Glossary
The words you will see in a notice
What each term means if you received one of our emails and are not a customer.
If you have landed here it is probably because you received an email asking you for something and want to know what each word means before clicking anything. That is sensible. Here is what they mean.
Case
Everything that has to be gathered about one matter: your documents, who asked for them and when they arrived. A folder, digitally.
Request
One specific thing you are being asked for. A case holds several.
Phase
A block of requests that go together. The next opens when the previous finishes, so you are not asked twelve things at once.
Participant
Each person being asked for something. You are one of them.
Mandatory
Without it, the matter cannot proceed. Anything not marked so can be left if you do not have it.
Signer
Whoever has to sign a document. No account is needed to be one.
Evidence
The record of when you opened it, how your identity was checked and when you signed. It travels inside your copy.
Seal
A mark that lets anyone check later that the document has not changed since.
Expiry
The date from which a document stops counting and a new one is needed.
Watch out
None of these words implies you have agreed to anything. Receiving a request does not oblige you: you can read what is being asked and decide.
Worth knowing
If the email you received does not add up — you do not know the sender, or you were expecting nothing — do not click and ask the company directly through a channel you already knew.
›Do I have to register to reply?
No. The link takes you straight to your part.
›Can other companies see my documents?
No. Only whoever asked you for them.
›Can I tell who is asking?
Yes, it appears in the notice itself and on the page the link opens.
A real case
The situation
A self-employed contractor gets an email from a builder asking for "the phase 1 documentation".
What you do
- Checks here what a phase is
- Understands it is three documents, not the whole file
What you get
Replies the same day instead of leaving it because they did not know what it meant.
The situation
A notice mentions «file» and the recipient thinks it means court proceedings.
What you do
- Looks the term up on this page
What you get
It becomes clear it means everything being requested of them.
The situation
Somebody receives a request and does not know whether it is mandatory.
What you do
- Checks what the notice's statuses mean
What you get
They tell required from optional without asking.
The situation
A sole trader fears being asked to register for something.
What you do
- Checks the difference between participant and user
What you get
They reply through the link without registering.
The situation
The notice mentions «validity» and the recipient does not know which date to check.
What you do
- Looks up the term and checks their document
What you get
They send a valid document first time.
The situation
A reminder arrives and it seems everything was already sent.
What you do
- Checks what an open phase means
What you get
They see exactly what is missing instead of resending everything.
This article answers
- what is a code contract case
- what does pending request mean
- they are asking me for documents what is this
- what is a phase in a process