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Using Document Requests

Sharing & Collaboration

Using Document Requests

Document Requests let your team ask someone outside the workspace to upload a checklist of files through a secure link. This is different from public sharing: requests collect files into your workspace, while share links only let people view an existing document.

Who Can Manage Requests

Open Requests from the workspace sidebar.

  • Editors and admins can create, send, duplicate, and track requests.
  • Recipients do not need a Notoria account to upload files.

Creating a Request

  1. Open Requests.
  2. Click New Request, or start from a saved template.
  3. Enter a request name and optional description.
  4. Add the recipient name and email address.
  5. Choose a target folder if you want fulfilled files to land in a specific place.
  6. Optionally set an expiration date and password.
  7. Add one or more requested items, including:
    • a label
    • an optional description
    • a document type
    • whether the item is required
  8. Save the request.

After creation, you can copy the public link or resend the request email.

Using Templates

If you send the same checklist often, create a template first and start new requests from it later.

Templates save the item structure, including names, descriptions, required flags, and linked document types.

What Recipients See

Recipients open a token-based link on the public Notoria site.

  • If the request is password protected, they must enter the password first.
  • They see the checklist of requested files.
  • They upload each file directly into the request, without logging in.
  • Once the request is fulfilled or expired, the page stops accepting uploads.

Tracking Progress

The Requests list shows the current status for each request:

  • Sent
  • Partially Received
  • Received
  • Partially Fulfilled
  • Fulfilled
  • Expired

Open a request to review item-level progress, copy the public link again, resend the email, and handle any items that need manual follow-up.

Validation and Fulfillment

Uploaded files can move through several item states:

  • pending
  • received
  • fulfilled
  • rejected
  • failed validation

Request details highlight validation warnings so your team can review what came in and decide whether to accept, reject, or mark an item fulfilled manually.

Duplicating a Request

Use Duplicate when you want to send a similar request again.

Notoria copies the structure of the original request, clears fulfillment history, and resets expiration so the duplicate starts fresh.

Document Requests vs Public Share Links

Use Document Requests when you need someone to send files into your workspace.

Use Sharing Documents with Public Links when you want someone to open a document that already exists in your workspace.

FAQ

Do recipients need a Notoria account?

No. They only need the request link, and the password if one was set.

Where do uploaded files go?

Files are attached to the request and can be routed into the target folder you selected when you created the request.

Can I edit a request after sending it?

Requests are tracked after creation, but they are not edited in place. Duplicate the request to send a revised version.