A document request, one line per expected document
Document requests
Every session’s documents, gathered in a single request
Job descriptions, list of trainees, attendance sheets: the company uploads each document on its own line; you accept or refuse with the reason.
- A document list for each request, with a due date
- Refusal with a reason: the company knows what to upload again
- The request closes when everything is accepted
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 the request closes itself when everything has been accepted.
From the list to the closed request
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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
You accept each document, or refuse it with a reason, which is mandatory. Refused files stay visible, struck through, and the document goes back to “to provide”: 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
The request is “to do”, then “in progress” as soon as a file is uploaded, then “completed” once every document is accepted. Uploaded files also appear in the folder’s “Documents” tab.
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
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. 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
Your next folder, with nothing lost along the way
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