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Collect and review documents

A person outside your company — the requester — sends documents through a Portal access link. Cogneris files them in the Document Center, runs them through a workflow and, when a reviewer rejects something, sends the request back to the requester to fix.

Products, in order: Portal → Document Center (ECM) → Workflow → Portal (only when a correction is needed).

This page only routes you between products. The instructions for each step are in the chapter it links to.

Before you start​

  • You are signed in with a profile that gives access to the products you act in.
  • Your company has a Portal form. To reach Workflow, that form must be bound to a workflow: the form has a Workflow setting, and None means the documents are not forwarded. See Prepare a form.

Steps​

#ProductWho actsWhat happensInstructions
1PortalYouYou send the requester an access link for a form.Send an access link
2PortalRequesterThe requester opens the link and submits the documents. The page confirms Documents Received! and the link moves to Docs Completed.Complete a document request
3Document Center— (automatic)Every submission is filed in the Document Center as a process, with its own folder. This happens whether or not the form is bound to a workflow.Where the documents come from
4Workflow— (automatic)Optional: only when the form is bound to a workflow. The submission starts a run of that workflow.Workflow overview
5WorkflowReviewerOptional: only when the workflow has a Manual Review phase. The documents wait in a review queue until every one has a decision.Review a document
6WorkflowReviewerOptional: only when at least one document is rejected. The process is returned to the requester and listed under Awaiting requester correction.Return a document for correction
7PortalRequesterThe requester receives a new link through the same channel — the earlier link stops working — and resends only the documents marked Resend, each with the reviewer's reason.Correction round
8WorkflowReviewerThe resent documents return to the same process for review; the round number is shown as Returned submission round. Continue from step 5.Track a document's state and routing

When every document is approved, the process continues to the next phase of its workflow. If that workflow asks for a signature, continue with Sign and file a document.

Expected result​

  • The requester's documents are filed in the Document Center, as one process with its own folder.
  • If the form is bound to a workflow, the process appears on the Workflow Runs page and moves through its phases.
  • A returned process goes back to the requester and, once resent, comes back to the same process — not to a new one.

How to confirm it worked​

  • In Workflow, follow the process as described in Track a document's state and routing.
  • In Portal, follow the link's status as described in Follow up an access link.
  • The requester does not see the workflow's progress in the Portal; after submitting they only see the confirmation, and later a correction request if one is needed.

If something goes wrong​

What you seeWhat it meansWhat to do
The requester submitted, but no run appears in WorkflowThe form is not bound to a workflow (Workflow set to None), so nothing was forwardedBind the form to a workflow; see Prepare a form. Documents already submitted are still in the Document Center.
A rejected process ends as failed instead of being returnedIt was started inside Workflow, not from the Portal, so it has no requesterSee Return a document for correction.
A process is not returned again after several correctionsYour company's correction policy limits the number of correction rounds; when the limit is reached the process is escalated instead of returnedAsk your company administrator.

Last reviewed 2026-10-09 · Version 0.1.0 · Owner: product-documentation