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Feature · Structured request

An upload formthat collects the rightdocuments.

Instead of a bare upload link, you define a guided checklist: which documents you need, required or optional, in which format. The recipient sees exactly what is still missing and uploads document by document. Encrypted, GDPR-compliant, no account.

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Collecting documents is manual work

A contact form with an upload field is not enough when you need seven specific documents in the right format. Four reasons why this is painful today.

Generic form builders are a GDPR risk

Jotform, Google Forms and the like store uploads in US clouds. For client files, HR records or health documents that is a compliance problem.

Email ping-pong over missing documents

Five of eight documents are in, two in the wrong format, one is missing. Three emails back and forth follow before the file is complete.

Unstructured uploads cost sorting time

Everything lands as a jumble in one folder. Who maps what belongs to contract, ID and proof? You do, by hand.

No record of what was requested

For audits and deadlines it matters what you requested and received, and when. A loose upload link does not document that.

Three steps to a complete file

SecureFiles turns the upload link into a guided request: you say what you need, the rest runs in a structured, GDPR-compliant way.

1. Build the request

You create groups of expected documents, required or optional, with a format hint. From a template in seconds, for recurring cases like onboarding or account opening.

2. The recipient fills the checklist

The external opens the link in the browser, no account. They see a clear checklist of what is still missing and upload document by document. Encrypted and virus-scanned.

3. Review and accept

For each document you see the uploaded file and accept it or request a correction with a note. The recipient re-submits precisely, without restarting the whole request.

Everything a structured upload form needs

Not a DIY form, but a secure document request with a feedback channel.

Guided document checklist

Groups and named documents instead of an empty upload field. The recipient sees at a glance what is expected and what is still missing.

Required, optional, format rules

Per document: required or optional, allowed formats, hard rules such as original only, plus a short hint for the uploader.

Reusable templates

Build frequent requests once, save them as a template and recreate them in seconds. Ideal for onboarding, applications or case files.

Review with a correction channel

Accept each document or return it with a specific note for correction. No email ping-pong, everything documented in one place.

No account, encrypted, virus-scanned

External senders need no registration. The upload is TLS-secured, AES-256 at rest, and every file is scanned for malware before release.

GDPR, EU hosting, audit log, branding

Infrastructure in the EU, an audit log per GDPR Art. 30 with IP hash and timestamp, retention per tenant, upload page in your branding.

Structured request form compared

What generic form builders and loose upload links cannot do, and we deliver as standard.

 
SecureFiles
Form builders and email
Guided document checklist
Yes, with required and optional
No, just a free upload field
GDPR-compliant EU hosting
Yes
Often US cloud (Jotform, Google Forms)
End-to-end encryption
Yes, optionally client-side
Rarely, mostly TLS only
Large files
No hard limit
Usually tightly capped
Request correction per document
Yes, with a note
No, only a new email
Virus scan before storage
Standard
Usually not

This comparison describes operation across a company. For individual users, encryption inside the client remains a workable solution.

Frequently asked questions about the file upload form

What is a secure file upload form?
A file upload form is a web page that lets external senders send you files without creating an account. With SecureFiles it is more than an upload field: you define a guided checklist of the documents you need, required or optional. The recipient sees exactly what is still missing and uploads in a structured way. Encrypted, virus-scanned and GDPR-compliant.
How is it different from the secure inbox?
The secure inbox is a personal upload link with no fixed structure, ideal for quick ad-hoc receipt of any files. The file upload form goes further: you define in advance which named documents you expect, in which form, and guide the recipient through a checklist. For complete files, onboarding and application flows, the structured request is the better choice.
Do recipients need an account?
No. The recipient opens the link in the browser, sees the checklist and uploads. No registration, no software, no Microsoft or Google sign-in. Optionally the form can be protected with a password that the external enters before uploading.
Can I define required and optional documents?
Yes. Every expected document can be marked required or optional, with allowed formats, a short hint and hard rules such as original only. The recipient sees required documents highlighted and immediately knows what is still missing to complete the request.
Is the upload form GDPR-compliant?
Yes. The upload infrastructure is in the EU, TLS in transit and AES-256 at rest are standard. Every request is traceable via the audit log (GDPR Art. 30), IP addresses are stored hashed, and retention is configurable per tenant. A DPA template is available on request.
How large can uploaded files be?
There is no hard limit per file. Contracts, scans, CAD drawings, DICOM findings or video evidence can be uploaded directly, without the recipient having to resort to a split workflow.
Can I save requests as templates?
Yes. You build recurring requests once and save them as a template. When needed you create a new, identically structured request in seconds. That pays off for onboarding, account opening, claims reporting or any standardized document flow.
Which industries is the upload form suited for?
Anywhere external parties submit defined documents: law firms (case files), tax advisors (receipts per client), banks and insurers (onboarding, claims), HR (applicant and onboarding documents), medical practices (findings and proofs), procurement (supplier documents). Everywhere the guided request replaces email ping-pong.

Verwandte Lösungen

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Cryptshare-Alternative

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FTP-Alternative

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Verschlüsselter Dateiversand nach Art. 32 DSGVO und NIS-2.

Sicherer Posteingang

Dateien sicher empfangen — persönlicher Upload-Link für Externe.

Große Dateien per Outlook

Outlook-Anhang zu groß? Direkt aus Outlook verschlüsselt versenden.

SharePoint-Alternative

Sichere gemeinsame Dateiräume für Externe, ohne Microsoft-Cloud.

Request documents in a structured way.

Demo in 30 minutes. Free pilot phase. Your complete file in a single pass.

Request a demoSecureFiles in detail