Permanent Requests (Permanent Links)

Create reusable links for ongoing photo collection from multiple submitters.

Overview

Permanent Links are permanent, reusable links designed for ongoing photo collection:

• Rental car check-in/check-out
• Property management inspections
• Delivery documentation
• Customer self-service portals
• Recurring quality checks
• Employee field reports

Unlike one-time requests, Permanent Links remain active indefinitely and can receive unlimited submissions.

Plan Required

Permanent Links require a Starter plan or higher. Upgrade your plan →

Permanent Links vs One-time Requests

Feature	Permanent Link	One-time Request
Reusability	Unlimited	Single use
Custom URL	Yes (e.g., /car-photos)	Random ID only
Multiple submitters	Yes	No
Unique identifier field	Yes	No
Submissions tracking	Yes	N/A
Best for	Ongoing processes	One-off tasks

Plan Limits

Plan	Permanent Links Available
Free	0
Starter	3
Professional	10
Enterprise	Unlimited

Creating a Permanent Link

Step 1: Navigate to Permanent Links

1. Go to Photo Requests in your dashboard
2. Click the Permanent Links tab
3. Click Create Permanent Link

Step 2: Configure Basic Settings

Field	Required	Description
Name	No	Internal name for organization (not visible to submitters)
Custom Slug	Yes	URL path (e.g., car-return → visio.now/car-return)
Description	No	Instructions shown to submitters (max 500 chars)

Name Field

The Name field helps you organize your Permanent Links internally:

• Used in dashboard lists and searches
• Appears in file naming patterns (see below)
• Not visible to submitters
• Optional but recommended for clarity

Examples:

• Vehicle Check-in Photos
• Delivery Documentation Q1
• Site Inspection - Downtown

Slug Rules

• Lowercase letters, numbers, and hyphens only
• 3-30 characters
• Must be unique within your workspace
• Examples: car-photos, delivery-2024, site-inspection

URL Redirects

If you change the slug later, visitors to the old URL will be automatically redirected to the new one.

Step 3: Form Fields

Configure what information to collect from submitters:

Field	Description
Unique Identifier	Custom label for tracking (e.g., "License Plate", "Order Number")
Show Full Name	Ask submitter for their name
Full Name Required	Make the name mandatory

The unique identifier helps you filter and find specific submissions later.

Step 4: Additional Options

Submitter Notes

Allow submitters to add text notes with their photos.

Option	Description	Available
Enable Notes	Show notes field	Professional+
Notes Required	Mandatory notes	Professional+
Notes Label	Custom field label	Professional+
Max Length	Character limit (50-5000)	Professional+

GPS Location

Option	Description	Available
Require GPS	Capture submitter location	Professional+

When enabled, submitters must share their GPS location before uploading photos.

Managing Permanent Links

View Permanent Link Details

Click on any Permanent Link to see:

Link Info

• Full URL (copyable)
• QR Code (downloadable)
• Status (Active/Inactive)
• Creation date
• Internal notes (private, not visible to submitters)

Statistics

Metric	Description
Total Submissions	Number of completed submissions
Total Photos	Sum of all photos received
Total Views	Link page views
Unique Visitors	Distinct visitor count

Submissions Table

View all submissions with:

• Unique identifier value
• Submitter name (if collected)
• Photo count
• Submission date

Actions per submission:

• View photos
• Generate PDF report
• Download ZIP
• Delete submission

Edit Permanent Link

Modify any setting at any time:

• Change the custom slug (creates redirect)
• Update description
• Toggle form fields
• Enable/disable notes
• Adjust GPS requirements

Activate/Deactivate

Toggle the Permanent Link status:

• Active: Accepts new submissions
• Inactive: Blocks new submissions (existing data preserved)

Useful for seasonal or temporary collection points.

Archive

Permanently deactivate a Permanent Link:

1. Click Archive button
2. Confirm the action

After archiving:

• Link becomes inaccessible
• All photos are preserved
• Can be restored from Archive section

Sharing Permanent Links

URL

Your custom URL format:

https://visio.now/your-custom-slug

Or with custom subdomain:

https://yourcompany.visio.now/your-custom-slug

QR Code

Download the auto-generated QR code for:

• Printed materials
• Physical locations
• Equipment labels
• Vehicle stickers

Template Message

Use your message template with the {link} placeholder.

Submitter Experience

When someone opens your Permanent Link:

1. Landing Page: Sees your description/instructions
2. Identifier (if configured): Enters their unique identifier (e.g., license plate)
3. Name (if configured): Enters their full name
4. Camera/Upload: Takes or uploads photos
5. Notes (if enabled): Adds text notes
6. GPS (if required): Shares location
7. Submit: Completes the submission

Each submission is tracked separately with timestamp.

Export Options

Per Submission

• PDF Report: Formatted document with photos
• ZIP Download: All photos in a compressed file

Bulk Export

• Complete Report: All submissions in one PDF
• Download All ZIP: Every photo from every submission

Best Practices

Clear Instructions

Write specific instructions in the description:

• What to photograph
• How many angles needed
• Any required details

Meaningful Identifiers

Choose identifiers that are:

• Unique per submitter
• Easy to remember/enter
• Searchable in your database

Examples:

• License Plate Number
• Booking Reference
• Employee ID
• Property Address

Regular Monitoring

• Check submissions regularly
• Use tags to organize photos
• Archive completed links

Security

• Deactivate unused links
• Use descriptive internal notes
• Monitor for misuse via statistics

Workflow Mode

Integrate Permanent Links directly into your external systems with secure signed URLs.

Key Features

Feature	Description
Signed URLs	HMAC-SHA256 signature prevents tampering
Auto-redirect	Return to external system after completion
Hidden Fields	Pre-filled data not visible to users
Per-submission Tracking	External source and reference stored

Enable Workflow Mode

1. Edit your Permanent Link
2. Expand Workflow Mode section
3. Enable the toggle
4. Configure redirect URL
5. Copy the Workflow Secret

Use Cases

• Zendesk: Send customers photo upload links from tickets
• CRM: Attach photos to customer records
• Field Service: Document completed work orders
• Insurance: Collect claim documentation

Full Documentation

For complete implementation details, code examples, and signature verification, see the Workflow Mode Integration Guide.

Related Features

• One-time Requests - For single-use needs
• Photo Slots - For structured series
• Tags - Organize submissions
• Archive - Manage old links
• PDF Reports - Export documentation
• Workflow Mode - External system integration
• Storage - Filename patterns for external storage