Portal overview
Portal collects information and documents from people outside your company. You design a form that says what to ask and which documents to request, then send a person an access link. That person opens the link, fills in the form and captures or uploads the documents — without a Cogneris account. People who prepare forms and send links use Portal after they sign in to Cogneris.
What Portal does
- A form has a name, a description, the questions the person answers, and its document requests — one per document to collect, such as an identity document or a proof of address. A form can be bound to a workflow: what the person submits is then forwarded to that workflow for review.
- An access link (called Magic Link on some screens) is a personal link to one form for one person. You can have Portal send it by e-mail, SMS or WhatsApp, or copy it and share it yourself. It has an expiry date and, optionally, a maximum number of accesses.
- The person who receives the link — the recipient — answers the form, captures or uploads each requested document and confirms. Portal then stores the documents in the Document Center and, when the form is bound to a workflow, starts a process there. See the Workflow overview.
- If a reviewer in Workflow rejects a document, Portal reopens the link and sends the recipient a new one. The recipient resends only the rejected document. See Return a document for correction for the reviewer's side.
Who uses it
| You want to | What you need | Where |
|---|---|---|
| Create or change a form and its document requests | The administrator or technical team profile | Prepare a form |
| Send an access link to a person | Same as above | Send an access link |
| See where a link is, send it again or cancel it | Same as above | Follow up an access link |
| Answer a request you received | Only the link | Complete a document request |
| Ask your company's support team for help | Any profile with access to Portal | Ask your company for support |
| See link activity at a glance | Any profile with access to Portal | Portal screens — Dashboard |
Every person with access to Portal sees the Dashboard. My Forms, Preview and Access Links are meant for the administrator and technical team profiles: the menu hides them for other profiles, and Portal refuses their actions to anyone else. If an item described here is missing from your menu, your profile does not include it; ask your company administrator, see Profiles.
Everyone with access to Portal sees every form and every access link of the company, not only the ones they created.
Access link status
| Status | Meaning |
|---|---|
| Created | The link exists and was not sent by Portal — you chose None (create without sending), or the send failed. |
| Sent | Portal delivered the link by e-mail, SMS or WhatsApp. |
| Accessed | The recipient opened the link. |
| Form Completed | The recipient submitted the form; documents are still to come. |
| Docs Completed | The recipient confirmed the documents. They were stored and, if the form has a workflow, forwarded to it. |
| Revoked | You cancelled the link. It no longer opens. |
| Expired | The expiry date passed before the recipient finished. The link no longer opens. |
| Pending, Finished | Offered by the status filter. No action described in this manual moves a link to these statuses today. |
| ? | The link was returned for correction by a reviewer and is waiting for the recipient. See Known limitations. |
Journeys in this part
- Prepare a form — create a form with the assisted wizard, adjust its questions and document requests, bind it to a workflow and try it.
- Send an access link — create a link for a person and deliver it.
- Complete a document request — what the recipient does after opening the link, including a correction round.
- Follow up an access link — find a link, see its access history, send it again, cancel or delete it, and manage WhatsApp consents.
Screens in this part
The Portal screens chapter describes each screen: the Dashboard, Company insights, My Forms, the form wizard, the form editor, Preview, the Magic Links list, the Create New Magic Link dialog, the link details page, WhatsApp consents, Journey languages, My support requests and the recipient's page.
Known limitations
- The link is shown only once. Portal keeps only a fingerprint of the link, so the full address appears only in the Generated Link! dialog right after you create it. Copy it there if you intend to share it yourself. The copy buttons on the list and the Public Link card on the details page do not appear for a saved link.
- Resend replaces the link. Each Resend sends a new link; the one sent before stops working.
- A link returned for correction shows
?as its status in the list, and the status filter has no option for it. Open the link's details to see its accesses. - The form editor does not open today (XTRAK-2594). Edit Metadata on My Forms, and Create Form at the end of the wizard, leave the content area blank. The wizard still creates the form, and Workflow on the form's row still binds it to a workflow.
- Form analytics are not connected. The Form Analytics area of the Dashboard shows — in every card until it is.
- The recipient's page reads You received an invitation to submit documents for the process: Submit Documents — it does not show the form's name.
Last reviewed 2026-10-18 · Version 0.4.0 · Owner: product-documentation