Portal screens

Detailed reference for each Portal screen used by the journeys. Labels are quoted exactly as they appear in the English interface; some screens say Magic Link where the menu says Access Links — both name the same thing. Content was checked on 2026-10-09 against the Portal interface source (portal-fe 2563ceb) and the Portal service (portal-be 9dae623). On 2026-10-17 the Dashboard and the Recipient's page were observed in DEV, inside the Cogneris Platform, with a synthetic company and synthetic profiles (Portal interface 25579b8, service 44dbea1); their Content status says Observed. On 2026-10-18 My Forms, the form wizard, Magic Links, the Create New Magic Link dialog, the link details page and Journey languages were observed the same way (Portal interface 00ea9a6, service 9ad5ae3). Later on 2026-10-18 Company insights, Preview and WhatsApp consents were observed too (Portal interface 4e3d45d, service 6c3abb1). After their fixes, the link details page (Portal interface 694dc66), Preview and WhatsApp consents (Portal interface a259594, service 029081f) were observed again on 2026-10-18. On 2026-10-22 the fields, actions and messages of Magic Links, the Create New Magic Link dialog, the link details, WhatsApp consents and the Recipient's page were checked against the Portal interface source (c6b27f7); those details are marked as not observed in each screen's Content status. On 2026-10-22 the same was done for the Dashboard, Company insights, the support pages, My Forms, the form wizard, the form editor and Preview (Portal interface 01e16b4). Screens still marked From source; not observed were not exercised; the form editor carries a known defect. On 2026-10-23 the behaviour changed by WOR-156 and WOR-157 (Portal interface pull request #214) was updated from that change; it has not been observed.

Screenshots are not included in this edition.

Menu

Item	Opens	Who sees it
Dashboard	Dashboard	Everyone with access to Portal
Company insights	Company insights	Everyone with access to Portal; the data loads only for a company administrator
Forms › My Forms	My Forms	Administrator, technical team
Forms › Preview	Preview	Administrator, technical team
Send & Collect › Access Links	Magic Links	Administrator, technical team
Send & Collect › Journey languages	Journey languages	Everyone with access to Portal; only a company administrator can publish
Support	My support requests	Everyone with access to Portal, where support requests are reachable

Opened on its own address instead of inside Cogneris, Portal adds a Home page with shortcuts to the same items.

Dashboard

Overview of your magic links and form activity, for the whole company.

How to get here	Menu Dashboard, or open Portal
Who sees it	Everyone with access to Portal
Content status	Observed (2026-10-17, by a company administrator and by a profile without administrator access). Field details checked against the Portal interface source (01e16b4) on 2026-10-22; not observed.

The screen has no filters: the periods below are fixed, and the figures are calculated by the service.

Area	What it shows
Total MagicLinks	Every link of the company
Created today	Links created today
Open rate, Conversion rate	Percentages, with one decimal
Avg. response time	Hours, with one decimal (for example 12.5h)
Expiring in 7 days	Links whose deadline falls in the next 7 days; shown in red when there is at least one
Links by Status	Links per status — Created, Sent, Accessed, Form Completed, Docs Completed, Pending, Finished, Revoked, Expired; only the statuses that have links appear
Daily Volume (30 days)	Links created per day, labelled month-day
Sending Channel	Links by channel: Email, SMS, WhatsApp
Form Analytics	Total Submissions, Completion Rate, Avg. Fill Time (minutes and hours), Active Forms. Not connected yet: every value shows —.
Top Forms by Submissions	Form Name, Total MagicLinks, Submissions, Completion Rate (a bar and the percentage; hidden on narrow screens). Not connected yet: shows No data found.

Button	What happens	Who can use it	Reversible?
Refresh	Loads the figures again; reads Loading... meanwhile	Everyone who sees the screen	— (nothing changes)

Message	Cause	What to do
Failed to load metrics.	The figures could not be loaded	Select Refresh; if it persists, contact support
Could not refresh. The figures below are from ….	A Refresh failed; the figures on screen are the ones loaded at that time	Select Refresh again; if it persists, contact support
— on every counter	The figures have not arrived yet, or the service sent none	Wait, or select Refresh

Company insights

Sign-in activity of your company — Activity over the selected period.

How to get here	Menu Company insights
Who sees it	Everyone can open it; the data loads only for a company administrator
Content status	Observed (2026-10-18, by a company administrator and by a profile without administrator access). Field details checked against the Portal interface source (01e16b4) on 2026-10-22; not observed.

Fields

Field	What it does	Values	Default
Period	The period every figure covers	Last 24h, Last 7 days, Last 30 days	Last 7 days
Chart / Table	How Logins Over Time is shown	Chart or table	Chart

Figures are kept for 5 minutes: switching back to a period seen in the last 5 minutes shows the same figures. Refresh, next to the periods, loads newer ones.

