Downloading Respondent-Uploaded Documents (Document Management)

This article explains the Document Management feature, which lets administrators/managers download files submitted through Document Upload questions in bulk. Downloads are available at three levels - Response, Cohort, and Reports - and are delivered as a single ZIP file.

Enabling Document Management

Document Management must be switched on at the site setting level before any of its options appear in the platform.

1. Go to Administer > Site Settings.
2. Click the Features tab, then stay on the default General sub-tab.
3. Scroll to the bottom of the list and tick Use Document Management.
4. Click Save to apply the change.

Once enabled, the following entry points become available:

• A View Documents option in each response's Action menu on the Responses page.
• A Documents tab inside every cohort's details page.
• A Documents tab on the Reports page.
• Two new filename-template fields in each assessment settings' Options tab.

Configuring Document Filenames

With Document Management enabled, two new fields appear inside each assessment's settings. They control how the downloaded files and the containing ZIP archive are named, so that documents from different respondents can be identified without being opened.

Where to find them

1. In the left navigation, click Assessments and open the assessment you want to configure.
2. Open Assessment Settings and click the Options tab.
3. Locate the Document Download File Name and Document Download Zip File Name fields.

The two fields

Downloading at the Response Level

Use this path when you want to download uploads for a single respondent.

1. Go to Assessment Manager > Responses and locate the response you want. The Search field and Date Filter help narrow the list.
2. On that response's row, click Action > View Documents.
   
3. In the Select Documents to be downloaded modal, expand the tree (Section > Subsection > Question) and tick the documents you want. Use Select All to include everything.
4. Click Confirm Selection.
5. Click Download in the Download Documents panel that appears. The ZIP file is generated and saved to your browser's downloads folder.

Downloading at the Cohort Level

Use this path when you want to download uploads for some or all respondents in a single cohort.

1. Go to Assessment Manager > Cohorts and click View on the cohort you want.
2. On the Cohort Details page, open the Documents tab.
3. In the Select Documents to be downloaded panel, tick the Sections, Subsections, or Questions you want and click Confirm Selection.
4. In the Select Responses panel that appears, tick the respondents to include. Use the Search field to narrow the list, or tick Select All (all matching responses, not just current page) to include every respondent across pagination.
5. Click Confirm Selection, then click Download in the Download Documents panel.

Downloading at the Reports Level

Use this path when you need documents for a specific assessment across multiple cohorts or organisations, or when you want to filter a broad population of respondents in one go.

1. Go to Assessment Manager > Reports and click the Documents tab.
2. In the Select Assessment panel, choose the assessment whose documents you want to download. This step only exists at the Reports level; the Response and Cohort flows already know which assessment they belong to.
3. Tick the documents you want in the Select Documents to be downloaded panel and click Confirm Selection.
4. In the Select Responses panel, use the Filter by Cohort and Filter by Organisation dropdowns (available at this level only) along with the Search field to narrow the list.
5. Tick the respondents you want, or use Select All (all matching responses, not just current page), then click Confirm Selection.
6. Click Download to retrieve the ZIP file.

Quick Reference

FAQs & Troubleshooting

Use the questions below to troubleshoot common issues.