Keep the record of the whole folder, years later
Today, without Kolinea
It is all there, but scattered
Finding who approved what, and when, means digging through several inboxes and messaging apps
The question always comes back, six months later, sometimes years later: what had been approved, what had been sent, on what date. It almost always comes at the wrong time: a finish disputed after handover, a buyer looking for their reports, a client getting back in touch with their adviser.
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Scattered
The information still exists, but spread between an inbox, a shared drive, a WhatsApp thread and the memory of a colleague who left long ago.
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A passing yes
You have to search several inboxes for a yes given in passing, without knowing which version of the document it was about.
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Sensitive files
Who received your client's sensitive documents, who opened them? When they travelled by forwarded email, one by one, nobody can say any more.
With Kolinea, in a few steps
Get what matters approved along the way
Every quote, variation or important document goes through a sign-off. The acceptance keeps the date, the time, the person's name and the exact item accepted.
With Sign-offKeep sensitive documents to whoever should read them
An ID document or a loan offer is posted as confidential: only the team and the contacts it names can read it. The access log shows who viewed which document, and when.
With ConfidentialityClose the folder
The folder becomes read-only for everyone, and everything stays: requests, uploaded documents, approvals and decisions. Requests still open are marked “not handled at closing” rather than disappearing.
With Closing and archiveReread or export the folder when the question comes back
You and your client keep access to the closed folder, through the same link. Each of you can also export it as you read it: the thread as a PDF and the original documents.
With Closing and archiveThe result
Before
What was approved, scattered between an inbox, a shared drive and the memory of someone who has left
With Kolinea
A read-only folder that you and your client reread with every approval, its date and its name
Your questions about this case
For as long as the professional's workspace exists, whatever its plan, including after the subscription is cancelled. If the professional deletes their workspace, everyone involved in their folders is notified by email 30 days beforehand and can download the export of each folder.
No. A closed folder leaves the active-folder quota, and closed folders are unlimited on every plan, including the Free plan. Reopened, it becomes active again with its full history and counts towards the quota once more.
It is a dated, named record, not a vault with evidential value, and your legal retention obligations remain yours. A sign-off is a simple approval, with no value as a qualified electronic signature.
Yes. Every participant can export the folder as they read it, with the thread as a PDF and the original documents. They get a copy that belongs to them, independently of the professional.
Another question?
Contact usYour next folder, with nothing lost along the way
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