How to request documents from external users on demand?

Athento allows you to request documents to external users from a document, record, file or procedure. The requested documents, once received, will be created as documents related to the document from which the request was made.

There are two main ways to request documents in the product:

• Using the "Create required documents request (configurable)" operation: in this case, by means of automatisms, X type of documents are requested from an external user. This way of requesting documents should be used when there are fixed rules about requesting documents, e.g. for Z requests, documents A, B and C should ALWAYS be requested. You can see information on how to configure the Document Request automatism from this article.
• Use the "Request Documents" button: in this case, it is the internal user who decides for each procedure, document, record or file which documents he/she wants to request from the external user. Use this functionality when you require flexibility when requesting documents.

This article explains how to activate and use the Documents Requested functionality (the second option).

How to activate this functionality

To activate this functionality, you must enable email sending and external uploading in the space provided.

How to use this functionality

From the document, file or record to which you want to link the requested documents, you can request documents from external users with the request documents functionality:

Next, you must fill in the information of the document request:

1. Email to send the notification of the document request (Required).
2. Forms on which the documents are going to be requested (Mandatory)
3. Personalized comment that will appear in the document request view. (Optional)
4. Emails in copy to which the notification will also be sent. (Optional)
5. Activate the sending of a notification by SMS (Optional)
6. Telephone number (Mandatory if the SMS sending option has been activated).
7. Activate the OTP in the documentation request screen (Optional).

Once the corresponding data has been completed, press the button to send the request.

How to add attachments to the document requisition

To add attachments to the document request, in the creation mode, open the attachments section.

The table will display the ones related to the current document, select the ones you want to attach to the document request.

Also, add a password to encrypt the compressed zip file containing the attachments.

Note: Attachments appear in the document request, not in the email that is sent to notify the user that he/she has a document request.

How to fill the email with the value of a document field (administration)

It is possible to automatically fill in the modal email from a field in the document itself. To do this you must go to the administration and enter the documents request config object assigned to the document form from which you want to send the document request. If none exists, you must create it and assign it to the document form.

Once in the corresponding documents request config, in the "Email metadata type" field, select the form field that will contain the email you want to use to send the document request. Click the button to save the changes.

Related articles

How can we request required documentation from external users?