Request files from within the Documents area

You can send file upload requests from within the Documents area to anyone, even if they don't have access to Onvio. The request email message includes a link that the recipient can click to open a requests screen and then upload the requested files.  

To add, edit, or delete requests, click the Communictions tab. You can also add a request from within Client Documents by choosing Manage > Request.

  • When you create a file upload request, you can specify an expiration date for the links in the email. If you don't specify an expiration date, the email link will remain active indefinitely.
  • Uploaded files appear for the staff member in the location that is specified in the Upload Destination field of the request.
  • You can send a file request to only one recipient at a time.
  • You can send requests to Client Centre and/or Email by marking the appropriate checkboxes.
  • You can provide a description of the request in the Document Request field. Alternatively, you can select an existing request, or add a new request from the Request Template field.

    Note: If you need to reuse the same description for multiple requests, you can create on-the-fly Document Request templates from the Request Template field. See Request templates for more information. You cannot edit existing request templates in the Add Request screen.

  • You can include multiple file requests in a single email message.
  • You can set up a password for the recipient of the request when you mark the related checkbox in the Security Options section of the requests screen.

    Note: We recommend that you verbally notify the recipient of the password after you create it.

  • You can view the status of all requests for your firm in the Communications tab. Use the search field on the toolbar and filter panel to quickly categorize the list.
  • Note: If you click multiple filters on the toolbar, the items that appear in the requests tab will fit all of the criteria for the filters you selected.

  • You can change the status of a request in the available Status fields in the document Request screen.

    Notes

    • When you change the status at the top of the Request screen (overall status), all individual statuses change to match the overall status. 
    • You can manually change the status of individual requests at the bottom of the Request screen, where appropriate.
    • When the client gets an email or a notification from Client Centre, the Status in the request changes to Received.
    • If you change all of the individual statuses to the same value, the overall status will automatically change to match the selected status.
    • If you revert to a previous status in the Status field at the top of the Request screen without changing an individual status to match the value selected, you'll be prompted to do so.
  • To re-send a file request email to a client, click the related email link in the Communications tab.

    Note: To change or remove the password for the request, click the Resend Email link first, and then tick the checkbox in the Security Options section.

  • To update the document request without resending it, click the Save button. (This is helpful when you need to correct the Expiration Date, or when you want to update the status of the request.)
  • To close requests, mark the Complete checkboxes for the applicable requests, and then click the Save button.
  • To reopen closed requests, clear the Complete checkboxes for each request in the request form, and then click the Save button.
  • You can see the name of the staff member who closed the request at the top of the request form.