Document Requests

Staff create a document request with a title, description, and optional deadline. You can save it as a draft to refine later or send it immediately — the client gets notified as soon as the request is opened.

Each request clearly describes what you need, so clients know exactly what to provide without a phone call to clarify.

Clients see outstanding requests prominently on their portal home page. They can read the description, upload documents, add their own notes to each file, and submit their response when everything is ready.

The portal guides them through the process step by step — no instructions needed.

When a client submits their response, the designated reviewer on your team gets notified. Preview uploaded files directly within Sodium, and approve or reject them individually. When you're satisfied, accept the submission to approve all remaining documents in one action — or reject it with notes to re-open the request so the client can try again.

The back-and-forth is structured and trackable — no more digging through email threads to find the latest version.

Before accepting or rejecting the overall submission, staff can click into individual documents to review them one by one. Approve the ones that look good, reject the ones that don't — then accept the submission once everything meets your standards.

This gives you granular control over quality without forcing clients to re-upload everything when only one file needs fixing. Or if everything looks good, just accept the submission and all documents are approved in one click.

When you accept a submission, you can optionally publish the documents to the client's main Documents list. This means accepted files become accessible alongside regular client documents, fully integrated into your document management workflow.

No manual copying or re-uploading — accepted documents flow straight into your organised file structure.

Emails go to portal contacts when a request is opened, to the designated reviewer when a submission is made, and back to portal contacts if a submission is rejected. Nobody has to remember to check — the system keeps everyone informed at every step.

Set a deadline on any request and both your team and the client can see it. Overdue requests get visual indicators so nothing slips through the cracks. Clients see deadline information prominently in the portal, giving them clear expectations about when you need their documents.

Sodium can automatically chase clients who haven't responded to a request. As with everything else, you're in full control — configure the content of the chase email and how often it goes out, so the tone and cadence match how you'd normally follow up.

Chasing stops automatically once the client submits their response, so nobody gets a reminder for something they've already done.

Every request follows a clear lifecycle: Draft, Open, Submitted, Accepted — or Rejected, which re-opens the request for another round. The status is always visible, so you know exactly where things stand at a glance.

Document requests can be created automatically as part of a workflow. Add a document request step to any workflow template, and when that step executes, the request is created and sent to the client without anyone lifting a finger.

The workflow step stays in progress while the client uploads their documents and your team reviews them. Once the submission is accepted, the step completes automatically and the workflow moves on to whatever comes next.

This means you can build end-to-end processes like "gather client records, prepare draft accounts, review, file" — and the document collection phase is handled entirely through the workflow, with full visibility of where things stand.

Document requests integrate with workflows, document management, document approvals, the client portal, and tasks to give you a complete process for collecting and managing client documents.