---
id: KB-TD-007
url: https://app.codecontract.io/help/day-to-day/someone-needs-a-document-right-now
idioma: en
categoria: trabajo-diario
subcategoria: encontrar
audiencia: usuario
nivel: basico
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-ET-006, KB-TD-005, KB-TD-019]
citadoPor: [KB-TD-010]
---

# Someone needs a document right now

_Finding it and sending it properly, with a client or an inspector waiting._

**Responde a:** i need a document urgently · an inspector is asking for a paper now · send a document to a client quickly · find a contract fast

Someone is waiting: an inspector at the door, a client on the phone, a lawyer with a deadline. It is thirty seconds of searching and a thirty-second decision about how to send it. Both go wrong in a hurry.

## Finding it

1. **Search by what it says, not where you think it is** — A tax ID, a registration, a policy number. Almost nobody remembers the filename.
2. **If too much comes back, filter by date** — Faster than adding words, which usually yields nothing.
3. **If nothing comes back, check the organisation and your permissions** — The two commonest causes, and neither is a search problem.

## Sending it

| Who is asking | How to send it |
| --- | --- |
| An inspector, on site | Show it on screen; nothing needs sending |
| A client who only needs to see it | A link: no loose copy and it is logged |
| A lawyer or a court | The original file with its receipt, not a printout |
| Someone outside asking by email | Verify who they are before sending anything |

> [!IMPORTANT]
> The last row is the one skipped in a hurry and the costliest. An urgent email asking for a document with sensitive data is exactly the shape of a fraud: if you were not expecting that request, phone the number you already had before sending anything.

> [!WARNING]
> Do not send a screenshot or a scanned printout when the document has to prove something. Reprinting a PDF changes it, and verification will then say it does not match — correctly.

> [!NOTE]
> If the same document is asked for three times a month, link it from where you work. Urgency is solved before it arrives, not when it does.

**Can I grant access instead of sending the file?**

Yes, and it is usually better: checked on the spot, no copy left.

**Is there a record that I sent it?**

Yes, with date and recipient.

**What if I lack permission to see it?**

Ask an administrator; a hurry is the worst moment to decide to bypass that.

## Ejemplos

**An urgent email asks for a client's contract and the associated bank details.**

- Phones the number they already had for that client
- Confirms nobody requested anything

→ Avoids sending bank details to someone impersonating their client, which was the point of the urgency.

**A client asks for a certificate by phone and it has to be hunted across three folders.**

- Searches by content rather than by file name
- Shares from the platform instead of downloading and attaching

→ It is delivered while the client is still on the phone, and there is a record of what was sent.

**The document exists under a name nobody remembers.**

- Searches by something inside the document

→ The file name stops deciding whether it is found.

**It is emailed and there is no record it was sent.**

- Shares from the file

→ There is a trail of who received it.

**The whole file is sent when one document was asked for.**

- Shares only what is relevant

→ No extra information is handed over.

**The document sits in the inbox of somebody who is away today.**

- Uploads it to the file on receipt

→ Delivery does not depend on who is in that day.