What it shows

Area	Content
Total Logins	Sign-ins in the period
Unique Visitors	Different people who signed in
Events / Visitor	Sign-ins per visitor, as calculated by the service
Logins Over Time	Sign-ins per day (per hour for Last 24h), with the Current period against the Previous period. As a table: Date, Current, Previous.
Access by Country	Login distribution worldwide on a map, darker where there are more logins; No data for the selected period when there are none
Access Heatmap	Login activity by day of week and hour: a cell per weekday and hour, from Less to More; the tooltip gives the count
Top Origins, Top Browsers, Top Countries	The most frequent origins, browsers (Other groups the rest) and countries, with bars; Not enough data to display when empty

Every figure counts sign-ins to the company's accounts, not calls to the Cogneris API.

Button	What happens
Refresh	Loads the figures of the selected period again, skipping the 5-minute copy
Sign in again	Shown with Your session has expired…; opens the sign-in page and comes back here

Common problems

Message	Cause	What to do
This page requires company administrator access. Ask an administrator at your company to grant it.	You are not a company administrator	Ask an administrator, or have one look at the page
Your session has expired. Please sign in again to view this page.	The service did not accept your session	Select Sign in again
This resource is no longer available. It may have been moved or deleted.	The service did not find the data	Contact support
Could not load data. The backend endpoint may not be available yet.	Any other failure	Reload the page; if it persists, contact support
The figures do not change	They are kept for 5 minutes	Select Refresh

My Forms

Every form of the company. Used by Prepare a form.

How to get here	Menu Forms › My Forms
Who sees it	Administrator, technical team; anyone else is sent to the Dashboard
Content status	Observed (2026-10-18, by a company administrator). Field details checked against the Portal interface source (01e16b4) on 2026-10-22; not observed.

Column	Content
(box)	Selects the form for bulk delete; the box in the header selects every form. Not shown on narrow screens.
Thumbnail	Picture of the form, or No Image
Name, Description	As saved in the editor; - when there is no description
Actions	Workflow, Open in editor, Delete

The list has no search, sort or paging.

Buttons and actions

Button	What happens	Reversible?
New Form (or Create Form when the list is empty)	Opens the form wizard	—
Export CSV	Downloads the list (Export forms as CSV) with the columns ID, Name and Description. Disabled when the list is empty.	—
Workflow → Save Changes	Sets the workflow that receives the submissions: Documents collected via this form are forwarded to this workflow after submission. Choose a workflow (name (vN)) or None. Form updated successfully confirms it.	Yes
Open in editor	Opens the form editor — the design, the details and the document requests	—
Delete → Delete	Confirm Delete: Are you sure you want to delete this form? This action cannot be undone. Then Form deleted successfully.	No
Delete in the selection bar	The browser asks Delete … forms? This cannot be undone. (Delete … form? This cannot be undone. for one), then deletes them (Deleting…), shows … forms deleted (… form deleted) and reloads the list	No

Common problems

Message	Cause	What to do
No forms found. Create your first form!	The company has no forms	Select Create Form
Failed to load forms. in place of the list	The list could not be loaded	Select Retry
Failed to delete form.	The form could not be deleted	Try again
Some forms could not be deleted (…). They are still selected.	Some of the selected forms were deleted and others were not. The list is reloaded and only the ones that failed stay selected.	Select Retry, or Delete again
An error occurred. Please try again. in the Workflow dialog	The workflows could not be loaded	Select Retry
Failed to save form.	The workflow could not be saved	Try again
The Workflow box shows a number instead of a name	The form points to a workflow that no longer exists or that you cannot see	Choose another workflow, or None

Form wizard

Creates a form with AI help in five steps — Name, Description, Fields, Documents, Layout — then opens it in the form editor.

How to get here	New Form on My Forms
Content status	Observed (2026-10-18, by a company administrator). Field details checked against the Portal interface source (01e16b4) on 2026-10-22; not observed. Retry, document-request and description behaviour updated from the WOR-155 fix (portal-fe #211); not observed.

Steps and fields

Step	Field	What it does	Required	Format
Name — What is the name of your form? Give your form a clear, descriptive name.	Form Name	The form's name	Yes — Next stays disabled until it is filled in	Up to 50 characters, for example e.g. Employee Onboarding Form
Description — Form Description	The description	AI generated a description based on the form name. You can edit it. Written when you first come from Name. Going back and forward again keeps it; it is rewritten only if it is empty, or if you changed the name and did not edit the text.	No	Free text (Form description...)
Fields — Suggested Sections & Fields	The suggestion	AI suggested form sections and fields. You can edit them before generating. Written only when empty; changing the description afterwards does not update it.	No	Free text (Field suggestions...)
Documents — Required Documents	One line per document	AI suggested the documents to request. Add, rename or remove items before continuing. Add document adds a line; × removes one. Empty lines are ignored.	No	Up to 50 characters per document (Document type...)
Layout — Choose a Layout	Single Page or Multiple Steps	Select how the form will be presented to the user.	Yes	Single Page by default

While the AI writes, the step shows Generating description..., Generating field suggestions... or Generating document list....

