How to Request a document with automation?

Remote now supports a new automation action: Request a Document.

This action lets you automatically request files or information from employees as part of your workflows — for example, proof of address, bank details, or work eligibility documents.

When the workflow runs, the employee receives an email and in-platform notification prompting them to upload the requested document. Once uploaded, the selected person (e.g. a manager or HR admin) is automatically notified.

Before You Start: Identify What Documents You Need

To use Request a Document, you don’t need to create a template beforehand — this action allows you to define the document name and details directly in the workflow.

Before setting it up, decide:

• What documents you want to collect (e.g. proof of address, ID, I-9 form)
• Whether any of them are country-, role-, or team-specific
• Who should be notified once each file is uploaded

Once you know this, you can configure each document request directly in the Automation Builder.

How to Set It Up

1. Go to Workflows → Automations.
2. Select Create automation or edit an existing one.
3. When adding an Action, select Request a Document.
4. Configure the document details:
   • **Title of document ***: give the document a clear name (i.e. “Proof of address” or “Bank details form”).
   • Document details: add optional instructions or context for the employee (e.g. “Upload a recent utility bill showing your address” or “Download and complete this form before uploading”).
   • The upload is due in: set how many days (1–90) the employee has to upload the file. The system sends an automatic email reminder two days before the due date.
   • Notify this person when the file is uploaded: optionally select someone (manager, finance, IT, or HR) who should be alerted once the document is uploaded.
     
5. (Optional) Click Request another document to collect multiple files within the same action.
6. Save your changes and Publish the automation.

What Happens Next

• When the workflow is triggered:
  • A document request task is created for the employee and appears under Things to do on their dashboard.
  • The employee also receives an email titled “We need a document from you,” showing:
    • The document name
    • Any description or details you provided
    • A button to Upload documents
  • Clicking the task or the email link takes the employee to their Files → Missing documents section.
  • There, they’ll see the document name, status (“Awaiting upload”), and an Upload button.
  • Once they upload the file:
    • The task is marked as complete.
    • The document status changes to “Uploaded.”
    • The selected notifier (if any) receives a notification.
• Two days before the due date, if the file hasn’t been uploaded, the employee receives an email reminder.
• Uploaded files are securely stored in the employee’s Files section, visible to company admins according to their document permissions.

Example:

• Event: Employee’s start date is approaching
• Action: Request a Document → “Proof of address” (due in 5 days), notify Finance Team
• Result: The employee receives an email and a to-do task asking them to upload their proof of address. Once they upload it, Finance Team receives a notification confirming completion.

Frequently Asked Questions

Can I request multiple documents in the same workflow?

Yes. Use Request another document to add more document fields within the same action. Each document can have its own title, details, due date, and notifier.

Do I need to create a template before using this action?

No. Unlike “Share a Document,” this feature lets you create custom requests directly in the workflow — no document templates required.

Who receives notifications when the file is uploaded?

The person selected in the Notify this person when the file is uploaded field (e.g. a manager or HR admin) will receive a system notification and/or email alert.

Can I set different deadlines for different documents?

Yes. Each requested document can have its own due date, between 1–90 days after the workflow starts.

Will employees be reminded if they don’t upload the document?

Yes. They receive an automatic reminder email two days before the due date.

Can I use this for contractors or non-onboarding workflows?

Yes. The action can be used in any workflow where document collection is needed, including contractor onboarding, time-off approvals, or compliance checks.

Where can I view uploaded documents?

Uploaded files appear in the employee’s Files section, alongside other stored documents.

Does this block the rest of the workflow if the employee doesn’t upload?

No. The workflow continues as scheduled. The document request task remains open until the employee uploads the file.