Ask a client for files

Make a request

A request is a link a client opens to upload the papers you list, with no account. The files land on the matter in the folder you choose.

1. Open the matter, then Documents, Requests, and choose Ask for files. In the Documents workspace, New, Ask a client for files starts the same form.
2. Under Who and where, choose the party to Ask. The link goes to the email on that party's record. Choose the folder to File them in, and how long the Link works for: a week, two weeks, a month or two months. Add a Message, such as the date the papers are needed by.
3. Switch on Ask for a code if the link alone should not be enough. You give the client a six digit code by phone or in person.
4. Under What you need, name each item, such as "Ghana Card, both sides". Add a Note for the client where it helps, and switch on Only if they have it for an item the client may not have.
5. Choose Send request.

A box then shows the link, and the code if you asked for one, with a Copy button for each. They are shown this once, so copy what you need now. It says whether the email left; if it did not, send the link another way or use Send again from the request.

What the client sees

The client opens the link. If you asked for a code, they enter it first; five wrong tries lock the link for an hour, and a right code lets them in for two hours at a time. They see the firm's name, your message and the list. For each item they choose a file, or Add another file, up to 100 MB each. Every file is scanned for viruses before it is kept. When everything needed is there they add a note and choose Send to the firm.

A link that has expired tells the client to ask the firm to extend it, and one you revoked says the firm no longer takes files through it. A link you replaced with a newer one is no longer valid.

Decide on each file

Requests lists each request by who was asked, what has come in, when it was asked for and until when the link works, with its Standing: Waiting, Sent, Expired or Revoked. Open one to see The request, then each item with the files received and its own standing: Waiting, Received, Accepted or Sent back.

• Accept an item once the files are right.
• Send back an item with What is wrong, for example "The scan is blurred; please send a clearer copy". The client reads the reason and sends it again, and the link opens again for it.

Chase, extend or withdraw

From the request:

• Send again emails a new link; the one sent before stops working. Offered while the request is waiting.
• Extend gives more time (Works until: a week, two weeks, a month or two months from today). It is offered unless the request has been revoked.
• Revoke stops the link at once. Files already sent stay on the matter.

Everything the client sends is filed as an ordinary document on the matter, so it can be previewed, versioned and shared like any other (see Upload documents and keep their versions).