Buttons and actions

Button	What happens	Reversible?
Next, Back	Move between steps. Next is disabled while the AI writes or after an error.	—
Cancel	Only on the first step: returns to My Forms without saving	—
Retry	Asks the AI again after an error. After Create Form, continues from the step that failed — it never creates a second form	—
Create Form	Generates the form from the Fields text and the chosen layout (Creating...), saves it with one document request per document — each required, accepting PDF, JPG and PNG — and opens the form editor. Each document repeats for every value of a text field of the form (a tax ID, else a name, else the first text field, preferring one inside a list); with no text field it is asked once. Once the form exists, Back is disabled and the step says The form has already been created. Retrying continues from the step that failed.	The form can be deleted on My Forms
Open the editor without documents	Shown only when the document requests could not be saved: opens the form editor with the form as created, without them	Add the requests in the form editor

Common problems

Message	Cause	What to do
Error calling AI. Make sure portal_describe_form is configured in Administration > AI > Prompts. — or portal_suggest_fields, portal_request_documents	The AI prompt for that step is not configured for the company, or the AI did not answer	Ask an administrator to configure the prompt named in Administration › AI › Prompts, then select Retry
Error generating the form with AI. Make sure portal_generate_form is configured in Administration > AI > Prompts. after Create Form	The form could not be generated, or it could not be created or saved	Select Retry: it continues with the same form
The form was created, but its document requests could not be saved.	The form exists; its document requests do not	Select Retry, or Open the editor without documents and add them in the form editor
Another message after a step	The service refused the request and says why	Correct what the message says and try again

Form editor

How to get here	Create Form at the end of the wizard, or Open in editor on My Forms
Who sees it	Administrator, technical team
Content status	From source; not observed (Portal interface 01e16b4, 2026-10-22)

Known defect — XTRAK-2594

The form editor does not open: Open in editor on My Forms and Create Form at the end of the wizard leave the content area blank, because the visual builder is not licensed for the Cogneris address. Observed in DEV on 2026-10-18; tracked in XTRAK-2594. The wizard still creates the form. This screen's content is still From source; not observed.

Area	Content
Header	Back (to My Forms, without asking about unsaved changes), the form name (Edit Form until it loads), Save Changes
Builder	The visual form builder, with its own Save, undo and redo. Its interface is in English. Loading form builder... while it opens.
Details panel	Closed when the page opens; Expand details panel opens it and Collapse details panel closes it

A new form starts with a title, a Name field (John Doe), an Email field (johndoe@gmail.com) and Submit. The steps of a multi-step form are named Step 1, Step 2 and so on unless they have a title. The builder's own Save keeps the design only in the page: nothing reaches Cogneris until Save Changes. Opening the editor does not save anything — the form's picture on My Forms is updated by Save Changes.

Details

Field	What it does	Required	Format	Default
Name *	The form's name (Enter form name)	Marked required; the screen does not check it	Up to 50 characters	As saved
Description	Enter form description	No	Up to 250 characters	As saved
Workflow	Documents collected via this form are forwarded to this workflow after submission.	No	None or a workflow (name (vN))	As saved
Available in the mobile app	When enabled, this form appears in the tenant's mobile app catalog. New forms start enabled.	No	Box	Ticked

Document Requests

Each document the recipient is asked for. Requests are saved immediately with their own Create, Update or Delete — they do not wait for Save Changes. No document requests. when there are none.

Field	What it does	Required	Format	Default
Title *	Shown to the recipient. A title containing "selfie" makes the request a selfie: camera only, no image-quality check.	Yes	Up to 50 characters	Empty
Description *	Instruction shown under the title	Yes	Up to 255 characters	Empty
Types Allowed *	The kinds of document accepted	Yes	Free text, up to 2000 characters — the wizard writes .pdf,.jpg,.jpeg,.png	Empty
For Each *	The form field whose values repeat the request — one request per value	Yes	A field name, up to 50 characters	Empty
Validation	Validation rule	No	Up to 255 characters	Empty
Optional	The recipient may skip the document	No	Box	Not ticked

Create / Update stays disabled until the four required fields are filled in.

Buttons and actions

Button	What happens	Reversible?
Save Changes	Saves name, description, workflow, mobile setting and design (Saving...): Changes saved!	Yes, by editing again
+ Add, Edit	Opens Add Document Request or Edit Document Request	—
Delete → Delete	Confirm Delete: Are you sure you want to delete this document request?	No

Common problems

Message	Cause	What to do
Failed to save changes.	Name and details or design could not be saved — one may have been saved without the other	Select Save Changes again
Name must be 50 characters or less.	The name is too long	Shorten it
Could not save the document request. (the dialog stays open) or Could not delete the document request. — or the service's reason	The request could not be saved or deleted	Correct what the message says, or try again
Could not load the document requests.	The list of requests could not be loaded	Reload the page
Could not load the workflows. under Workflow	The workflows could not be loaded; only None is offered	Select Retry next to the message
The page returns to My Forms on opening	The form could not be loaded	Open it again from My Forms

Preview

Try a form as a recipient would, without sending a link. Page title: Test forms.

