Request documents from a client

Before you start

Document requests are sent from a matter's Client requests tab. The tab shows on matters opened from a Registrations, Compliance filings or Framework documents matter template, such as a company incorporation. Other matters show the tab only once they already have a request.

Send a checklist

1. Open the matter and go to Client requests.
2. Click Request documents.
3. Under Start from checklist, pick a checklist or Blank. Chronica starts every firm with three: Ltd incorporation, Business name registration and Annual returns.
4. Check the people the checklist is for, such as the Directors. Chronica fills them in from the matter where it can. Click Add to add someone, with their Name and optional Email and Phone. Click the cross on a name to remove them.
5. Untick any item you don't need.
6. To ask for something else, use Add an item: type what you need, choose Upload, Answer or Sign, and whether it's needed Once or for each person. Click Add.
7. Set the Due date.
8. Under Remind and the client's name, choose how often Chronica chases the client: every 2 days, every 3 days or every week until done, once 1 day before, or Off.
9. Under Send by, choose Portal + email + WhatsApp or Portal + email.
10. Check the Message. It is written for you and you can change it.
11. Tick Move the matter to the next stage when everything is approved if you want that to happen on its own.
12. Click Send checklist.

Items marked for each person are repeated for everyone you listed, so four items for two directors become eight.

What the client does

The client gets the checklist by email (and WhatsApp, if you chose it) and sees it in their portal under What we need from you. They upload a PDF or photo, type an answer or sign online, from their phone or computer.

Each file they upload is saved on the matter in a Client uploads folder, private to the firm. The matter's lawyers are told when something is waiting for review.

Review what comes in

1. Open the matter's Client requests tab and pick the request.
2. Click an item marked Waiting for review to see the upload or answer.
3. Click Approve if it's right.
4. If not, choose a Reason, if you send it back (for example Photo is blurred or Document has expired), add a note if you like, and click Send back. The client is told what to fix.

For a Sign item, click Send for signature to send it out for e-signature. It updates on its own when they sign.

When every item is approved or signed, the request is completed and the reminders stop.

Track requests across matters

Open Document requests in the sidebar, under Corporate. The Corporate group shows when your firm's practice focus includes corporate work. The page lists checklists sent to clients across every matter, with tabs for Open, Uploads to review, Overdue, Completed and All. Search by request, client or matter, and click a row to open it.

Questions

Can I ask for more after sending?

Yes. While a request is open, click Add request at the top of the Client requests tab to send another checklist.

Who can send document requests?

Anyone in your firm who can open the matter.