How do contacts upload files?

Many organisations need photos, certificates or other documents to be uploaded on registration. Here's how you can set that up on LoveAdmin

Requiring a file

Adding required files for products can be set alongside the other product settings:

  • Navigate to Home > Settings > Products
  • Select the product group or product that you require uploaded files for
  • Open the "Required files" tab on the right
  • Select "Add file category"
  • Select the option that best applies to what you're asking for
  • Don't worry too much about these terms, you can set a custom description for your contacts to see under "Description"
  • Select Save

Now when a member signs up through your shop, they'll be asked to upload a file that matches the description. This can be seen in the video above. 

Tip: You can have multiple Required files for the same product.

Managing Shared Files

When a customer has uploaded a file in this way it is called a "Shared file". 

Viewing and Exporting Shared Files

Shared files can be viewed and exported in a few places:

In the Contact's Record
  • Navigate to Home > Contacts
  • Find the relevant contact
  • Select the "View record icon" contactrecord
  • Under "Personal info" select "Shared files"
    • Here you have the option to download the file, copy the url the file is stored at, reject the file or preview it if it is an image

Rejecting the file will stop your organisation from having access to the file. This can only be reversed by the contact through their joinin account (more information below). You may want to do this if your organisation no longer has need for that file.

Through Column Headings and Exporting
Through the column headings option, you can view the files for multiple contacts and export them to a document for further use.

  • Navigate to Home > Contacts
  • Select the "Choose columns" icon: image-png-Mar-11-2022-09-40-10-11-PM in the top-right
  • Tick "Shared Files"

This will display links to download the shared files in your Contacts tile. You can also select "Export to Excel" to export a list of the members alongside download links for each of these files.

Note: By filtering by products in the Contacts tile, you can quickly collect all the relevant files for individual teams and product users.

The Contact's Options

The contact has a number of options it's useful to know about. If you need customers to return with more files to upload at a later date, they can do so with the instructions below.

Uploading More Files

  • Ask your contact to log into their joinin account
  • On the sidebar, select "Friends and Family"
  • Select the relevant person
  • Select "Files"

  • Under "Upload a new document"
  • Choose the document type
  • Select "Click to upload"
  • Select Share file sharefile

  • Have them select your organisation from the list that appears

Sharing an existing file with your organisation

  • Ask your contact to log into their joinin account
  • On the sidebar, select "Friends and Family"
  • Select the relevant person
  • Select "Files"

  • Select Share file sharefile next to the relevant file
  • Have them select your organisation from the list that appears

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