How to get here	Menu Forms › Preview
Who sees it	Administrator, technical team
Content status	Observed (2026-10-18, by a company administrator, up to Confirm; Open Camera not walked). Field details checked against the Portal interface source (01e16b4) on 2026-10-22; not observed.

One card per form, with its thumbnail (No thumbnail) and description (No description provided.). Loading forms... while they load. Selecting a card opens the run page, with Back to Tests to return.

The run page shows the form (Loading form... first) under the tab Exported Form. Its Submit — or Finish on a multi-step form — comes from the form's design. Submitting builds the document requests and opens two more tabs:

Tab	Content
Checklist (…)	One card per document request, with Open Camera, Upload File (picture or PDF; not for selfies), Retake and Delete, a green check once the file is in, and the same image-quality prompts as the recipient's page (Analysing document quality…, Image quality is low, Image quality not ideal). Under the cards: … of … documents captured, Confirm and Back to Form.
JSON	Form Data: the answers as data — after Confirm, the capture identifiers instead — with Copy (reads Copied! for two seconds), and Back to Checklist

Confirm enables once every required request has a file and no image is low quality. It shows Documents captured successfully and the capture identifiers on JSON. Nothing is sent to a workflow: Preview stops at the captures.

Common problems

Message	Cause	What to do
No forms found. Go to the Form Builder to create one.	The company has no forms	Create a form on My Forms
Could not load the forms.	The list could not be loaded	Select Retry
Could not load the form.	The form could not be loaded	Select Retry
This form has no content correctly saved.	The form has no design	Open it in the form editor and select Save Changes
The page opens on JSON instead of Checklist	The form has no document requests	Add document requests in the form editor
Could not build the document checklist. Please try again. above the form	The document requests could not be built from the answers	Submit the form again
A card goes back to Open Camera / Upload File after a capture	The file could not be sent; no message is shown	Capture or upload it again
The document could not be removed. Please try again. on a card	Delete was refused; the file is still there	Select Delete again

Magic Links

Every access link of the company. Used by Follow up an access link.

How to get here	Menu Send & Collect › Access Links
Content status	Observed (2026-10-18, by a company administrator). Field details checked against the Portal interface source (c6b27f7) on 2026-10-22; not observed.

The filters, the sort order and the page are kept in the page address, so a copied address or the browser's Back button from a link's details returns to the same list.

Fields

Field	What it does	Required	Format / values	Default
Name (Search by name...)	Shows links whose name or e-mail contains the text, ignoring case	No	Free text	Empty
Form	Shows the links of one form	No	All Forms, or one of the forms that have links in the loaded date range and status	All Forms
Start Date, End Date	Load the links of this period from the service	No	Dates	The last 30 days, up to today
Status	Loads only the links in this status	No	All, Created, Sent, Accessed, Form Completed, Docs Completed, Pending, Finished, Revoked, Expired	All

Name and Form filter the links already loaded; dates and status load them again. The screen does not check that the start date is before the end date.

Columns

Column	Content
Name	The recipient's name, which opens the link details, with the e-mail under it
Form	The form the link collects
Created at, Last Access	Date and time; — when the link was never opened
Accesses	How many times the link was opened
Channel	The channel it was sent on, as stored (for example EMAIL); — when it was not sent
Status	The link's status. A link past its deadline shows Expired unless it is already Revoked or Expired.
Actions	The row actions below

Every column except Actions sorts: select the header once for ascending, again for descending. Empty values always come last. The list shows 10 links per page, with Showing … of …, Page … of …, Previous and Next.

Buttons and actions

Button	What happens	Who can use it	Reversible?
WhatsApp consents	Opens WhatsApp consents	Shown only to an administrator or the technical team	—
Create Magic Link	Opens the Create New Magic Link dialog; the list reloads after a link is created	Everyone who sees the screen	—
Copy link	Copies the link. Shown only when the full link is available — in practice never for a saved link	Everyone who sees the screen	—
Resend → Resend Magic Link	Asks for the Sending Channel (Email, SMS, WhatsApp; preset to the link's own channel, or Email) and sends a new link; the old one stops working. Shown unless the link is Revoked or past its deadline — the service does not resend an expired link.	Everyone who sees the screen	No
Revoke → Confirm	Cancels the link: Revoke the Magic Link for "…"? This action cannot be undone. Shown unless the link is Revoked or Finished.	Everyone who sees the screen	No
Delete → Confirm	Removes the link: Are you sure you want to delete this Magic Link? Shown for every status.	Everyone who sees the screen	No

The service decides who may revoke, resend or delete; the screen does not check profiles for these actions. The resend dialog names the link under Recipient:. Confirmations: Resent successfully!, Magic Link revoked successfully., Magic Link deleted., Link copied!

