Activating a flow on a collection

It’s the central gesture of the product: you go into a collection and activate a template there. From that moment an upload request exists, and the participants receive the link to upload.

The path

To activate a flow you need to:

1. open «Flows» in the left-hand menu and click the collection;
2. press «Create documentation request», at the top right in the title bar: a full-screen window opens with the steps along the top, which you can also walk back through;
3. «Company» — appears only if the collection doesn’t already have a linked company; it’s optional;
4. «Flow» — pick the template with «Search flow…»; above the list are the categories, with «All» first;
5. «Settings» — the request’s name and all the options (validation, OTP, questions, comments, deadlines: see the dedicated pages);
6. «Mode» — «Co-flow» or «Individual»;
7. «Participants» — who has to upload, and what they have access to;
8. press «Activate», and at the bottom «Flow activated on folder» appears.

The name matters

In the «Settings» step the «Documentation name» field suggests «E.g. Mario Rossi, File 2026-001…»; the «Use the flow name» button copies it from the template. It’s what will appear in the emails to the participant and in searches: it’s worth writing in full.

Pausing, resuming, archiving

It’s all in the «Other actions» menu — the three-dots icon on the right of the collection’s row:

• «Pause» — you read «Flow paused» and «Paused» appears on the row; a participant opening the link reads «Flow temporarily suspended». «Resume» reopens it.
• «Archive» — the confirmation is titled «Archive flow» and says three things: «Participants will no longer be able to upload documents», «The files already uploaded will stay visible», «Archiving cannot be undone». «Archived» stays on the row.

If the flow you’re looking for isn’t there

In the «Flow» step you read «No flow available»: the template exists but is still in «Draft». See the page on creating a template.

If you can’t find «Create documentation request»

You need the «Gestione raccolte e richieste» privilege, and you have to be inside the collection: from the list the button is «New folder». On a phone the request can be created, but not managed: tapping the gear you read «Managing the folder (participants, validations, deadlines) is only available on desktop. Sign in from a computer to manage it.»

Questions this guide answers

• how do I ask someone for documents
• how do I activate a flow
• how do I send the upload link
• what is an upload request
• how do I pause a collection
• how do I close a collection