File Requests

File requests let an Editor or Admin collect files into a folder attached to a project. Share a request link with a volunteer, contractor, or staff member who needs to deliver files but does not have access to your storage system.

Create a file request

Open Projects and select a project with an attached folder.
In File requests, select Create request.
Choose the destination folder, enter a name, and set the access mode.
Set a per-file limit and, optionally, limits for the number of files, total size, or expiry date.
Select Create request, then copy the link.

The destination storage source must be online and configured to allow file requests. An Admin enables this setting after the source passes its write check.

Access modes

Anyone with the link allows logged-out visitors and signed-in Viewers to upload.
Editors and Admins requires the visitor to sign in to the organization. Viewers cannot upload through this mode.

Expired, revoked, deleted, or unconfigured links show a generic unavailable page. If a source is temporarily offline, the page stays visible with new uploads disabled. A newly opened exhausted link shows the same generic page; files accepted before the request reached its limits remain visible in the uploader’s progress list and continue through delivery.

Upload files

Open the request link, review the destination and limits, then drag files onto the page or select Choose files. Review the Ready to upload list, remove any unwanted files, and select Start upload. Grail checks the filename, size, and remaining allowance before sending the file. Files excluded by the storage source are rejected before upload.

Each file shows its progress as it uploads and as it is delivered to storage. After delivery, the file may briefly show Delivered · awaiting detection while the storage source discovers it. It then appears as a normal asset in the project.

If a delivered file has the same name as a file already in the destination folder, Grail adds a number to the new filename so both files are retained. Uploads have up to one hour to finish delivery; unfinished uploads are cleaned up automatically.

Keep the upload page open while files are sending. Leaving the page interrupts active uploads and stops the remaining queue. If a file shows Requires verification, ask the project Editor or Admin to check the destination before attempting the same upload again.

Manage requests

Project Editors and Admins can copy a link, edit its limits or expiry, and revoke it. Revoking a request stops new uploads and does not remove files already delivered to the destination.

The Incoming uploads section on the project page shows files that are still uploading, being delivered, or awaiting detection, including failures that need attention.

Project assets and upload progress refresh automatically while the project is open. For large histories, Grail shows the latest finished uploads while keeping active uploads visible.

Resolve an upload that needs verification

If Grail cannot confirm whether a file reached storage, the uploader sees Requires verification and the project’s Incoming uploads section shows needs reconciliation. An Editor or Admin can record the verified outcome:

Check the destination folder on your storage system to establish whether the file was delivered. Matching file size alone is not enough to confirm delivery.
In Incoming uploads, select Resolve beside the affected file.
Choose whether you verified that a file was delivered or that no file was delivered.
For a delivered file, select the matching entry under Verified file in this folder. If none is available yet, wait for indexing before resolving it as delivered.
Enter an Operator note explaining what you checked, confirm that you checked the storage outcome, and select Confirm resolution.

The upload then shows Verified delivered or Verified not delivered, together with your note.