External Documents

External documents feed the AI Knowledgebase, not the requirements list directly — a document becomes context the AI can draw on:

• Upload link — a Lead Analyst generates a shareable, passphrase-protected link scoped to one project or DRP. Anyone with the link and passphrase can upload straight into that Knowledgebase — no account needed. The Lead Analyst chooses, per link, whether submissions go straight in or wait for review (see below).
• Manual upload on someone's behalf — a Lead Analyst or Analyst uploads material they received outside Requio (an email attachment, something from a meeting) from the External Documents Triage screen. This always goes through the review queue.

From the project's or a DRP's AI-KB page, a Lead Analyst can generate an upload link: set a passphrase, an optional expiry, and whether it requires review. Only one active link exists per scope at a time — generating a new one retires the previous link.

A contributor visiting the link enters their name, organisation (optional), and the passphrase, then can select and upload multiple files at once. Malware scanning always applies to every file first.

• Review off (the default) — once a file is clean, it goes straight into the target Knowledgebase. No Lead Analyst action needed.
• Review on — once a file is clean, it waits in a pending list on the same AI-KB page instead. The Lead Analyst approves it (adding it to the Knowledgebase) or rejects it (with an optional reason) before it ever reaches the AI.

A Lead Analyst can deactivate a link at any time from the same AI-KB page, immediately breaking it for anyone still holding the URL.

A Lead Analyst or Analyst can upload files on a stakeholder's behalf from the External Documents Triage screen, for material that arrived outside Requio entirely. Multiple files can be selected and submitted in one go; each shows up in the triage list right away, but stays malware-scanning until clean — review actions (AI summary, approve, reject) aren't available until the scan clears.

Each pending upload shows an AI-generated summary of what the document actually contains, to help decide whether to approve it, reject it, and where it belongs.

• Approve — choose where it goes: the project itself, or a specific DRP within it (the Target DRP list only appears once you pick a DRP). "Approve & Add to AI KB" then asks you to confirm before the document is added to that Knowledgebase.
• Reject — provide a reason, then confirm. The document is not added anywhere, and the reason is kept on record and shown against the upload.

Both actions ask first because both matter: an approved document starts shaping what the AI writes for everyone on that project, and a rejection is recorded against the person who sent it. Afterwards the screen says plainly what happened.