User Interface and Features

1. Sign-up

The Sign-Up feature enables new users to create an account with File Invite, granting them access to its functionalities. This process is designed to be quick and secure, ensuring user data protection from the outset.

• User Instructions

1. Access the Sign-up page
   1. A user can also visit the sign-up page via the login page and click the ‘Sign up here’ link just below the email address box.
2. Fill in the required fields
   1. Email
   2. Password (and confirm password)
   3. Region (Selecting the data hosting region where our users want to store their data)
   4. Agreeing to the terms and privacy policy
3. Click the Sign up button to complete the sign-up process
4. Users will then proceed to the pre-qualification window to finish the onboarding process. Then they can start using File Invite.

2. Pre-qualification

This feature was designed to collect essential information from users, such as their first name, last name, email, timezone, and company name enabling a personalized user experience. For the business, it helps us gather demographic data to better understand our customer base.

• User Instructions

1. After successfully signing up, users are automatically redirected to the pre-qualification page to complete the onboarding process.
2. Once the pre-qualification window is completed and submitted, users will gain full access to the application features. An incomplete pre-qualification window results in restricted access in File Invite.

3. Login

This feature enables registered users to access File Invite.

• User Instructions

1. Navigate to https://fileinvite.app/login, input the user’s account email and click the Next button.
2. A password field will appear for users to enter their password.
   1. A show password option has been made available

4. Dashboard

When you sign into your FileInvite account, you land in your Invites Overview Page, which provides an at-a-glance view of your Invites.

• The navigation panel along the left displays the main menu icons like invites, templates, contacts, etc. To expand any menu option, click its icon.

Manage Invites Table

The Manage Invites screen lists all your Invites and provides tools to search, filter, and organize them:

• Views: Use the Views dropdown to switch between saved views (default is All Invites). Click Reset to clear the current view, or Save View to save your current filters and sort order as a new view.
• Filter: Click Filter to narrow the list by specific criteria.
• Sort By: Use the dropdown (default Newest Invites First) to change the order Invites appear in.
• Export CSV: Click Export CSV to download the current list of Invites as a spreadsheet.
• Search: Use the search bar to find an Invite by Invite Reference or Contact name.
• Column Filters: Click Column Filters to choose which columns are visible in the table.

Each row in the table includes:

• Invite Reference: The name of the Invite. Click it to open the Invite.
• Status badge: Indicates the current stage of the Invite, such as No Progress or Awaiting Review.
• Contacts: The Contact(s) associated with the Invite.
• Progress: A progress bar showing the percentage of requests completed.
• Scheduled Date and Due Date: Displays a dash (–) if not set.
• Last Activity: How long ago the Invite was last updated.

Create Invite

Click the ⋮ (three-dot) icon at the end of any row to access additional actions for that Invite.

At the top right of any FileInvite page is the Create Invite button and your profile icon. Click the dropdown arrow next to Create Invite to access additional options:

• • Create Bulk Invites
  • Create Recurring Invite

Clicking the profile icon opens a menu to change user settings or log out. You can change your account password and turn on/off two-factor authentication under user settings.

 For steps on creating a new Invite, see Creating and Sending an Invite. 

Viewing an Invite

Click any Invite Reference to open the View Invite screen. The header shows the Invite name and includes:

• Privacy: Manage privacy settings for the Invite.
• Messages: Open the messages panel to view or send messages related to the Invite.
• Invite Actions: Access actions such as downloading files or editing the Invite.

The screen is organized into the following sections:

• Requests: Lists the Subject, any message to the client, and the document requests within the Invite. Each request shows a status badge, such as No Progress. Use Filter by Contact or Filter by Status to narrow the list when an Invite has multiple requests.
• Contacts: Displays the Contact(s) associated with the Invite.
• Schedule: Shows Send Now to send the Invite immediately, and displays whether a reminder is set (No reminder set if none is configured).
• Invite Settings: Displays the Point of Contact, Assignee, and Assigned Team for the Invite.

Integrations

The Integrations menu lets you connect your account to your cloud drives, to download the files automatically as they are received. You can look up individual articles for more information on integrating specific cloud drives and accounts. Australian accounts with the Bank Statements add-on can also configure the Illion BankStatements integration from this menu to collect bank statements directly from borrowers through the Client Portal.

Account Usage Metrics 

FileInvite now tracks key usage metrics at the account level to support better visibility and future plan management. Tracked metrics include:

• Number of returned requests

• Storage usage

• API calls

• Total user count

These metrics are visible at the account level and help teams monitor their FileInvite usage for operational awareness and scalability.

Enhanced Reporting Dashboard

Team Pipeline Status Charts:

• Visual overview of invite progress by team
• Track completion rates across departments
• Identify bottlenecks in your workflow

Invite Distribution by Team:

• See which teams are handling the most invites
• Balance workload across departments
• Monitor team performance metrics

Template Usage & Effectiveness:

• Track which templates are used most frequently
• Monitor completion rates by template type
• Optimize your template library based on usage data

Form Collaboration Features

Real-Time Form Collaboration: When multiple contacts work on shared forms:

• Each contact can see what others have completed
• Reduces confusion and prevents accidental overwrites
• Progress updates appear in real-time
• Signatures and field completions are visible to all authorized users

Security Enhancements

• Signature Clearing: When a signed form is rejected, all signatures are automatically cleared while preserving other form data
• Session-Based Downloads: Borrowers can only download/delete uploaded files until they refresh their browser page
• 30-Minute Window: Download restrictions work alongside the existing 30-minute access window

Print Functionality

Generate professional PDF summaries of invites:

• Include all contact information, requests, descriptions, and due dates
• Available in branded and non-branded versions
• Perfect for sharing with external partners or third-party lenders
• Accessible from any invite view