FlexFiles Documentation
Product guides, tutorials, and operational reference
Guest Uploads and Intake
Operations teams and admins11 min read

Guest Upload Links

Guest upload links are the main external intake mechanism in FlexFiles. They are folder-based, use-case-aware, and designed to route uploads cleanly into either general review workflows or specialized downstream flows such as hiring.

Platform-first model

FlexFiles is a general document platform, not a recruiting-only product. Guest upload links reflect that. The same intake foundation supports broad external file collection for operations, client onboarding, proposals, vendor requests, and hiring. HR is one preset built on the guest upload system, not the default behavior for every link.

In practice, that means the core mechanics stay generic: a folder receives external uploads, submissions are recorded, files are stored in the workspace, audit data is preserved, and teams can review the intake in a link-level view or a workspace-wide inbox. Specialized domains such as hiring add extra logic only when the selected use case requires it.

Predefined use cases

When you create a guest upload link, FlexFiles now starts with an explicit use case instead of forcing one generic template on every workflow.

  • General file intake: the default platform path for broad document collection, client requests, intake queues, and operational submissions.
  • Business proposal: a structured intake path for proposals, agency decks, pricing, timelines, and vendor responses.
  • HR recruiting: a specialized path that hands candidate uploads into the Hiring Suite instead of treating them as ordinary document intake only.
Choose the use case before publishing

Use one link per real workflow. If a process needs different routing, metadata, or review logic, create a separate link instead of reusing a general-purpose one.

Common patterns

  • Client onboarding and document request lists.
  • Vendor or partner submissions.
  • Candidate resume and cover-letter collection for hiring jobs.
  • Operations intake before AI extraction or workflow processing.

How link creation works

  1. 1

    Open a folder in My Files and create the guest upload link from that folder context.

  2. 2

    Choose the use case that matches the process: general intake, business proposal, or HR recruiting.

  3. 3

    Review the preset title, note, field layout, file limits, and password or expiry settings.

  4. 4

    Adjust the form schema so the external user provides the minimum context your internal reviewers will actually need.

  5. 5

    Publish the link, copy the public URL, and use the direct management action to open either submissions, the inbox, or the hiring workspace.

Form, access, and limit controls

  • Links are created against a specific destination folder, so uploads already land in the right workspace context.
  • Each link can include a custom form schema with required and optional fields.
  • Links can use expiry dates, passwords, per-link file caps, per-IP upload caps, and plan-controlled file-size limits.
  • Public upload sessions are validated separately from workspace access so external users can submit files without entering the internal product.

Two review surfaces: link-level and workspace-level

Guest upload links now support two complementary review surfaces. The per-link submissions view is best when a user wants to inspect only one link and see exactly what that intake path has received. The workspace submission inbox is best when a team needs one broader triage queue across many links, use cases, or folders.

A practical rule is simple: use the link-level submissions tab when you are managing one intake link in context, and use the submission inbox when the team is assigning, filtering, or reporting across all submissions in the workspace.

  • Per-link submissions view: good for one intake link, quick file review, and narrow operational actions.
  • Workspace submission inbox: good for cross-link triage, filters, tags, assignees, bulk actions, and AI-assisted review.

How routing changes by use case

  • General file intake links stay in the normal guest-upload path and are reviewed through per-link submissions or the submission inbox.
  • Business proposal links also stay in the general intake path, but the preset fields make proposal comparison easier.
  • HR recruiting links are different by design: uploads still come through guest upload infrastructure, but candidate review and shortlisting move into the Hiring Suite instead of being forced through generic inbox-only workflows.

HR recruiting links and Hiring Suite handoff

If the selected use case is HR recruiting, the link is attached to a hiring role. Candidate uploads are parsed and routed into the Hiring Suite so recruiters can score, compare, shortlist, reject, discard, and rediscover applicants with role-aware logic. This keeps the guest upload layer flexible while avoiding the mistake of pretending candidate review is just another generic document queue.

  • HR links can attach to an existing role or create a new role during link creation.
  • The raw submissions table still exists for intake visibility, but recruiter decisions belong in the Hiring Suite.
  • General and proposal links do not inherit hiring logic unless the HR use case is selected explicitly.

Design guidelines

  1. 1

    Create one link per business purpose instead of reusing one generic intake link.

  2. 2

    Name the link so the internal destination is obvious.

  3. 3

    Decide before launch whether the intake leads to manual review, AI review, workflow automation, or a hiring pipeline.

  4. 4

    Keep the external experience simple and the internal routing precise.

Safety and governance

Guest upload links are effective because they separate contribution from access. External users can send files in without entering the internal workspace. That reduces permission sprawl and helps preserve clearer auditability in document-heavy processes.

What the external user experiences

  • The public page shows the link purpose and any structured fields the owner configured.
  • Protected links require password authorization before upload can proceed.
  • Successful uploads create both a guest-facing confirmation and an internal workspace notification.
  • If an upload is rejected because of size, type, session, or limit rules, the page should stay on the same link and show the upload error in context rather than implying the link no longer exists.

Mistakes to avoid

  • Do not use one link for several unrelated workflows.
  • Do not rely on file names alone when the process requires structured review.
  • Do not widen workspace roles when the real need is bounded external intake.
  • Do not choose the HR preset for ordinary file collection just because it includes more fields. Use HR only when the intake truly belongs in the Hiring Suite.

Common guest upload link questions

Does every guest upload link behave like a hiring pipeline?

No. Only links created with the HR recruiting use case hand off to the Hiring Suite. General intake and business proposal links stay in the standard guest upload review model.

Should I review submissions from the link page or from the submission inbox?

Use the link page when you are managing one link in isolation. Use the submission inbox when you need to triage across many links, add assignments, filter by use case, or take workspace-level actions.

Can I use guest upload links for non-HR business processes?

Yes. That is the primary design of the feature. HR is one optional preset built on top of a general external intake system.