A document request, one line per expected document
Document requests
Registration document and accident report, uploaded from the phone
Registration document, service book, accident report, claim number: your client uploads each document to its own line; you accept it, or reject it with the reason.
- One list of documents per request, with a due date
- A reason with every rejection: the client knows what to reshoot
- Everything ready before the assessor comes
Replaces: Email attachments · WeTransfer · Shared drive
Your client uploads their documents from their phone
A list before the files
A document request starts with the list of expected documents, before any file. Each document has its place; once uploaded, it stays there. Your client can see at any moment what they have already sent and what is still to come, and Kolinea closes the request when everything has been accepted.
From the list to the closed request
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From a message
When you write “could you send me December’s payslips” in a plain message, the composer asks “Asking for documents?” and, if you answer “Request the documents”, fills the list with the documents your message names. “Ignore” keeps the message as it is. A message already published can still become one, from its “…” menu: “Make it a document request” opens it for the same recipients, and the message stays in the thread.
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The list
You name the documents you expect, one line each, with an optional instruction (“all pages”, “less than three months old”) and an optional deadline for the whole set.
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The recipient
You name the person who must upload, or you leave the request to the other party in the folder. One person is enough to complete it.
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The upload
Your client opens the folder through their link, confirmed by a code sent by email, without creating an account. They upload one or more files against each document, not into a shared folder.
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The review
An uploaded document moves to “To review”. You accept it (“Accept”) or reject it (“Reject”) with a reason, which is mandatory: you write it or pick one of “Unreadable”, “Expired”, “Incomplete”, “Wrong document”. Rejected files stay visible, struck through, and the document, now “Rejected”, waits for a new upload: your client reads the reason and redoes that one only. The person who uploaded never approves their own documents.
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The status
Each document is “To provide”, “To review”, “Accepted” or “Rejected”. The request is “To do”, then “In progress” as soon as a file is uploaded, then “Done” once every document is accepted. Uploaded files also appear in the folder’s “Documents” tab.
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“I’m on it”
While a document waits for its upload, the recipient can say so, with the day it will be done and a word. Automatic reminders wait until that day. Past the due date, it becomes a request for more time that the author accepts or refuses. See I’m on it and requests for more time.
In practice
Building and renovation. The catalogue’s “Maison individuelle” template opens on the planning application documents: cadastral plan, title deed for the plot, G1 soil study (“complete, all pages”), construction insurance certificate. If the soil study arrives with pages missing, you refuse it and say which ones, and the buyer sends that one again and nothing else.
Accounting and law firms. When a client is onboarded: Kbis extract (company registration certificate) less than three months old, up-to-date articles of association, bank details. At the annual closing: December statements, supplier invoices not yet received, loan contracts, table of fixed assets acquired. In a dispute, the list extends to contracts, purchase orders, unpaid invoices and the formal notice already sent.
What it does not do
- Judge a document for you. Kolinea files and tracks; you decide whether a statement is legible, complete, from the right month.
- Tell you which documents the law requires. The catalogue lists are starting points to review and adapt to your field, not an opinion on what your folder demands.
Related reading
To send documents rather than ask for them, see documents sent. A document request works better with its reminders: automatic reminders go out two days before the due date, on the day, the day after, then seven days later, and stop once the request is complete; they also pause when the recipient says they are on it. To avoid rewriting the same list for every client, folder templates keep it once.
On method, the article chasing a client for missing documents explains how to write the list and how often to chase, and the document checklist for a mortgage file gives a detailed case. If you are coming from a document-collection tool, read the Content Snare alternative.
Document requests, in other lines of work
More features for your line of work
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