--- id: KB-TL-003 url: https://app.codecontract.io/help/trackline/what-the-person-you-ask-actually-sees idioma: en categoria: trackline subcategoria: participantes modulo: trackline audiencia: usuario actualizado: 2026-08-12 tambienEn: [es] relacionados: [KB-TL-001, KB-TL-002, KB-TL-004, KB-TL-020] citadoPor: [KB-TL-001, KB-TL-002, KB-TL-004, KB-TL-010, KB-TL-016, KB-CC-012, KB-TL-021, KB-TL-022, KB-PS-021, KB-PR-022, KB-CR-005, KB-ET-002, KB-DI-002] --- # What the person you ask actually sees _The other side of the process: what they receive, what they must do and why no account is needed._ **Responde a:** what does the supplier see when I request a document · does the supplier need an account to upload · how does an external person upload a document · link for a third party to upload documentation This is the part most worth understanding and the one almost nobody looks at, because it is invisible from your screen. When a supplier does not deliver, very often it is not unwillingness: it is that they did not understand what you were asking for, or did not know how to send it. **En corto** - They get a notice with their own personal link. - No sign-up, no password, nothing to install. - They see only their own part: not the rest of the case, not what others sent. - They can upload a file or photograph the document straight from their phone. ## What they receive A message — by email, SMS or WhatsApp — with your name, your organisation's name, what you need and a button. You can personalise the text: a message written by you gets noticeably more replies than a generic notice. > [!NOTE] > The notice goes out in that person's language, not yours, if you have recorded it on their contact card. ## What they do when they open the link 1. **They see the list of what you are asking for** — Only their own: their requests for this phase, with the title and description you wrote. 2. **They upload the file or take a photo** — From a phone they can photograph the document directly. If the photo comes out skewed, the platform straightens it. 3. **They fill in any data you asked for** — If the request included fields, they appear below the file, pre-filled with whatever could be read from the document. 4. **They confirm and finish** — They get an acknowledgement. If you asked for several things, they can come back later with the same link for whatever is left. ## Why they do not need an account That is a product decision, not a limitation. The person you are asking for a certificate is not your user: they are doing you an administrative favour. Forcing them to register means a share of them simply will not, and then you are back to chasing by email — exactly what you were trying to avoid. The link is personal: it identifies that person and that request, and gives access to nothing else. If they forward it to a colleague, the colleague can deliver on their behalf, and the record shows where it came from. ## Frequently asked questions **Can they see the rest of the case?** No. Each person sees only the requests assigned to them. They cannot see what other participants sent, nor the other phases. **Does the link expire?** It stays valid while the request is open. If you set a deadline on the process, it stops working once that passes. **What if they lose the email?** You resend the notice from the case in one click. It is the same link — nothing has to be rebuilt. **Can they deliver from a phone without an app?** Yes. There is no app to install: it opens in the phone's browser and they can photograph the document from there. **What if they upload the wrong document?** They can upload again with the same link. You see both versions and which one arrived first. ## Ejemplos **An accountancy asks thirty clients for paperwork, and half of them are sole traders who only use a phone.** - Sets up the notice on WhatsApp as well as email - Writes a personal message explaining what it is for and when it is needed - Lets each of them photograph the document from their phone → They deliver without ringing up to ask how it works, and the documents arrive readable because the platform straightens skewed photos. **A supplier spends half an hour looking for where to register.** - Explains they enter via the link with no account → They deliver the same day. **The supplier cannot tell which documents they already sent.** - Shows them what is missing and what is in → They send only what is missing. **The process is tested without seeing the supplier's side.** - Sends themselves the request and completes it → Design flaws surface before reaching anyone. **The supplier opens it from a phone on site.** - Uploads a photo of the document from that phone → Delivery happens where the document is. **A supplier with little digital confidence gets stuck.** - Phones them once and walks the link with them → The first delivery completes and later ones need no help.