Document requests

With a document request you ask for documents in a targeted way. The client sees a checklist with what you need, and you see per item what has come in and what is still open.

Drawing up a request

1. Open the dataroom and choose Request documents, or go to the Document requests tab and choose Request documents.
2. Choose a template from the library or start with an empty checklist.
3. Check the items: per item you see whether it is mandatory, who supplies it and in which folder it ends up.
4. Set a deadline if that is needed.
5. Choose Send.

The request goes to the recipient given. They receive an e-mail with a link to the checklist in the client portal.

Following progress

In the list you see per request:

• Progress — for example 6 of 9 items supplied.
• To review — how many submissions are waiting for you.
• Deadline — with the marking Due soon or Overdue.
• Status — draft, sent, completed or closed.

If you open the request, you see the status per item: Requested, Supplied, In progress, Approved, Rejected, Requested again or Overdue.

Reviewing submissions

Supplied documents do not automatically enter the index. You review them first:

1. Open the Review queue, or the request itself.
2. Look at the supplied file.
3. Choose Approve, Reject (with a reason) or Request again.

With Approve the file goes into the folder that belongs to the item. With Reject the client sees your reason and can supply again. With Waive you close an item that turned out not to be needed.

You can approve several items at once: Select all open items and then Approve selection.

Reminders

Choose Send reminder for a request that is still open. The recipient receives an e-mail with the still open items. Do not remind too often in a row: the recipient sees every reminder in his portal and in his mailbox.

What the client sees

The client sees the checklist with per item:

• what is requested and whether it is mandatory;
• whether it has already been supplied;
• the reason if something was rejected;
• the button to upload or to ask a question.

Saving in between is possible: the client does not have to do everything in one go.

One request per round

Start with one request for the first round of documents. A second request for additions keeps the progress readable and prevents a client from having to work through a long list.