Request and review documents

Use this to collect an updated document from someone outside the workspace without giving them a workspace account.

1. Enter the Label shown to the recipient.
2. Choose when the link expires: 1, 7 or 30 days.
3. Select Create upload link.
4. Copy and share the link through your chosen communication channel.
5. Refresh requests after the recipient submits a file.
6. Download and inspect the submission.
7. Under When approved, choose whether to attach it as an additional document or replace an existing current document.
8. Select Approve document, or reject the submission if unsuitable.

Creating the link does not itself send a message. The recipient can submit one PDF, PNG or JPEG up to 3 MB without signing in. Unreviewed submissions expire after the review window shown in the app; the current public upload flow allows 30 days for review.

Open upload links can be revoked. Approving a replacement preserves the previous document and its history. Approval attaches the reviewed file; verify and update its dates separately, or review AI-extracted dates where appropriate.

Review before attaching

Inspect the submitted file and check that it covers the correct organisation, asset and period. Upload format and size checks do not authenticate the document or scan it for malware. Reject unsuitable submissions.

Approving a replacement keeps the prior file labelled Replaced. Removing a file is different and can remove its downloadable bytes. A completed document request does not automatically complete a deadline or move the Board card.

Share the right link

An upload link lets someone submit a file without workspace membership. It is not a team invitation or an external reminder subscription. Keep it private and revoke unused links.

For recurring reminder emails, use Contacts. For evidence downloads, see Archives and evidence packs.

Watch the tutorial

Watch tutorial 5 for a video walkthrough, or browse all five video tutorials.