Common problems

Message	Cause	What to do
No magic links found for the selected filters.	Nothing matches the name, form, dates or status	Widen the dates or set Status to All
Error loading Magic Links.	The list could not be loaded	Reload the page; if it persists, contact support
A form is missing from Form	The filter lists only forms that have links in the loaded period	Widen Start Date and End Date
Error resending., Error revoking. or a message from the service	The action was refused or failed. The service's own reason is shown when it gives one.	Read the reason; for a WhatsApp resend, check the number's consent
Error deleting Magic Link.	The link could not be removed	Try again; if it persists, contact support

Create New Magic Link dialog

Used by Send an access link.

How to get here	Create Magic Link on Magic Links
Content status	Observed (2026-10-18, by a company administrator). Field details checked against the Portal interface source (c6b27f7) on 2026-10-22; not observed.

Fields

Field	What it does	Required	Format / values	Default	Example	Validation messages
Form *	The form the recipient fills in and the documents it asks for	Yes	The company's forms; before a choice the box reads Select a form	None	—	Form and Name are required fields.
Name *	The recipient's name, shown in the list and on the link details	Yes	Free text	Empty	e.g. John Smith	Form and Name are required fields.
CPF / Tax ID	The recipient's tax number, kept with the link	No	Free text; not checked by the screen	Empty	123.456.789-00	—
Deadline (days)	Days until the link expires	No	Whole number from 1 to 365; empty means 30	30	15	The browser refuses a value outside 1–365
Email	Where the link is sent with Email	For Email	An e-mail address, up to 50 characters	Empty	joao@example.com	The browser's e-mail check; Email address must be 50 characters or fewer.
Mobile Phone	Where the link is sent with SMS or WhatsApp	For SMS and WhatsApp	A phone number with country code	Empty	+55 11 99999-9999	Checked by the service
Sending Channel	Sends the link when it is created	No	None (create without sending), Email, SMS, WhatsApp	None (create without sending)	Email	—
Journey language	The language the recipient's page opens in	No; shown only with more than one language enabled in Journey languages	Tenant default or one enabled language	Tenant default — the recipient's own preference, then the company default	Português (Brasil)	—
Max. Accesses	How many times the link can be opened	No	Whole number from 1; empty means Unlimited. Disabled when Single use is ticked.	Unlimited	3	The browser refuses a value below 1
Single use	Lets the link be opened once	No	Box	Not ticked	—	—
Notes	Internal notes, shown on the link details	No	Free text	Empty	Internal notes...	—

WhatsApp consent. With WhatsApp selected and a phone number, the dialog checks the number:

• Checking consent for this number… while it looks.
• Consent for this number is already on file. — nothing more to fill in.
• This recipient asked to stop receiving WhatsApp messages. Use another channel. — the number cannot receive WhatsApp messages.
• Otherwise, record the consent here. The dialog explains: The consent must name the business and say the messages arrive on WhatsApp. A recipient can stop them at any time by replying SAIR.

Consent field	Required	Values	Default
I confirm this recipient authorised receiving WhatsApp messages from us.	Yes	Box	Not ticked
How was it collected?	Yes	Web form, Contract, In person, Import	Web form
Consent date	No	Date	Today
Where is the proof?	Yes	Free text, for example e.g. contract 4471, web form #82	Empty

Buttons and actions

Button	What happens	Reversible?
Create Magic Link	Checks the fields, creates the link and, with a channel, sends it. The dialog then shows Generated Link! with Magic Link created successfully!, Generated link: and the link, Copy and a QR Code (Scan to open MagicLink on mobile).	The link can be revoked
Copy	Copies the link; the button reads Copied! for two seconds	—
Cancel, Close, ×, Esc or a click outside	Closes the dialog	Yes

Common problems

Message	Cause	What to do
Form and Name are required fields.	Form or Name is empty	Fill in both
Email address must be 50 characters or fewer.	The address is longer than 50 characters	Use a shorter address, or send by SMS or WhatsApp
This number opted out of WhatsApp. Choose another channel.	The recipient asked to stop WhatsApp messages	Choose Email or SMS
Record the consent before sending on WhatsApp.	The consent fields are incomplete	Tick the confirmation and fill in How was it collected? and Where is the proof?
Magic Link created, but sending failed. Copy the link below or try resending.	The link exists but the message did not go out	Copy the link and send it yourself, or use Resend on Magic Links
Failed to create Magic Link.	The service refused or failed to create the link	Check the fields and try again
Failed to load form options.	The forms could not be loaded	Close the dialog and open it again
Could not generate QR Code., Could not copy.	The browser could not draw the code or use the clipboard	Select the link and copy it by hand

Link details

How to get here	Select a name in Magic Links
Content status	Observed (2026-10-18, by a company administrator, including Resend and Revoke). Field details checked against the Portal interface source (c6b27f7) on 2026-10-22; not observed.

