Validation
The wrong document goes back with the reason, without a phone call
An unreadable scan, last year’s company report, the form without a signature: the validator marks it as rejected, writes why, and the client immediately gets the email to upload it again. You can always see what is approved and what is missing.
Receiving a file does not mean having the right document
The real work starts when the file arrives: opening it, checking it, noticing it is the wrong page and writing to the client to explain. With Flow all of this happens in one place. The validator opens the preview without downloading anything, decides valid or rejected, and when rejecting picks a ready-made reason or writes one. The client gets the email with the reason and the button to upload again; you find the status of every document in the collection summary, with no separate lists to keep.
How it works
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You choose who validates
You assign one or more validators to the collection and decide whether to validate as files arrive or only once the participant has sent everything, with a deadline for the review.
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The validator decides
They open the file preview and mark it as valid or rejected. Rejecting requires a reason: pick one from a template and adjust it, or write it from scratch.
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The client uploads again
The participant gets the email with the document, the reason and the button to upload again. The new file goes back to “to validate”, and the previous version stays available.
Rejecting a document takes ten seconds, not a phone call.
What you can do
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Valid or rejected, always with a reason
A rejection without a reason cannot be saved: the client always knows what to fix. Reason templates, such as “Unreadable document”, are prepared once in the settings and adjusted on the spot.
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As you go or at the end
With “Validate as you go” the validator works on files as soon as they arrive. With “Validate at the end” they wait until the participant has sent everything, and the review has its own deadline in days.
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Validators get reminders too
If the review has a deadline, Flow alerts validators 3 days before, the day before and once the date has passed, by email and with an in-app notification. And you can nudge them yourself with one click.
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A clear summary for the client
Send the participant the status of all their documents, or only the rejected ones: it arrives as a “New upload request”, listing what to redo and why.
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What is validated stays put
An approved document cannot be deleted or replaced from the client side: if they need to change it, they ask you. Every file shows its status: to upload, to validate, rejected, validated.
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Preview and versions
PDFs, images and Office documents open in preview without downloading. When a file is replaced, the previous version stays in the history for 90 days, or for as long as you set.
Frequently asked questions
Does Flow check by itself whether the document is right?
No: the review is done by a person, the validator you choose. At upload time Flow only checks the file format (PDF, image, spreadsheet…), according to what you set for each step.
Is the client notified when a document is rejected?
Yes, straight away: they get an email with the document name, the reason and the button to upload it again, in their language and with your company’s branding.
Can I undo a validation?
Yes: the validator can set a document back to “to validate”. The participant gets an email letting them know, and the change stays in the collection’s activity log.
Who can validate?
Colleagues whose user type has the permission to validate, and whom you assign as validators to the collection. Each finds on their dashboard the files to validate in the collections assigned to them.
The other Flow features
Simplify document collection with Flow
Request a demo: we’ll show you how Flow guides clients and suppliers to upload the right files.
Alex