Form RQ-08 · Document Requests
Reviewing uploaded documents.
When a client uploads a document, it doesn't automatically mark the item as complete. It lands in a To Review state — waiting for you to verify it before it counts toward collection. This quality checkpoint sits between "client submitted something" and "matter is ready to proceed."
Where to find documents waiting for review
Two places tell you there are documents to review. The Requests list shows a red 1 to review label on any request with a pending upload, and those requests also appear under the Needs Review tab alongside Open, Completed, and Archived. Your upload notifications (if enabled) also fire each time a document lands for review, linking you directly to the request.
The three document states
| Status | What it means | Counts toward completion? |
|---|---|---|
| Needed | Client hasn't uploaded anything yet | No |
| To Review | Client uploaded — waiting for your approval | No — not yet |
| Approved | You've verified and accepted the upload | Yes |
Reviewing a document step by step
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1Open the requestGo to
/dashboard/?v=requests, click the Needs Review tab, and open the request that has pending uploads. -
2Inspect the uploaded fileDocuments awaiting review show a red border and a To Review badge. The filename and file size are listed. Click the filename to preview in-browser, or click Download to save a local copy before deciding.
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3Approve or DeclineIf the document is correct: click Approve. The card turns green, the item counts as collected, and the progress bar advances. If the document is wrong, blurry, expired, or incomplete: click Decline. Your client is notified and their upload slot resets so they can re-submit.
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4Repeat for each To Review itemA request can have multiple items pending review at once if a client uploads in quick succession. Each approval or decline is independent.
What happens when you Decline
Declining removes the submitted file from your view, notifies your client by email that their document needs to be re-submitted, and resets their upload slot for that specific item. The declined file is logged in the request activity history so there's a record. Reminder emails for that item continue until a replacement is uploaded and approved.
When a request moves to Completed
A request only moves to Completed when every required item has been approved — not just uploaded. Optional items that are neither uploaded nor approved don't block completion. Plan your review cadence accordingly: if you have a tight deadline, check for pending approvals daily so your clients don't receive reminder nudges after they've already submitted everything.
Approved documents cannot be un-approved
Once you approve an item there's no reverse action. If a client later provides a corrected version of an already-approved document, download what's there first, then request the corrected file as a new item or via a fresh request.
The activity log
Every approval and decline is recorded in the request's activity log with a timestamp and the name of the team member who took the action. The log is visible at the bottom of the request detail view — useful for audits, client disputes, or simply understanding the timeline of a collection.