--- id: KB-TL-001 url: https://app.codecontract.io/help/trackline/requesting-documents-with-trackline idioma: en categoria: trackline subcategoria: empezar modulo: trackline audiencia: usuario actualizado: 2026-08-12 tambienEn: [es, fr, pt] relacionados: [KB-PS-001, KB-PS-002, KB-TL-002, KB-TL-003] citadoPor: [KB-PS-001, KB-PS-002, KB-TL-002, KB-TL-003, KB-TL-004, KB-TL-005, KB-TL-006, KB-PR-001, KB-PR-002, KB-CS-001, KB-CS-002, KB-CR-001, KB-CR-002, KB-CR-003, KB-TL-014, KB-TL-019, KB-TL-028, KB-TL-015, KB-GL-011, KB-DI-001, KB-GL-001, KB-CF-002, KB-CF-006] enLaApp: https://app.codecontract.io/trackline/schemas --- # What Trackline is and how to request documents with it _Design the process once, run it as often as you like, and let the platform do the chasing._ **Responde a:** how do I request documents from a supplier · automate collecting supplier documentation · how do I stop chasing documents by email · what is Trackline · create a supplier onboarding process Trackline is for requesting documents and data from someone — a supplier, a client, an employee, your own team — without having to stand over them. You define what is needed, the platform asks for it, chases it if it does not arrive, reads what does arrive, and tells you when the case is complete. **En corto** - The "process" (what is always requested) is kept separate from each "case" (one specific run). - You design the process once; running it afterwards takes two clicks. - Whoever receives the request needs no account: they open a link and upload their part. - Reminders go out on their own and stop the moment the person delivers. - When a document arrives, automatic reading fills in the data and you confirm it. ## The idea: process and case are different things This is the only idea you need to grasp about Trackline, and everything else follows from it. On one side is the process — also called a schema: the template that says which documents are needed to onboard a supplier, for example. On the other is the case: what gets created every time you onboard one specific supplier. In email those two things are mixed together, which is why it is such hard work: every onboarding is written again from scratch. Here the process is designed once and run a hundred times. | What to look at | Process (schema) | Case | | --- | --- | --- | | What it is | The template of what gets asked for | One specific run of that template | | How many | One per type of procedure | One per supplier, client or matter | | How often you touch it | Designed once, tweaked occasionally | Created whenever you need one | | Example | "Supplier onboarding" | "Supplier onboarding — Gómez Workshops" | ## What you can ask for Not just files. Trackline distinguishes several request types, and picking the right one is what stops you having to chase the same person twice. | Type | What you ask for | When it fits | | --- | --- | --- | | Document | That they upload a file | A tax ID, a certificate, an invoice | | Data | That they fill in a form, uploading nothing | A bank account, a date, a size | | Document + data | That they upload the file and confirm some fields | "Upload the invoice and confirm the amount" | | Delivery | You are the one sending something to them | Sending the countersigned contract | | Approval | That they approve or reject, delivering nothing | Getting a manager to sign off | _If you need the file AND the figure, ask for both in one request: split them and the person gets two separate notices._ ## How to build a process, step by step 1. **Go to Trackline → Schemas → New schema** — Give it a name you will still recognise in six months. "Supplier onboarding" beats "Process 1". 2. **Create the first phase** — A phase is a block of things asked for at the same time. For example "Tax documentation". 3. **Add the requests inside it** — Each request is one thing you ask for: a document, some data, or both. Give it a clear title, because that is what the person outside will read. 4. **Say who each one goes to** — It can be someone outside (with their email or phone), someone on your team, or yourself if you are the one uploading it. 5. **Mark which ones are mandatory** — The case is not considered complete until every mandatory request is closed. The rest are nice to have but do not block. 6. **Add any further phases, and save** — There is no limit on phases. Once saved, the schema is ready to run as many times as you like. > [!NOTE] > If building it by hand feels like a chore: write what you need in plain language ("I want to ask my suppliers for their tax ID, their tax clearance certificate and their insurance") and the platform proposes the whole schema, phases and requests included. Then you edit it. ## What happens when you run it **A three-phase process** — Phases open in order: the second does not start until the first is complete. Within a phase, every request goes out at once. Running the schema creates a case and sends out the first phase's notices. Each person gets their own link — by email, SMS or WhatsApp, depending on what you hold for them — and uploads their part without registering anywhere. You can see at all times what has arrived and what has not. When a document arrives, automatic reading opens it, pulls out the data you asked for and fills it in. You review and confirm. Once every mandatory request in a phase is closed, the next phase opens by itself. > [!WARNING] > Automatic reading proposes, it does not decide. Every field comes with a confidence level and the final word is always yours: if something was read wrong, you correct it and the record shows that you were the one who corrected it. ## Common mistakes when starting out - Putting everything in one phase. Ask for twelve documents at once and the person freezes and sends none. Split them into sensible blocks. - Marking everything mandatory. If 80% genuinely is, the case ends up blocked by the 20% that never mattered. - Writing request titles for yourself instead of for the recipient. "Doc 3" means nothing to a supplier; "Tax clearance certificate" does. - Creating one schema per client. The schema is the template: one per client and you are back to email. ## Frequently asked questions **Can I change a case that is already running?** Yes. You can add requests, add participants and even add a whole new phase while the case is in progress. The changes affect that case, not the template. **If I change the schema, do existing cases change?** No. Each case keeps the version of the schema it was created with. Changing the template only affects cases you create from then on. **Can I reuse a similar schema without starting from scratch?** Yes: duplicate the one you have and edit the copy. It becomes an independent schema and the original is untouched. That is the usual move when you need a variant by sector or country. **Which channel does the notice reach the person on?** Whichever ones you have set up for them: email, SMS or WhatsApp. If you hold several, they can be notified on more than one. **What if the person has no email, only a phone?** It works the same. The link is sent by SMS or WhatsApp and they open it on their phone, where they can also photograph the document instead of uploading a file. ## Ejemplos **A construction company hires a subcontractor and cannot let them on site without up-to-date health and safety paperwork.** - Designs the "Subcontractor onboarding" schema with three phases: company, workers and machinery - Runs it when hiring, picking the site folder - Lets the platform chase whatever is missing until the case is complete → On the day of the inspection, that subcontractor's file is complete and every delivery is dated. **Every supplier onboarding is requested by hand over email.** - Designs the process once and launches it per supplier → The second onboarding takes two minutes instead of half an hour. **Nobody knows which suppliers have complete documentation.** - Checks the status of all of them at once → You act on the failing ones rather than all hundred. **Chasing the stragglers takes a morning a week.** - Lets the reminders go out on their own → The morning is recovered and the deliveries still arrive. **A client asks you to evidence what was requested and when.** - Checks the file's trail → The answer comes from the file itself. **Each person requests documents from their own list.** - Shares a single template → Everyone asks the same and the supplier gets a coherent message.