Require File Uploads Task Option

The Require File Uploads task option is a fast and easy way to gather documents, brand assets, photos, and more from clients.

This article will explain how this task option works in LaunchBay and provide instructions for using it.

👋 Tip: You can choose a folder for each file you collect, so client uploads land exactly where your team needs them. If you don’t choose a folder, files are saved to the project’s Files page, where you can organize them later. Click here to learn more.

How to Request Files from Clients

After creating a new task or clicking the edit icon on a task you want clients to upload files into, click the “File Uploads” button under the “Require” section of the task composer.

The Collect Files modal that opens will prompt you to name each file you’re collecting. Adding a separate file collection for each item is especially useful when your team needs multiple files (or types of files), because it shows the client exactly what your team needs. Click “Collect more” to add another file, then click “Save” when you’re done.

Setting Requirements for Each File

To set requirements for a file, click the gear icon next to it. Clients won’t be able to upload files that don’t meet the requirements you set.

Allowed file types: Choose which types of files you’ll accept: Any Image, JPG, PNG, GIF, PDF, Zip, Word, Excel, or Text. Leave every box unchecked to accept any file type. The accepted types appear above the upload box in the client’s portal, so clients know what to send before they start.

Max file size (MB): Set a size limit for the file, or leave it blank for no limit.

Image dimensions (px): When a file collection accepts images, you can also set a minimum and maximum width and height in pixels. This is useful for things like logos or banner images that need to meet a certain resolution. These limits apply to image uploads only.

Sending Uploaded Files to a Folder

Each file collection also has a “Save to folder” setting. Choose a folder from the dropdown, and anything the client uploads for that file goes straight into that folder on the project’s Files page. You don’t have to download, rename, or move it afterward.

The folder needs to exist before you can select it. Create folders from the project’s Files tab (link to How File Management Works in LaunchBay). If you leave “Save to folder” empty, files are saved the same way they always have been.

Your team can always see files in the folder you choose. Clients will still see the files they uploaded on the Files page of their portal, but they’ll only see them inside that folder if the folder is shared in their portal.

For example, you could send images to an “Images” folder, PDFs to a “PDFs” folder, and videos to a

💡Tip: Set this up once in your project template. Add your folder structure to the template’s Files page, then choose a folder for each file in your template’s upload tasks. Every project created from that template will sort client uploads automatically.

What Clients See

In their portal, clients see a separate upload box for each file you've requested, along with the accepted file types. They can drag and drop files or click "Browse Files." Folder sorting happens behind the scenes, so clients don't need to do anything differently. Afterward, clients can find everything they've uploaded on the Files page of their portal, listed as "Client Uploads."

Completing File Upload Tasks

Once every file has an upload, LaunchBay asks, "Everything on this task is done. Mark it complete?" Clients can choose:

Mark complete: closes the task.
Not yet: leaves it open so they can add more files. The Mark Completed button is still there whenever they're ready.

The prompt doesn't appear when:

Some file requests are still empty. If the client clicks Mark Completed anyway, LaunchBay asks them to confirm.
The task also includes proofs that haven't all been approved. Once every proof is approved, the prompt appears. If the client requests changes on any proof, there's no prompt.
The task has sequential assignees and it isn't the client's turn yet. The prompt only shows to whoever's turn it is.