It is recommended to create a Document Checklist for each client outlining the documents needed to complete their project. Document checklists help standardize your process while allowing customization based on each client’s specific situation.
These checklists can be used in two ways:
As part of a Project Template (for recurring engagements), or
As a one-time Document Request for a specific client.
Why Use a Document Checklist?
A Document Checklist allows you to:
Create a customized list of required documents for each client
Ensure consistency across projects
Reduce back-and-forth communication
Track which documents have been received
When sending a Document Request, you can select the saved checklist. Clients will then be able to upload files and check off each requested item as they submit them, giving your team visibility into what has been received and what is still outstanding.
How to Set Up a Document Checklist
Please follow the steps below to create and use a Document Checklist:
1. Select Customizations in the ribbon
2. Select Client Custom Fields
3. Click Add
4. Name the Document List
5. Select Document Checklist in the Field Type drop down.
6. Click Save
7. Navigate to a client
8. Click the pencil next to the name of the document list you created in customizations.
9. List the needed documents for this client. One Document per Line.
10. Click Save. The list of documents will now appear on the main page for that client.
11. When you request a document from a client you will now see the option to pick a Document Checklist or Add Custom Checklist.
-Add Custom Checklist allows you to create a custom document checklist from scratch based on exactly what you need when requesting documents in real time.
12. Click Request.
The contact will receive an e-mail letting them know that the firm has requested documents. When they go to access the request, a screen will appear with their document checklist.
Once your client uploads their documents, they are able to check the checkbox for the appropriate documents.
Once the client clicks Upload a box will appear to ask them if they are finished uploading all of the documents in the request or not. If they click No, Leave Open, the document request will stay open. If they click Yes, Mark Complete it will mark the document request complete.
On the firm side you are able to see the status of the document request by clicking Tasks, Client Actions, View.
After you click view, you will be able to see which documents the client has uploaded and which ones you all are waiting for.
Within the Project Template:
You also have the ability to add a document checklist to a project template. Go to Customizations--Project Templates--Select a Project Template--Add Client Action. When this goes out within a project template- it will be unique to the documents each client has in their document checklist.