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Evidence request guide

Ask users and external contacts for evidence without giving everyone full access.

Evidence request links let an admin, adviser or task owner send a secure upload page to the person who has the proof. The uploaded file returns to the private evidence vault and can be linked to the relevant task or record.

Recommended flow

1

Start from context

Open a task, ISO record or the Evidence Requests page so the request explains what evidence is needed.

2

Choose the recipient

Search for a workspace user, or switch to manual email for a supplier, adviser, client contact or external task owner.

3

Set the expectation

Add the title, due date, expiry period and a note describing the certificate, screenshot, report or file you need.

4

Track the response

The one-use upload link expires after submission or after the selected time limit. Completed requests show the uploaded file.

When to request evidence

Use evidence request links when the person with the file does not need to work through the full Obligary workspace.

  • Ask a supplier for insurance certificates, accreditations, security evidence or continuity documentation.
  • Ask an adviser or consultant for a report, review note, audit output or supporting document.
  • Ask a client contact or department owner to upload proof for a specific task without inviting them into every workspace area.
  • Ask an internal user for a file while still keeping the evidence linked to the correct task or record.

Internal users and manual emails

The request form supports both normal workspace users and people outside the system.

  • Choose System user when the recipient already belongs to the workspace. The request can be associated with their user record.
  • Choose Manual email for suppliers, contractors, advisers, clients or anyone who should only receive a temporary upload link.
  • Use a clear recipient name so the request queue remains readable later.
  • Keep the request title action-focused, such as Upload public liability certificate or Provide access review export.

What the recipient sees

The upload page is intentionally narrow so external recipients can complete the request quickly.

  • The recipient opens a dedicated evidence request page from the email link.
  • They see the request title, evidence prompt, optional note and due date.
  • They browse for the file and submit it without needing to sign in to Obligary.
  • After a successful upload, the link is no longer useful for submitting replacement evidence.

Good training guidance for teams

Give users a simple rule for deciding between uploading evidence themselves and requesting it from someone else.

  • If you already have the file, upload it directly from the task, ISO record or Evidence Vault.
  • If someone else has the file, use Request evidence and explain exactly what proof is needed.
  • Use due dates and expiry periods so open requests do not sit around forever.
  • Review the Evidence Request Queue weekly to chase open requests, open completed evidence and keep the vault tidy.

Security and control

Evidence request links are designed for controlled collection, not open file sharing.

  • Links are time limited and can be configured to expire after a defined number of days.
  • A completed request is closed once evidence has been submitted.
  • Uploaded files land in the private evidence vault and use the normal workspace access controls afterwards.
  • Do not ask recipients to upload passwords, authentication codes, payment details or unnecessary sensitive personal data.

Related guides

Evidence guide

Keep uploaded files useful, linked and ready for reports.

Open guide

Task guide

Request evidence from the task that needs proof.

Open guide

Calendar guide

Use due dates and task context to keep requests moving.

Open guide

Reports guide

Show evidence status and links in reports.

Open guide

Trust page

Understand storage, access and product boundaries.

Open guide

Open requests

Create and review evidence requests inside the app.

Open guide

Important boundary

Obligary supports organisation and evidence. It does not replace professional judgement.

Use Obligary to manage tasks, owners, reminders, documents, evidence and reports. Your organisation remains responsible for deciding what applies and taking legal, regulatory or certification advice where needed.