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Document Request

December 18, 2025
Contributed by: 
P

When to Use Document Request

A Document Request in ShareFile Projects allows users to securely request, collect, and manage files from internal team members or external clients — all within the project workspace. You can use this feature when you need a structured and auditable way to gather documents tied to a specific workflow or engagement.

Key Use Cases

You can use document requests:

  • To request files from clients, vendors, or partners as part of onboarding, auditing, or project collaboration.
  • To streamline back-and-forth document collection without relying on email attachments.
  • When you want real-time tracking of upload progress and submission deadlines.
  • When file submissions need to be securely stored and associated with a project for audit or compliance.

Key Benefits

  • Provides a centralized, secure channel for file collection.
  • Automatically tracks progress, completion, and overdue uploads.
  • Reduces back-and-forth communication through integrated notifications.
  • Maintains audit trails for compliance and recordkeeping.

How to create a document request

To create a document request in a project, you can follow the steps given below:

  1. Navigate to the Project

    a. In the ShareFile web app, select Projects from the left-hand menu.

    b. Open the desired project.

  2. Access Document Requests

    a. Select the Requests tab on the project dashboard.

    b. Click on Create Request > Select Document Request > Blank or Template.

    Document Request 1

  3. Add Request Details

    a. Enter a Name and optional Description.

    b. Set a Due Date (optional).

  4. Add Items to Request

    a. Click on Add Item and enter the document name.

    b. Add instructions for the recipient (optional).

    Document Request 2

  5. Assign Recipients

    a. After adding items to the document request, select “Share request” to assign all items at once or assign document requests individually.

    b. You can select one or more Assignees (clients or internal users). All assigned users will receive notifications with upload links.

    Document Request 3

  6. Notifications and Reminders

    a. As soon as you assign a document request, the assignee gets a notification.

    b. If a due date is added, then assignee will be notified on a period interval of 10, 5, 3 and 1 days respectively before the due date and weekly once after due date has passed.

Life Cycle of a Document Request

Stage Description User Actions
Draft Created but not shared. Add or edit items and recipients.
Waiting on client Shared and open for submissions. Upload, approve, or reject items.
Ready for review All required items uploaded. A reviewer can approve, reject or add comment.
Approved All items submissions completed. Files remain viewable.

Additional Capability

Templates

You can save templates to reuse pre-defined document requests.

  1. Create a Template

    a. Open an existing Document Request.

    b. Select Save as Template.

    c. Enter a template name and optional description.

  2. Use a Template

    a. Select Create from Template when starting a new request.

    b. Choose an existing template and update details as needed.

Templates are ideal for recurring workflows like client intake, employee onboarding, or financial reporting.

Document Request 4

AI-Powered Document Request List Generation

Use AI to generate a predefined list of documents based on your industry and role.

Document Request 5

To create a request, you can follow the given steps:

  1. Select Create with AI under the Create Document Requests option.
  2. Enter a prompt such as “Documents needed for corporate onboarding.”
  3. Review and select generated items.
  4. Click on Create Request to finalize.

Document Request 6

Custom Reminders for document request

ShareFile Projects provides you with automatic reminders to help keep recipients on track.

Reminder Type Trigger Time Recipient
Automatic 1, 3, 5, and 10 days before due date. All assignees
Post-Due Date Daily for up to 30 days after due date. All assignees with pending uploads.
Manual Anytime before due date. Sent by Project Owner.

To send a manual reminder:

  1. Open the Document Request.
  2. Click on the three-dot menu (…) next to the request.
  3. Select Send Reminder.
  4. Add a personalized message (optional) -> click on the Send button.

Document review and approval flow

After a client uploads documents, the Document Request List (DRL) owner or an employee added as reviewer can review and take action.

To review the uploaded documents:

  1. Go to the project > Document Requests tab.

  2. Select the relevant document request.

  3. Click on an uploaded file to open it in the viewer.

  4. Choose one of the following actions:

    a. Approve – Marks item as complete.

    b. Reject – Sends it back to the client with comments.

    c. Request Changes – Allows resubmission.

  5. The client receives an automatic notification with your feedback.

Comments

  1. You can add and view comments under each document item.
  2. The Comments appear in the Comments tab within the project.
  3. Both team members and clients can respond (if permitted).
  4. Mentions (@username) and file uploads in comments are not yet supported.
  5. Comments persist in the project history for audit tracking.

Document Request 7

File Download

To download files in the document request, follow the given process:

  1. Open the Document Request.
  2. Select View All Files.
  3. Select Download All to export as a ZIP file or download individual files.
  4. You can also create an Activity Report to include submission timestamps and file details.

Document Request 8

Limitations

  1. This feature is available for ShareFile Premium and higher plans only.
  2. Clients cannot delete or edit existing document requests.
  3. Any file uploads within comments are not supported.
  4. AI-powered request creation supports English prompts only.
  5. Bulk editing across multiple requests is currently unavailable.
Document Request
December 18, 2025
Contributed by: 
P
December 18, 2025
Contributed by: 
P

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