Two-Step Mode

Two-Step mode is an advanced feature for the Portfolio of Evidence Report that provides a powerful method for enriching report packages with external, supporting documentation. Its strategic importance lies in its ability to consolidate disparate evidence into a single, auditable package, ensuring that recipients have all necessary context—from legal agreements to data legends—without needing to request follow-up materials.

The primary purpose of this feature is to consolidate all relevant materials into a single, portable ZIP file. This allows you to include external evidence that is not generated by the system itself, such as:

• A legend to explain the data or formatting within the report PDF.
• A non-disclosure agreement (NDA) required by the recipient.
• A license document relevant to the content of the report.
• Other supporting materials necessary to provide complete context for the report’s audience.

It is important to note that Step 2 of this process is always optional. Its function is to enhance the final ZIP archive with additional materials. Users can generate the core report in Step 1 and download it immediately without needing to add any extra files.

This guide provides a complete overview of the Two-Step mode, beginning with the necessary steps to enable this functionality.

Enabling the Two-Step Mode Functionality #

The Two-Step report mode is an opt-in feature that must be activated in the system settings before it can be used. Enabling this mode is the foundational step required to access the file upload capabilities and create enriched report packages.

To enable this functionality, turn on Two-Step mode by navigating to PFL Settings → Settings tab → Portfolio of Evidence Report functionality.

Once this setting is activated, the user interface for the Portfolio of Evidence Report will change after a report is generated. Specifically, an “Upload tab” will become visible, serving as the entry point to the second step of the workflow.

With the feature enabled, you can now proceed with the two-step report generation and file upload process.

The Two-Step Report Generation Workflow #

The Two-Step mode introduces a sequential workflow designed for both efficiency and flexibility. The process is divided into two distinct phases: first, generating the core system report, and second, the optional step of attaching supplementary files to create a comprehensive final package.

Step 1: Generate the Core Report #

The workflow begins with the standard procedure for generating a Portfolio of Evidence Report. There are no changes to this initial process. Successfully completing Step 1 is the trigger that unlocks the “Upload tab,” making the optional second step available.

3.2 Step 2: Upload and Attach Additional Files #

This step allows you to upload and attach external documents to the final ZIP archive. The process is designed to be seamless and occurs in the background without requiring a page reload.

1. Choose Files: Select one or more files from your local computer to upload. You can choose various file types, such as PDFs, images, and other documents.
2. Review List: After selection, a list of the chosen files is displayed for your review. If a file exceeds the site’s configured upload size limit, its name will be visually indicated by being crossed out.
3. Add to ZIP: Click the “Add to ZIP” button. This action uploads all selected files that are within the site’s size limits and attaches them to the report package.
4. Confirmation: Upon successful completion of the upload, a confirmation message, ZIP Archive is updated, will appear on the screen.

The feature is highly flexible, allowing files to be added or removed at any time, even after the initial confirmation message has been displayed.

Critically, you must ensure the ZIP Archive is updated message is visible before downloading and sharing the final package. This confirmation guarantees that all the files you intended to include have been successfully processed and are part of the archive.

This workflow culminates in the creation of a single, consolidated ZIP archive containing all report materials.

Understanding the Final ZIP Archive #

The ZIP archive is the final, comprehensive downloadable package produced by the report generation process. Its role is to consolidate both the system-generated report and any user-provided supporting materials into a single, portable file that is easy to store, share, and distribute.

The contents of the final ZIP archive include:

• The system-generated report PDF.
• Other assets selected from the “ZIP content settings” (Note: these settings may affect other system reports in addition to this one).
• All additional external files uploaded during Step 2 (e.g., PDFs, images, documents).

Strict security protocols govern this process. Only authorized users have the permission to modify the contents of the ZIP archive by uploading additional files, ensuring the integrity of the final report package.

The following section details the specific security measures and user permissions that apply to this functionality.

Security and User Permissions #

Robust security measures are in place for the file upload functionality to maintain the integrity of the report package and ensure only authorized personnel can add supplementary files. These protocols are designed to prevent unauthorized modifications and protect the system.

The ability to attach additional files to the final ZIP archive is restricted to specific user roles. Only admins and group leaders are permitted to perform this action.

The system’s security posture ensures that all file uploads are protected with built-in security checks. These checks validate permissions and help safeguard the integrity of the process.

To prevent conflicts within the ZIP archive, the system automatically handles the edge case of duplicate file names. If a file is uploaded with a name that already exists in the archive, it will be automatically renamed (e.g., name (2).pdf), ensuring that no files are inadvertently overwritten.

While the system is designed for a smooth experience, certain environmental factors can sometimes cause issues, which are addressed in the troubleshooting guide.

Troubleshooting Guide #

While the file upload process is designed to be seamless, certain server configurations or third-party security plugins can occasionally cause issues. This section provides a practical guide to identifying and resolving the most common problems encountered during the file upload step.

Problem: File Name is Crossed Out Immediately

Cause The file you are attempting to upload is larger than the site’s configured upload limit.

Solution

1. Verify the current server limits by navigating to Admin → Tools → Site Health → Info (tab) → Media Handling.
2. To resolve this, either use a smaller version of the file or contact your host or site administrator to request an increase to the PHP limits, specifically upload_max_filesize and post_max_size.

Problem: Upload is Blocked or Fails to Start

Cause Some security plugins may be configured to block WordPress AJAX requests, which are essential for the file upload functionality to operate.

Solution Check the settings of your security plugin to ensure it is not interfering with this legitimate system process. You may need to whitelist a specific action in your security plugin. If you are not the site administrator, provide the action name, wp_ajax_elc_pfl_upload, to your technical support contact to ensure it is permitted.