This article explains how to request documents from Leads or third parties using Firm360’s "Other Recipient" feature. By following the steps outlined, you can easily request documents from a prospect by adding a "Prospects Documents" client profile, sending a document request, and tracking it through the Activities tab. If the Lead converts into a client, you can easily transfer the document to the new client profile. Additionally, the article describes how the client receives an email notification to upload the requested document securely.
Send a Document Request to "Other Recipient"
Initial setup will require you to Add a new client named "Prospect Documents" or something similar.
- Navigate to the Documents tab within the client's profile.
- Select the arrow next to the Add button on the right-hand side
- Click Request Document
- Select "Other Recipient" from the Contact Dropdown
- Populate the Send Request for Documents to Contact pop-up window with the corresponding details as seen below:
- Recipient Email
- Title
- Message
- Click blue Request button to request document from client
View Document Requests Audit Trail under Activities
You can track any requested document in the Activities tab under the Document Request section, where a log of all requests sent are listed.
If your Lead converts into a Client, you can then Bulk Change Client and move the document into the new client converted from lead.
Client's Point of View:
When a document is requested, the client will receive an email with details about who made the request and the accompanying message. They can then click the blue Upload Document(s) button, which will redirect them to a secure document upload page.
After uploading the document, the client will see a Success! message, and the firm user will be notified once the document is successfully uploaded.