath appear «Select validators» (who will decide), «When to validate:» — «Validate as you go» («Validators validate files one by one, whenever they want.») or «Validate when upload is complete» («Validation only happens after the participant has sent everything.») — and «Validation deadline (days from the participant’s completion):».

The participant sees their files go through «Awaiting validation» and then «Validated», and the final button of their page becomes «Send for validation».

Where you validate

There are two ways, depending on who you are.

If you manage collections: from «Flows» you go into the collection, open the topic’s folder and on the files, on the right of the row, there are the icons: the tick «Validate», the cross «Not valid», the arrow «Remove validation». Or, from the «Management» gear on the collection’s row, the «Validation» section of «Activation details»: there you see the totals and, in the «Actions» tab, «Per-participant actions» and «Bulk actions» — including «Send validation summary» and «Flag invalid files».

If you’re a validator only: open «Dashboard» in the left-hand menu — the title at the top says «Validation» — and you find a card for each collection assigned to you, with the validated/to-validate ring and the filter by state above. «View» opens the detail: the topics, and inside them the files. A click on the file opens the preview with, at the top right, «Validate», «Reject» and «Download».

With «Validate when upload is complete» the buttons stay off until the participant has sent everything, and hovering over them tells you so.

Rejecting

«Reject» opens the «Reject file» window with the «Explain to the participant why the file was rejected…» field and, above it, the ready-made phrases of the «Rejection note templates» (written in the settings). The rejection isn’t silent — «File marked as invalid — email sent»: the participant receives the explanation and can upload again. That’s why it’s worth writing real reasons: they’re the only thing they read to understand what to redo.

Going back

«Remove validation» on the file’s row, and you read «Validation removed». It’s also needed when a participant asks to change an answer blocked by an already validated document — see the page on conditional logic.

⚠️ A validated document blocks the participant

The participant sees it written: «Document validated — locked». They can no longer replace it on their own. It’s intended: it’s what makes validation a decision and not an opinion. To unblock it you have to remove the validation yourself.

Who can do it

You need the Validazione extension on for the company, and then two distinct privileges: «Accesso modulo validazione» to have the dashboard, and «Valida documenti» to actually decide. A validator only sees the collections they’ve been assigned to — in the request’s «Settings» step, or from the «Validators» tab of the «Validation» section.

If a validator reads «No activation assigned. Contact the administrator.», the privilege is there but nobody has assigned them a collection yet.

Questions this guide answers

• how do I approve or reject an uploaded document
• how do I tell the participant the file isn't right
• how do I undo a validation done by mistake
• what is the validator
• where are the files to validate