Area	Content
Header	Name, ID: … · Form: … (the form's name), status badge
Recipient	Name; CPF, Email and Phone when filled in
Access Data	Created at; Expires at, in red once past; First access and Last access (— if never opened); Total accesses, as … / … when the link has a maximum
Sending	Channel (as stored), Sent at, and Notes when filled in
Public Link	The link, with Copy. Shown only when the full link is available.
Access Log	Date/Time, IP (masked), Action (View, Upload, Resend, Revoke as recorded by the service — resending and revoking were not recorded in DEV on 2026-10-18), User-Agent (cut at 60 characters; the full text is in the tooltip)

Buttons and actions

Button	Shown when	What happens	Reversible?
Resend → Confirm	Not Revoked and not past its deadline	Asks for the Sending Channel (preset to the link's own channel, or Email) and sends a new link	No
Revoke → Confirm	Not Revoked or Finished	Revoke this Magic Link? It can no longer be accessed.	No
Request support about this process	Support requests are available	Opens a new support request for this link	—
Back	Always	Returns to Magic Links with the same filters, order and page	—

Deleting a link is only possible from Magic Links. Confirmations: Resent successfully!, Magic Link revoked successfully., Link copied!

Common problems

Message	Cause	What to do
Error loading Magic Link details. — the page then shows only Back	The link could not be loaded, or it was deleted	Go Back and reload the list
No accesses recorded.	The recipient has not opened the link	—
Could not load the access log.	The log could not be loaded	Select Retry next to the message
Resend is missing	The link is Revoked or past its deadline	Create a new link
Error resending., Error revoking. or a message from the service	The action was refused or failed	Read the reason and try again

WhatsApp consents

Who authorised your company to message them on WhatsApp, and where the proof lives. Page subtitle: Who authorised us to message them, and where the proof lives.

How to get here	WhatsApp consents on Magic Links
Who sees it	Company administrators. Without company administrator access the WhatsApp consents button is not shown, and inside Cogneris the page shows This page cannot be opened.
Content status	Observed (2026-10-18, by a company administrator, including an import that fills collectedWhen, and by a profile without administrator access). Field details checked against the Portal interface source (c6b27f7) on 2026-10-22; not observed.

Fields

Field	What it does	Required	Format / values	Default
Search by number, proof or who recorded it	Shows consents whose number, proof or Recorded by contains the text, ignoring case	No	Free text	Empty
Status	Shows one status	No	All, Granted, Revoked (which includes Opted out)	All
Import CSV file	Records many consents at once	—	A .csv file. The screen reminds: CSV columns: phone,source,evidenceText[,collectedWhen]. Numbers in E.164, e.g. +12025550123. An optional first line starting with phone, is skipped. See the rules below.	—

CSV rules. The whole file is checked before anything is recorded; the first error stops the import and nothing is sent.

Column	Required	Accepted values
phone	Yes	E.164: + and 8 to 15 digits, for example +12025550123
source	Yes	web_form, contract, in_person or import
evidenceText	Yes	Where the proof is, as free text
collectedWhen	No	A date such as 2026-10-17, or a date and time. It becomes the Consent date; without it, the consent date is the import date.

Columns

Column	Content
Number	Phone number
Status	Granted; Revoked; or Opted out — the recipient asked to stop, which blocks the number and cannot be undone by the company
How was it collected?	Web form, Contract, In person, Import
Consent date, Recorded by	As recorded; — when empty
Where is the proof?	As recorded, shortened on screen

Buttons and actions

Button	Shown when	What happens	Reversible?
Import CSV	Always	Checks the file, then records each row in order, showing Importing …/…, and ends with … consents imported.	Each consent can be revoked
Revoke → Confirm	The consent is Granted	Revoke consent: Stop sending WhatsApp messages to …? — the number no longer receives WhatsApp messages from your company; then Consent revoked.	Not from this screen

An Opted out row shows The recipient asked to stop — support only. instead of Revoke.

Common problems

Message	Cause	What to do
CSV line …: phone, source and evidence are all required.	A row misses one of the three columns	Fill in the row. The line number is the line in the file, counting the header and blank lines.
CSV line …: "…" is not an E.164 number (e.g. +12025550123).	The number lacks + and the country code, or has the wrong length	Write it as + country code and number, digits only
CSV line …: unknown source "…". Use one of web_form, contract, in_person, import.	source is not one of the four values	Use one of them, in lower case
CSV line …: "…" is not a date.	collectedWhen cannot be read as a date	Use YYYY-MM-DD
That file has no rows.	The file is empty or has only the header	Add the rows
The file could not be read.	The file could not be opened as text	Save it again as CSV and import it
… imported, … failed.	Some rows were refused — for example a number that opted out	The screen does not say which; compare the file with the list
No consents recorded yet.	Nothing recorded — or nothing matches the search or status, which shows the same message	Clear the search and set Status to All
Could not load the consents., Could not revoke the consent.	The service failed	Try again

Journey languages

Which languages recipients may use on the recipient's page, and the company's own wording for each. Page subtitle: Choose which languages your invited visitors can use and adapt the wording of the journey for each of them.

