Gateway Document Types are set in Ventures. All the options related to Document Types in Gateway are set in the Administration of Ventures by a Site Administrator. Please note, this is separate from a Document Request in Gateway. Document Requests are how you add a request for a document to an application in Gateway. We have an article covering that process here. This article focuses on adding Gateway Types. For instructions on adding a Document Type to Ventures, please review the article here.

 

A Ventures site administrator account is needed to set up Gateway Document Types in Ventures.

 

• Click on Administration in the menu at the top of the screen. The Administration menu will appear.
• Click on Reference in the Administration menu on the left. A submenu will appear.
• In the submenu click on Documents. Another submenu will appear.
• In the Documents submenu, click on Types. The Document Types page will appear.
• To modify an existing document type to include it as a Gateway Document click on it's description. To add a new document type click Add. You can edit an already existing document type to include it as a Gateway Type, or you can create a new one. The process is the same. We will modify an existing type in this article, so we will click on the description of the document. Whether you modify an existing document type or add a new one, the document type pop up is the same. Since we are modifying an existing document type, you will see information already filled in some fields. If you are adding a new document type, fill in the fields before proceeding. You can find information on adding document types in the article linked above.

 

 

• Click the empty check box next to the option labeled Gateway Requests to enable the document as a Gateway Document Type. Further options will appear.

 

 

• Fill in the Gateway Document Name. This is the name someone using Gateway and any applicants will see. If you leave this field blank, the system will use the Description name.
• Add instructions for the applicant. This is optional but can help ensure documents are uploaded correctly. Applicants will see any instructions entered here on the page where they upload their document.
• The checkbox labeled Visible to applicant will be checked by default. Uncheck this box if you want the document type to only be visible by third parties uploading documents.
• If you are going to include a template for applicants to use, you can add instructions in the Template Instructions field. 
• The Template File field is where you can add a blank template for the applicant to use. You can drag and drop the template file to the highlighted area, or click the Select button and upload the file from your local machine. 

 

 

• Once you have filled in the fields for your Gateway Document type, review the information you have entered then click the Save button. 

 

The pop up will disappear and the document will be available in Gateway for you to add to any applications you are building. Adding a document to an application is called a Document Request. You can review how to add Document Requests in the article here.

 

Inactivating Gateway Document Types.

 

To inactivate a Gateway document type: 

 

• Click the description of the type you wish to inactivate. The Edit Document Type pop up will appear.
• Uncheck the Gateway Request check box. Do not uncheck the active check box. This will mark the entire document type inactive in your Ventures system. Remember. Uncheck the Gateway Requests box.
• Click Save

 

Once a Gateway document type has been inactivated, it will be automatically removed from the Gateway Application as an auto assigned Document Request (if it was assigned previously) in Gateway > Site Settings > Application Settings menu. Any new applications created after the change will no longer have this request added. Any existing applications with the inactivated Gateway document type will still have the request visible, however, when pushing the existing application to Ventures, the files uploaded in this request will not push over. The user will need to download the file(s) to their computer and manually upload in Ventures Document Storage by selecting a new valid document type.

The same is also true if a Ventures document type, that is also a Gateway document type, is deleted from Administration > Reference > Document > Types menu. It will be automatically removed from the Gateway Application as an auto assigned Document Request (if it was assigned previously) in Gateway > Site Settings > Application Settings menu. Any new applications created after the change will no longer have this request added. Any existing applications with the deleted Gateway document type will still have the request visible, however, when pushing the existing application to Ventures, the files uploaded in this request will not push over. The user will need to download the file(s) to their computer and manually upload in Ventures Document Storage by selecting a new valid document type.

 

If in the future you choose to reactivate the document type as a type in Gateway, when you recheck the Gateway Request check box, the section that appears should remember any information you have added in the Gateway specific fields, saving you from having to enter them again.

 

The cog wheel on the Document Types page in Ventures will include new options for you to add columns to the table for: Has Portal Requests (displays if Gateway Requests are enabled for the document type), Portal Name (the name of the document in gateway), Portal Instructions (instructions for the document), Portal Related File Name (attachment name), Portal Related File URL (the url for the attachment) and Portal Related File Instructions (instructions for an attachment). This can help you sort your document types list to see documents enabled for Gateway and some associated information.