Supporting Documents vs File Uploads

Supporting Documents vs. File Uploads: Which Tool Do You Need?

When building an opportunity in InfoReady, one of the most common points of confusion for administrators is deciding whether to use the Supporting Documents design tool or the File Upload form field. While both involve files, they serve completely opposite functions in the application lifecycle.

Understanding the "Direction" of the data flow is the easiest way to remember which is which and which to use.

Supporting Documents: The "Giving" Tool

Supporting Documents are found under the Design Tools section of the toolbar. These are informational only and are intended for the administrator to provide materials to the applicant.

• Purpose: To share essential information that applicants need to review before or during the application process.
• Applicant Interaction: Applicants can view and download these files, but they do not submit any information through them.
• Common Examples: A seven-page RFP (Request for Proposals), institutional guidelines, or a blank budget template that you want everyone to use.
• Placement: These can be added to the Details page (Step 1) as a general announcement or directly onto the Requirements page (Step 2) to provide specific instructions within the form itself.

File Uploads: The "Receiving" Tool

File Uploads are located under the Form Fields section of the toolbar. These are data collection tools used to receive materials from the applicant.

• Purpose: To collect required documentation that will be part of the application packet for review.
• Applicant Interaction: Applicants must select a file from their own computer and upload it to the platform to complete their submission.
• Common Examples: A completed project proposal, a signed CV, or a finished budget.
• Administrative Control: Administrators can use the settings panel for these fields to limit accepted file types (such as requiring a PDF) or to hide the uploaded file from reviewers if the process is blinded.

The Gold Standard Example: The Budget

The best way to see these tools working together is through the "Budget Template" workflow:

1. Admin Provides (Supporting Document): You upload a blank Excel budget template as a Supporting Document so every applicant uses the same format.
2. Applicant Provides (File Upload): You add a File Upload field labeled "Upload Completed Budget". The applicant downloads your template, fills it out, and then uploads their specific version back to you.

Summary Table for Quick Reference

By using these tools correctly, you ensure your applicants have all the information they need to succeed while keeping your administrative data grid organized and ready for the review phase.

For more information, please visit our Support Portal for this article, Supporting Documents vs File Uploads.