Document Request List (DRL)

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

The meaning of each document status that may appear is outlined below. 

1. Completed- A document is marked as complete for 1 of 2 reasons:
   • The recipient chose Send Request on their upload screen.
   • The firm changed the status to Complete. 
2. 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. 
3. Pending Upload- The recipient has not uploaded any documents. 
4. Overdue- Request is past the due date set for the client. 

Action Items

Each action item available within the Document Request feature is outlined below. 

Bulk Actions Individual Actions

Please note:

Select the checkbox next to each request to select multiple items. 

1. Click Delete to delete item(s). Once deleted, this cannot be undone.
2. Click Resend Access Link to send an access link to the recipient for completed items.
3. Click 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. Click Move To to move the request to a folder. 
   • View My Files for more information on this feature.
   • This can only be done for requests with a Completed status.  
5. Search through all Document Requests by email address. 
6. Click Filter to filter alphabetically, by date, or by status. 
7. Click Refresh to refresh the page. 

1. Click Change Retention Period to adjust the retention period for the item.
   • Not available for requests that have a Completed status. 
   • The retention period cannot be increased, only decreased. 
2. Click 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. 
3. Click Download to download a Zip file of all documents included in the request.
4. Click the Status drop-down to change the request status.
   • Complete - The recipient will not be able to upload any more files.
   • Re-open - This will allow the recipient to delete or upload files. 
5. Click Preview Document to see a preview of the uploaded document. 
   • Available for PDF documents only. 
6. Click Download to download the selected document. 
7. Click Delete to delete the document.
   • Once deleted, this cannot be undone. 
8. Click Request More to add documents to the DRL. 
   • A new reminder is automatically delivered to the recipient.

New Document Request

The steps to send a document request via the Online Portal or the Outlook Plug-in are outlined below. 

Online Portal Outlook Plug-in

1. Navigate to Request Documents.
2. Click New Request.
3. Enter the Recipient email in the To Field.
4. Enter the Subject.
   • The Subject is what appears in the subject line of the taxpayer notification.
5. Apply Template (optional). 
   • Templates can be made in Admin Settings.
   • If no template is applied, continue with steps 6-9. 
6. Enter a message for the recipient. 
7. Confirm document details.
   • Tax Year, Due date, Retention Period. 
8. Select the Authentication Method. 
   • Access Code. 
     • The recipient receives an access code to their email address.  
     • The client must enter the access code to access the DRL. 
   • Question & Answer
     • Select a question from the drop-down and enter the answer. 
     • The client will need to answer the question to access the DRL. 
9. Enter the Document Name and Description.
   • These are free-form fields that allow you to enter your own text. 
10. Click Add Documents for every additional document you wish to include with the request.
11. Toggle Notify on Completion to Off if you do not wish to receive a notification when the request is completed. 
12. Click Send Request.

1. Open a new email and select the SafeSend Plug-in. 
2. Click Request Documents. 
3. Click Continue. 
   • 
4. Enter the Recipient 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. Click Next.
   • 
8. Apply Template OR
9. Enter the Document Name and Description.
   • Click Add Documents to add additional documents to the request.  
10. Click Next. 
    • 
11. Confirm document details. 
    • Tax Year, due date, retention. 
12. Confirm Authentication Method. 
13. Toggle Notify on Completion to Off if you do not wish to receive a notification when the request is completed. 
14. Click Finish. 
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