Secure Uploads and File Scanning
Understand why uploaded files can show as uploaded, scanning, clean, pending review, rejected, or unavailable.
Article guidance
SmartGig handles uploads from public forms, participant portals, and staff upload tools. Files can be scanned before staff review them so unsafe uploads do not quietly become part of the event record.
Typical upload path
- File is uploaded: The participant or staff member selects a file and submits it.
- File is scanned: SmartGig checks the upload where scanning is available.
- Clean file becomes reviewable: Reviewers can then approve or reject the document based on content and expiry.
- Unsafe or failed uploads are blocked: A file that fails safety checks should not be approved. The participant may need to upload a replacement.
What to tell participants
- Use a readable PDF or image file.
- Upload the correct document type.
- Add an expiry date when requested.
- Wait for review before assuming the document has been accepted.
- Replace rejected documents with the specific file requested in the rejection note.
If a file is unavailable
- Check whether scanning is still in progress.
- Check whether the upload failed or was blocked as unsafe.
- Ask for a fresh upload through the portal rather than moving files around by email.