Create and manage a collection project | Secure Exchanges

How do I create and manage a collection project?

A collection project lets you receive documents without having to send an envelope to each person. You create a project, you list the documents you expect, then you share one single public link: on your website, in your email signature, wherever you want. Only the people on your access list can upload to it, and their files are encrypted in their browser before they even leave their device. This article explains how to create a project, configure it, authorize your clients and track the drops.

Note: A collection project does not replace secure reception. The envelope you email to one specific person remains available and works exactly as before, as explained in How to retrieve confidential information?. A collection project, on the other hand, serves several people through a link you publish.

Prerequisites

Step 1: Create your project

  1. Log in to the Secure Exchanges online portal.
  2. In the left-hand menu, under "Content", click "Collection projects".
  3. Create a new project.
  4. Give it a name, a description and the instructions your clients will see.

Note: The name, the description and the instructions are filled in in both French and English. The drop page follows the visitor's language and falls back to the project's default language when a translation is missing.

Step 2: List the documents you are asking for

  1. Add one document per item you expect.
  2. Give it a title, for example "Employment slips (T4 and RL-1)", and a short description, for example "All T4 and RL-1 slips received from your employers".
  3. Specify the accepted file types, for example pdf, png and jpg, or leave all file types accepted.
  4. Mark as mandatory the items without which the drop cannot be submitted.

Note: Your client sees each document as a separate card, with its title, its description and the accepted file types. While a mandatory item is missing, their submit button stays inactive.

Step 3: Set the project options

These settings are in the "Options" section of the project.

  1. Tick "The project accepts drops" to open the project. Untick this box to close it without deleting it.
  2. Tick "Allow the client to add a note" if you want to receive a comment along with the files.
  3. Tick "Notify the depositor when I open their drop" so the person is informed the moment you consult their submission.
  4. In the "Drops per client (0 = unlimited)" field, enter the number of drops allowed per person.
  5. In the "Hours to complete a drop" field, enter how long the person has to finish a drop they have started.
  6. In the "Openings allowed per return" field, enter how many times each return can be opened.
  7. Click "Save".

Note: The value entered in "Openings allowed per return" is the one displayed in the protected message you receive with every drop.


Step 4: Authorize the people who can upload

These settings are in the "Who can upload" section.

  1. Enter one address per line. You may add a name before the address, separated by a comma, for example "Jeanne Tremblay, jeanne@example.com".
  2. Click "Add these addresses".

Note: For a long list, click "Import a CSV file". The "Download a sample file" button gives you the expected template.
Note: Addresses are encrypted before being stored, and indexed so that nobody can read them back from the database.
Note: The "Current access list" section then shows everyone who can upload right now and where they stand, without you having to leave the project.

Step 5: Add your context keys

This step is for accounts using SESAR.

  1. Find the context keys section of the project.
  2. Click "Add a key".


  3. Enter the key and its value.
Note: The key and value pairs are sent with every drop of this project. Your SESAR reads them to tell projects apart and route returns.

These settings are in the "Your public link" section.

  1. Choose the language of the link, "FR" or "EN".
  2. Click "Copy the link".
  3. Share the link however you like: email, website, signature.

Note: Only the addresses on your access list can get in. The link can therefore be published without exposing your project.

Step 7: Track the drops

  1. Open your project from "Collection projects".
  2. Consult the tracking table. It shows the "Email", "Origin", "Name", "Status", "Drops", "Documents received", "Mandatory" and "Last drop" columns.
  3. If needed, use "Filter records" or change the number of records per page.
  4. To keep the table, click "CSV", "EXCEL" or "PDF".

Note: The "Mandatory" column shows the ratio of mandatory items received over mandatory items requested, for example 2/2.

What you receive with every drop

Every drop reaches you as a protected Secure Exchanges message. The attachments carry the name of the requested document, followed by the name of the file that was sent, for example "T4_2026.jpg". The number of openings allowed is the one you set in the project options.

Troubleshooting

  • Someone cannot obtain their code: check that their address appears in the project's access list, spelling included. No code is sent to an address that is not on the list.
  • A client cannot submit their drop: a mandatory item is missing. Their submit button stays inactive until every mandatory item has been uploaded.
  • The project no longer accepts drops: check the "The project accepts drops" box in the options.
  • A client says they ran out of time: the "Hours to complete a drop" value limits how long a started drop may last. Increase it if needed.
  • You can no longer open a return: the limit entered in "Openings allowed per return" has been reached.

Need help?

Our team is available to assist you. Write to us at support@secure-exchanges.com