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.
- Formats and required fields enforced: only what you need comes in.
- 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 ask for, 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 files arrive already organised in Kamzan Files folders.
The types of upload step
A flow is made of steps: pick the right type for each request — single files, free upload, repeated entries or a question.
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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 single-choice, multiple-choice or free-text question.
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Fillable
The person fills in a form with predefined fields, right inside the flow.
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Signature
The person signs a document digitally, 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 or multiple upload, repeatable, question, fillable or signature — the accepted formats and what’s required. Choose too how it appears to the person uploading, step by step or as a single page, with an overview always in sight. Drag, duplicate and reorder in a few clicks, without touching 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 flow. For each step you decide:
- Assign the step to the right person
- Hide the steps that don’t concern them
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 is checked before the collection is closed
Flow does not just collect files: it lets you verify they are the right ones. Every document goes through validation — a validator approves or rejects it with a reason, and whoever uploaded it gets a request to re-upload.
- Approve or reject with a reason Each file becomes approved, rejected or pending. A rejection ships with a note, including from ready-made templates.
- Multiple validators and deadlines Assign several validators to a collection, with a deadline to complete the checks.
- 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, you enable validation: every uploaded document is checked and approved or rejected before the collection is closed. Everyone has their role.
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Uploaders
Upload the requested documents — even without an account: the link is enough.
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Validators
Check each file and approve or reject it, with a reason.
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Coordinators
Supervise the flows for the companies they’re assigned to.
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Managers
Have access to the collection and can manage collections.
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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Kore CRM
Clients, companies and contacts are shared with the CRM: you send requests to the right contacts without re-entering anything.
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Ksign
Collected documents move on to digital signature with Ksign, without leaving the ecosystem.
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Files
Validated files arrive tidy in your Files folders, with the permissions you already manage.
Everything you need to collect documents
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Flow builder
Design the flow with areas, topics and steps: a hierarchical structure, step-by-step wizard or single-page mode, draft and publish.
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Field and step types
Fields for PDFs, images, documents and spreadsheets — single or multiple, required or optional — plus form, question and digital signature steps.
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Conditional logic and deadlines
Show or hide areas and steps based on answers, and set deadlines for the flow, an area, a topic or a single step.
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Uploader portal and public link
Whoever needs to upload signs in to the portal with OTP via email or SMS, or uses a simple public link with no account — with progress always visible.
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Coordinators, validators and uploaders
Dedicated roles for each stage: the coordinator follows their clients, the validator checks files, and the uploader can upload on behalf of others — external or internal staff.
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Questions, answers and comments
Uploaders ask questions and get answers; the team uses internal and public comments to coordinate on every case.
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Reminders and notifications
Automatic deadline reminders via email and SMS, completion notifications and an in-app notification centre, with emails in your company’s branding.
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Security and integration
Encrypted files and multi-tenant isolation: collected documents arrive organised in Kamzan Files folders, shared with the rest of the ecosystem.
Frequently asked questions about Flow
Do the people uploading need an account?
No: Flow sends a secure link, so external users upload files without a Kamzan account.
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: Flow handles deadlines and automatic reminders, cutting down on manual chasing.
Where are collected documents stored?
Flow data is on servers in Europe, encrypted and GDPR-compliant, integrated with the Kamzan ecosystem.