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Secure File Transfer

Document Request List (DRL)

Request, track, and manage client documents in 1 place with status updates, reminders, retention controls, and secure uploads through the portal or Outlook plugin.
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This feature provides the ability for users to request a set of documents from a recipient and to have a unified place for all the documents to be uploaded.
Request Documents
All requests appear in the
Request Documents
 dashboard. 
Document Request Status
Use the following meaning of each document status: 
  • Completed
    : A document is marked as complete for 1 of 2 reasons:
    • The recipient selected
      Send Request
       on their upload screen.
    • The firm changed the status to
      Complete
      . 
  • Partially Uploaded
    : The recipient has uploaded a portion of their documents.
    • View a summary of the documents uploaded on the left side of the panel. 
  • Pending Upload
    : The recipient hasn’t uploaded any documents. 
  • Overdue
    - Request is past the due date set for the client. 
Action Items
The following action item available within the Document Request feature is outlined: 
Bulk Actions
note
Select the checkbox next to each request to select multiple items.
  1. Select
    Delete
     to delete items. Once deleted, this can't be undone.
  2. Select
    Resend Access Link
     to send an access link to the recipient for completed items.
  3. Select
    Send Reminder
     to send a reminder to the recipient for requests that are pending.
    • Option not available for items with
      Completed
      status.
    • Use the
      Resend Access Link
       option instead.
  4. Select
    Move To
     to move the request to a folder. This can only be done for requests with a
    Completed
    status.
  5. Search through all
    Document Requests
     by email address.
  6. Select
    Filter
     to filter alphabetically, by date, or by status.
  7. Select
    Refresh
     to refresh the page.
Individual Actions
  1. Select the
    Print
     icon to print the body of message to a PDF. 
  2. Select the trash can icon to 
    Delete
     the message.
    • Once a message is deleted, it can't be restored. 
  3. Select
    Change Retention Period
     to adjust the retention period for the item.
    • Not available for requests that have a Completed status. 
    • The retention period can't be increased, only decreased. 
  4. Select
    Send Reminder
     to send a reminder to the recipient for requests that are pending.
    • Option not available for items with Completed status.
    • Use the
      Resend Access Link
       option instead. 
  5. Select
    Download
     to download a ZIP file of all documents included in the request.
  6. Select the
    Status
     dropdown to change the request status.
    • Complete - The recipient is not able to upload any more files.
    • Re-open - This lets the recipient delete or upload files. 
  7. Select
    Preview Document
     to refer to a preview of the uploaded document.
    • Available for PDF documents only. 
  8. Select
    Download
     to download the selected document. 
  9. Select
    Delete
     to delete the document.
    • Once deleted, this can't be undone. 
  10. Select
    Request More
     to add documents to the DRL.
    • A new reminder is automatically delivered to the recipient.
    • This can't be done for requests with a Completed status. 
New Document Request
Use the following steps to send a document request via the Online Portal or the Outlook Plug-in: 
Online portal
  1. Select
    New Request.
  2. Enter the Recipient email in the
    To
     Field.
  3. Enter the
    Subject.
    • The Subject is what appears in the subject line of the taxpayer notification.
  4. Apply Template (optional).
    • Templates can be made in
      Admin Settings
      .
    • If no template is applied, continue with steps 6-9. 
  5. Enter a message for the recipient. 
  6. Verify document details.
    • Tax Year, Due date, retention period. 
    • The Retention Period default is based on the authentication method and your settings. 
  7. Select the
    Authentication Method. 
    • Access Code.
      • The recipient receives an access code to their email address.  
      • The client needs to enter the access code to access the DRL. 
    • Question & Answer
      • Select a question from the dropdown and enter the answer. 
      • The client needs to answer the question to access the DRL. 
  8. Select a 
    Document Category
    . 
  9. Enter the
    Document Name
     and
    Description.
    • These are free-form fields that let you enter your own text. 
  10. Select
    Add Documents
     for every additional document you want to include with the request.
  11. Switch
    Notify on Completion
     to
    Off
     if you don’t want to receive a notification when the request is completed. 
  12. Select
    Send Request.
Outlook Plugin
  1. Open a new email and select the SafeSend Plug-in.
  2. Select
    Request Documents
    .
  3. Select
    Continue
    .
  4. Enter the Recipient's email in the
    To
     Field.
  5. Enter the
    Subject.
    • The Subject appears in the subject line of the taxpayer notification.
  6. Enter a message for the recipient. 
  7. Select
    Next
    .
  8. Apply Template to prefill requested documents
    OR
  9. Select
    Add Documents
     to add additional documents to the request.
    • Select a
      Category, Document Name
       and
      Description
       for each item. 
  10. Select
    Next
    .
  11. Verify document details.
    • Tax Year, due date, retention. 
  12. Verify authentication method. 
  13. Switch
    Notify on Completion
     to
    Off
     if you don’t want to receive a notification when the request is completed. 
  14. Select
    Finish
    .

This article applies to:

  • Product: safesend
  • Audiences: Staff