How to get here	Menu Send & Collect › Journey languages
Who sees it	Everyone with access to Portal. Anyone who is not a company administrator sees Only tenant administrators can change journey languages and texts. You can review the settings here.
Content status	Observed (2026-10-18, by a company administrator, who published, and by a profile without administrator access, who saw it read-only)

The procedure, every field, the actions and every message are in the administrator manual: Portal journey languages.

My support requests

The requests you opened to your company's support team, and the pages to open and follow one. The journey is in Ask your company for support.

How to get here	Menu Support, or Request support about this process on the link details
Who sees it	Everyone with access to Portal, where support requests are reachable; otherwise the menu item is not shown. Each person sees only their own requests.
Content status	Observed (2026-10-18, by a company administrator; Portal interface 542dc84, support service 3345d31). A reply from the support team was not observed. Field details checked against the Portal interface source (01e16b4) on 2026-10-22; not observed.

Statuses: Open, In progress, Waiting for your reply, Resolved, Closed (Unknown status for anything else). Dates are shown as — when missing.

My support requests

Ask the company for help and follow the replies. One row per request, in the order the service returns: its number, status, subject, category when there is one, and Updated …. 20 requests are loaded at a time; Load more loads the next ones.

Button	What happens
New request	Opens New support request. Hidden when support requests are not available.
A request	Opens it
Load more	Loads the next 20; reads Loading your requests… meanwhile
Retry	Loads the list again after an error

Message	Cause
You have not opened any requests yet. — When you need help, open a request and follow the replies here.	No requests
Support requests are not available for your organization yet.	Support requests are not turned on for your company

New support request

Describe what you need. The company's support team will reply here. Text only: files cannot be attached. The page reads Loading the form… while it opens.

Field	What it does	Required	Format	Validation messages
Subject	The title of the request	Yes	Up to 200 characters	This field is required.; Use at most … characters.
Category	Routes the request. Shown only when the company set up categories; (optional) unless the company requires it.	When the company requires it	Select a category, then one of the company's categories	Select a category.; Select a valid category. from the service
Process reference (optional)	Number of the process this request is about. Leave it empty if the request is not about a specific process. Filled in when you come from Request support about this process.	No	Digits only, no leading zero, up to 16 digits	Enter the process number using digits only.; This process was not found or cannot be attached to your request. Check the number or leave the field empty.
Description	What you need. Do not include passwords or document numbers.	Yes	Up to 4000 characters	This field is required.; Use at most … characters.

The messages appear after the first Send request and update as you type; the cursor moves to the first field to fix.

Button	What happens	Reversible?
Send request	Sends the request (reads Sending…) and opens it with Your request was sent. Replies from the support team will appear here. Sending again after an error does not create a second request.	No
Cancel	Returns to the list without saving	—

Support request

The page reads Loading the request… while it opens, then shows Request …, with Status, Process (a link to the access link, when one was attached), Category, Opened and Last update. The Conversation starts with your description, under You, followed by the replies, under Support team or You, oldest first; No replies yet. until the support team answers. Show earlier messages loads older ones.

Field	Required	Format	Validation messages
Your reply	Yes	Up to 8000 characters	This field is required.; Use at most … characters.

Button	Shown when	What happens
Send reply	The request is not Closed	Sends the reply (Reply sent.). Replying to a Resolved request reopens it: This request was marked as resolved. Sending a reply reopens it.
New request	The request is Closed	Opens New support request. A closed request shows This request is closed and cannot receive new replies. Open a new request if you still need help.
Back to my requests	Always	Returns to the list

Common problems

Message	Cause	What to do
New requests are not available for your organization right now. You can still follow your existing requests.	Your company paused new requests	Follow your existing requests, or contact your company another way
Your profile is missing a name or e-mail address. Update your profile and try again.	The support team could not know who you are	Complete your profile, then send again
This request was already sent with different content. Reload the page and try again.	The service already holds a different version of this request	Reload the page and send again. Editing after a failed send no longer causes it: the edited request is sent as a new one.
Support requests need a category, but none has been set up yet. Ask your administrator to add one.	Your company requires a category but set up none; Send request stays disabled	Ask your company administrator
We could not check the process right now, so your request was not sent. Try again in a moment.	The process reference could not be checked	Try again, or leave Process reference empty
This request is closed. Open a new request if you still need help.	The request was closed	Open a new request
This request was not found.	The request does not exist or is not yours	Go Back to my requests
Check the fields and try again.	The service refused a field	Check subject, description and reply
Too many attempts. Wait a moment and try again.	Too many requests in a short time	Wait, then try again
Support is temporarily unavailable. Try again in a moment.	The support service did not answer	Try again later
Something went wrong. Try again.	Any other failure	Try again; if it persists, contact your company another way

Recipient's page

The public page a recipient opens from the link. No Cogneris sign-in. Used by Complete a document request.

