WhatsDocsWhatsForm
Collection and delivery, over the channel clients already use.
No client portal, no onboarding, no forgotten logins. Documents are requested, received, verified and delivered through WhatsApp — with every step tied back to a permanent document identity.
§ WhatsForm — Structured Collection
WhatsApp stays simple for the client. WhatsDocs stays structured behind it.
Every requested file is pre-identified before it ever arrives — the client never needs to understand UDI; the system uses it silently to route the reply.
| Step | System action | Client experience |
|---|---|---|
| 1 · Plan | Create requirement, reserve UDI | No action yet |
| 2 · Request | WhatsForm sends a contextual message | Receives a clear WhatsApp request |
| 3 · Reply | Match reply to request identity | Replies with the file, as normal |
| 4 · Receive | Attach file to the reserved record | No separate portal or naming |
| 5 · Organise | Rename, classify, store, update status | Immediate acknowledgement |
| 6 · Verify | Team accepts or rejects with reason | Clarification or re-request |
| 7 · Complete | Update project/task completeness | Can see the request resolved |
Follow-up as a workflow, not a memory exercise
Collection is tracked, not chased manually
| Status | Meaning | Automation |
|---|---|---|
| Required | Planned but not requested | Queue or schedule the request |
| Requested | Message delivered | Start the response timer |
| Reminder due | No acceptable receipt | Send a policy-based reminder |
| Received | File matched or classified | Notify owner, stop reminders |
| Accepted | Requirement satisfied | Update task/project completeness |
| Rejected | Incorrect, incomplete, illegible | Explain the issue, reopen the request |
Not every incoming file replies to a structured request. Unsolicited documents are still identified, classified against likely open requirements, and confirmed with one click — never dropped into an untracked inbox.
§ Retrieval & Delivery
The reverse of collection: permission-aware delivery.
“Send my FY 2025-26 Audit Report” resolves through WhatsApp number → client identity → accessible document → UDI → delivery policy — instant where authorised, routed for approval where not.
| Policy | When to use |
|---|---|
| Automatic delivery | Approved, final, non-sensitive documents within defined client permissions |
| Approval before delivery | Sensitive records, draft/final ambiguity, commercial holds |
| Deny with guidance | No permission, expired access, identity mismatch |
| Secure link | Large files, expiry controls, download audit |
- → A fee or payment hold can prevent automatic delivery without deleting availability.
- → Responsible partner approval can be required by document category.
- → Every request, decision and delivery remains auditable.