Document collection from clients and suppliers, guided
Flow turns document collection into a guided path: ask external people for the right files, with deadlines and reminders, on servers in Europe.
Collecting documents is an endless chase
Emails back and forth, wrong files or wrong formats, manual reminders: without a guided path the collection drags on and you never know where it stands.
The problem
- Endless emails to ask and re-ask for documents.
- Missing or wrong files, in the format that won’t do.
- Manual reminders and no idea who uploaded what.
With Flow
- A guided request: ask for the right files, with deadlines and automatic reminders.
- Accepted formats and required documents set by you: no files in the wrong format.
- Real-time status: you know who uploaded, what’s missing and what to validate.
From the request to a tidy folder, in a single flow
Flow is not just an upload form: you design the flow once — which documents to request, in what order, with which rules — and every client or supplier follows the same guided path. You track progress, deadlines and validation from a single dashboard and, once the collection is closed, you can archive the documents in Kamzan Files folders with the dedicated extension.
The types of upload step
A flow is made of steps: pick the right type for each request — single or multiple files, repeated entries, a question, a document to fill in or to sign.
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Single upload
One or more boxes to upload single files. You can add several boxes in the same step.
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Multiple upload
A single box where the person can upload several files together.
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Repeatable upload
The person adds N entries with a label and a file — e.g. one payslip per employee.
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Question
The participant answers a question — dropdown, single choice, checkboxes, text, number, date or unit of measure — with an attachment too, if needed.
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Document filling
The person fills in a fillable PDF online — or a Word or Excel file, with the extension — or downloads the template.
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Electronic signature
The person signs the document with a simple electronic signature through kSign, without printing or scanning it.
Build the flow the way you want
Define areas, topics, steps and fields: for each step choose the type — single, multiple or repeatable upload, question, document filling or signature — the accepted formats and what is required. Choose how it looks to the uploader too, step by step or on a single page, with an overview always in sight. Drag and reorder, duplicate the flow or export it as a template, without writing a line of code.
Individual flow or co-flow
Choose how the flow gets completed: one person from start to finish, or several people together on the same flow.
One person, start to finish
A single person completes every step of the flow, on their own.
Several people, each their part
Several people on the same file set, each with their own part. You decide:
- Who sees which areas and topics
- Whether files are shared, read-only or kept separate
From the request to a tidy folder, in a single guided flow: the right documents, from the right people, without chasing anyone.
Conditional logic: the flow adapts
Based on the answers, the right steps appear and the useless ones disappear. Each person sees only what concerns them — no fields out of place.
Validation
Every document checked by someone on your team
Flow doesn’t just collect files: with validation turned on, a validator opens each document and marks it as valid or rejected, with a mandatory reason. Whoever uploaded it receives a request for a new upload and resends only what’s needed.
- Valid or rejected, with a reason Each file is validated, rejected or pending. A rejection always comes with a reason, which you can pick from your own templates.
- Multiple validators and deadlines Assign one or more validators to each collection, with a validation deadline and dedicated reminders.
- Re-upload request When a file is rejected, the uploader gets the request and re-uploads just that document.
Document validation, with the right roles
When you need it, turn on validation: someone on your team checks every uploaded document and marks it valid or rejected. Everyone has their own role.
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Participants
They upload the requested documents from their personal link, with no account. With the Internal uploader, colleagues can upload too.
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Validators
They open each file and mark it valid or rejected, with a reason.
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Coordinators
They follow the client companies assigned to them and see where every collection stands.
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Managers
They create the flows, launch the collections and choose who validates and who coordinates.
Flow talks to the rest of the ecosystem
Document collection doesn’t stay isolated: Flow integrates with the other Kamzan products, with a single login and shared data.
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Kontacts
Participants land in the Kontacts address book, and companies and clients are shared with the rest of the ecosystem: you send requests without re-entering anything.
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kSign
Add a signature step to the flow: the participant signs with kSign, using a simple electronic signature, and the signed PDF comes back into the collection. It’s an extension and uses kSign credits.
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Files
Start an upload request from a Files folder and, with the “Archive to Files” extension, archive the collected documents wherever you like, with the permissions you already have.
Everything you need to collect documents
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Building the flow
Areas, topics and steps: describe what you need, in which format and under which name it will arrive. Single, multiple or repeatable uploads, forms to fill in, signatures and questions in a reusable flow.
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Conditional logic
Show or hide areas, topics and steps based on the client’s answers or on completed steps. Step-by-step or single-page navigation, exclusions and limited access for individual participants.
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Inviting clients and suppliers
You activate the flow, add participants one by one or from a CSV, and each one gets their own link by email. Code verification, co-flow for shared files, participant portal and internal uploader.
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The uploader’s page
The client opens the link and sees what is missing, the deadline and the accepted formats. They drag in files, fill in forms online, sign with kSign, ask questions and send for validation. With your logo and your colours.
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Deadlines and reminders
Set deadlines per flow, area, topic or step: Flow reminds whoever has not delivered yet by email at 14, 7, 3 and 1 day, and by SMS at 3 and 1 day. Manual nudges go out with one click.
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Document review
Every uploaded document goes through a validator: valid or rejected with a reason. The client immediately gets the email to upload again, and the collection shows at a glance what is approved and what is not.
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Tracking collections
One dashboard tells you which collections are stuck, which need validating and which are due soon. For each client you see what they uploaded, what is missing and what was rejected, with a log of every step.
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Files, kSign and Kontacts
Start a collection from a Files folder and archive the documents there once the job is done. Have a document signed inside the flow with kSign. Participants land in the Kontacts address book.
Frequently asked questions about Flow
Do the people uploading need an account?
No: each participant receives a personal link and uploads files without a Kamzan account. For extra security, you can turn on verification with an email OTP code.
Can I decide which documents to ask for?
Yes: with Flow you build guided workflows that state exactly which documents to upload and in what order.
Can I set deadlines?
Yes: set deadlines for the flow, an area, a topic or a single step, and Flow sends reminders by email (and by SMS with the extension). A deadline doesn’t block uploads: anyone running late can still submit.
Where are collected documents stored?
Collected files are encrypted and stored on servers in Europe, in line with the GDPR. Once a collection is closed, you can archive them in Kamzan Files folders with the “Archive to Files” extension.
Alex