How to get here	The personal link in the message, or its QR code
Content status	Observed (2026-10-17, form, Upload File, Confirm and a correction round, in English, Português (Brasil) and Português (Portugal); Open Document Camera and the selfie check not walked). Field details checked against the Portal interface source (c6b27f7) on 2026-10-22; not observed.

Area	Content
Header	Document Portal, Submit Documents, the status (Protected link, Correction needed, Documents Received!, or the error)
Progress	Verifying link..., Fill Form (when the link has a form), Submit Documents, Documents Received!
Security	Protected link — The link is validated before access.; No account required — You can complete this request from this secure public session.; Limited access — Access is restricted to this document request.
Context	Expires at, Process ID:
Journey language	Shown when more than one language is enabled. The choice is remembered on the device.
Form step	Please fill in the form below before submitting your documents., This link expires on …, the form, Submit
Documents step	You received an invitation to submit documents for the process: followed by the name of the link's form (Submit Documents when the link has no named form); How it works? — You received a secure link to submit your documents., Use the camera to photograph or upload your documents., Your documents will be sent securely. — (or the Correction needed notice), Submit Documents with For the best experience, use the camera to capture your documents., one card per document, then Confirm (or Resend document in a correction round)
Footer	Process ID: and If you have questions, please contact whoever sent you this link.

The recipient can leave and come back while the link is valid: answers typed in the form are saved as a draft, documents already sent stay, and the page reopens at the step where the recipient stopped.

Fields

Field	What it does	Required	Format / values
The form's fields	Defined by your company in the form editor	As set in the form	As set in the form, with the form's own messages
A document card	One per document the form asks for, with its title and description	Unless the document is optional	A photo from Open Document Camera, or a picture or PDF from Upload File. A selfie can only be taken with the camera.

Buttons and actions

Button	Shown when	What happens	Reversible?
Submit	Form step, when the form has no submit button of its own	Checks the form, then shows the documents to send	No — the form does not reopen
Open Document Camera	The document is not in yet	Opens the camera in the page (Capture your documents); for a selfie, the selfie check	—
Upload File	The document is not in yet, and it is not a selfie	Sends a picture or PDF from the device	Yes, with Delete
Retake	The document is in	Opens the camera again for that document	—
Delete	The document is in	Removes the file; the card can be filled again	—
Confirm / Resend document	Enabled once every required document is in and none has a low-quality image	Shows Submitting…, sends everything to your company and shows Documents Received! — Your documents have been submitted successfully. You will receive a confirmation shortly.	No
Try again	Unable to Verify Link	Checks the link again	—

After each capture or upload the page shows Analysing document quality…. If the image is poor:

• Image quality is low — The quality of the image is low. Please try again in a lighter place and hold the camera still during the capture. OK reopens the camera. A low-quality image keeps Confirm disabled until it is replaced or deleted.
• Image quality not ideal — The quality of the capture doesn't seem to be ok. Would you like to retry again? Yes reopens the camera; No keeps the image.

Selfies are not checked for quality.

Correction round

When a reviewer at your company returns documents, the page opens at the documents step with Correction needed: We reviewed your documents. Only the item(s) below need to be resent — everything else is already approved. Each returned document shows Resend and, when the reviewer wrote one, Reason: with the reviewer's text. Every other document cannot be changed: it shows Already approved once the reviewer approved it, or Awaiting review while it has no verdict yet. Resend document sends the corrections.

Common problems

Message	Cause	What the recipient can do
Link Expired — This request has passed its expiration date and can no longer receive documents.	The deadline passed	Ask the sender for a new link (Please contact whoever sent you this link to request new access.)
Link Cancelled — This access link was cancelled by the sender and is no longer available.	The sender revoked the link	Ask the sender for a new link (This access link has been cancelled. Please contact the sender.)
Access Limit Reached — This secure link has reached the maximum number of allowed accesses.	Max. Accesses or Single use was reached	Ask the sender for a new link
Link Not Found — We could not validate this access link. It may be incomplete, expired from your browser session, or no longer available.	The link is incomplete — often cut when copied — or no longer available	Open the full link from the original message
Unable to Verify Link — Your browser could not reach the verification service. Check your connection and try again.	No connection	Check the connection and select Try again
Unable to Verify Link — The portal could not verify this link right now. Please try again in a moment.	The service could not answer	Wait a moment and select Try again
Could not submit the form. Your answers are still here. Please try again.	The form could not be sent	Select Submit again
Document capture failed. Please try again.	The photo or file could not be sent	Capture or upload it again
The document could not be removed. Please try again.	Delete was refused; the file is still there	Select Delete again
Could not finalize your submission. Please try again.	The documents could not be sent	Select Confirm again
Loading form... does not go away	The form could not be loaded	Reload the page; if it persists, contact the sender
Confirm stays disabled	A required document is missing, or an image is low quality	Fill in every card; replace images marked as low quality

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Last reviewed 2026-10-18 · Version 1.0.0 · Owner: product-documentation