Document requests
A document request is a structured, secure way to collect documents within the ShareFile platform. This functionality allows service providers to:
- Specify which documents they need from a client or team member.
- Set due dates and provide instructions.
- Track the status of submissions in a centralized dashboard.
For FAQs about both ShareFile Projects and Document Requests, see FAQ - Projects and Document Request.
The following information explains how to use Document requests to complete tasks as a service provider and a client.
Send a Document Request (Service Provider)
To send a document request:
- Initiate a Project
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From your ShareFile account, go to Projects.
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To send a document request, either create a new project or open an existing one.
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Select Create project to start a new project.
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Click an existing project to open it.
When you open a project, the dashboard and available options will appear:
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- Create a Document request
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From the Project dashboard, go to the Document requests tab.
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Click Create document request. You can choose to create from a blank document request, a template or with AI.
For these instructions, we selected blank document request. The Create document request window opens.
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In the Create document request window:
- Enter a Title.
- Add a Description with directions for the request (optional)
- Set a Due date (optional)
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Select Create.
The document request is created.
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- Add individual items to the document request. You can create as many items as needed.
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Select Add item.
The New item window displays.
- In the New item window:
- Enter a Name for the item.
- Optionally, notify assignee(s) of new item.
- Click Create.
The document request drawer opens on the right side of your screen with navigation options specific to the item. For more details, see Document request options.
- From the document requests drawer, you can:
- Edit item Details (name, description, due date,categories, sharing, user permissions).
- Enter comments to ask questions and communicate.
- Add attachments.
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- Share document request
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Select Share request.
The Share document request window displays.
- In the Share document request window:
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Search existing clients - Enter the client’s name, select a permission set, and optionally add a message. Click Create.
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Create a new client - Click Create a new client contact to add a new client. Enter the client’s First Name, Last Name and Email. Click Create.
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Once you’ve added the client contact, select Share request.
A success message displays briefly. Your client contact receieves an email notification.
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Manage users
The Manage users option allows you to update user permissions and remove users from a document request.
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In the Document request dashboard, select the Manage users option on the … (More options) menu.
The Manage users pop-up displays.
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Select the vertical ellipses beside the users name. Choose to view permissions, edit permissions or remove user.
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Edit permissions - Select this option to modify project and content-specific permissions. Adjust permissions as needed and Save your changes.
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Remove user - Select this option if you wish to delete the user from the project. Click Confirm to proceed.
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Receive Document Request (Client)
The following information provides you, the client, with the steps necessary to respond to a ShareFile document request from a service provider.
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Once you receive a document request in your email, select View document request.
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From the ShareFile login screen, enter your email and password to authenticate. Then select Sign in:
Your ShareFile account opens to the Projects dashboard displaying the request.
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From the Open tasks tab, click an item to review its details, which contains the title of the requested item, the name of the assignee (you), status, and item due date.
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Select Attachments > Add Files to upload documents.
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Click Browse Files to upload one or more files. Then, click Upload.
A message confirmation displays and the file is added under the Attachment section.
You can select the item to Download or Delete it, and use the Comments tab to provide any information you would like to share regarding their document request.
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Click Submit for review.
Repeat this step for the remaining items requested if applicable.
Once you submit an item, you are able to access it under the Completed tasks tab. The details page shows the item to be in review.
Document review and approval (Service Provider)
Tracking the client responses and documents on the service provider side is available in the Projects folder for the specific client. The following instructions provide the steps necessary to approve and close a document request.
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From the Projects dashboard, select the clients project to open it.
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Go to Document requests and click the request to view items.
The items pending review display ready for review in their status:
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Click the item. The document request drawer opens on the right corner of your screen. Review item Details, Attachments and Comments, then select Approve.
The Approved item confirmation message displays briefly and the item status changes from “Ready for review* to “Approved”.
Repeat this for all requested items received.
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Once all items are approved, a pop-up message displays advising if you would like to close the request. Select Close request to confirm.
The Closed request message displays briefly. If the checkbox Notify people on this request was selected, the client receives a confirmation email.
The client can select View document request to review the request.
Note:
You can always reopen a closed Document Request, if necessary. The client receives a confirmation email if the request is reopened.
Document request due date change
The owner can edit a due date for each item of the Document Request.
Use the following instructions to make changes to the due date for a requested item.
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In the Document request dashboard, select the document request you must change the due date on.
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From the document request, select the calendar.
The Edit details window displays.
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From the Edit details window, use the calendar to edit the due date.
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Click Save.
Document request due date reminders
Due date reminders can be assigned to individual assignees and other users on a project.
The benefits of automatic reminders are:
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Less time manually reminding clients to upload a document or a list of documents.
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Provides clients visibility and transparency on assigning which document request items belong to get documents back faster.
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Project owners can assign several users to multiple items in Document Requests.
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Reminders are sent 1, 3, 5, 10 days before its due date and when it is overdue. When its due, an overdue notification will be sent daily for 30 days starting the day that is due.
Document Request Notifications
The DRL Notifications have been migrated to the new platform. With this release, notifications achieve parity with the RL legacy system and introduce new functionalities, such as digest notifications. This update marks a significant milestone, paving the way for future enhancements to notifications and strengthening support for observability.
Why This Matters
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Task Completion: Keep users on track with critical tasks, such as reviewing submissions, managing documents, and meeting deadlines.
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Trust and Security: Addresses inconsistencies in notifications across ShareFile features, reducing the risk of users mistaking legitimate notifications for phishing attempts.
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Missing Updates: Helps users stay informed about important updates, changes, or file-related information, to avoid missing key details.
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Personalization: Enables notifications to be tailored to user preferences, behavior and content, improving the overall user experience.
Who can use this feature
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The feature is available for ShareFile Premium and ShareFile Industry Advantage plans.
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DRL Notification is available in the ShareFile web application and is not currently supported on mobile apps.
Key Capabilities
| Notification | Recipient(s) | Notification Value | Channel(s) | Timing | CTA Destination |
|---|---|---|---|---|---|
| DRL Activated (Assigned) | Assignee | Alerts users when a new DRL is assigned so they can understand their scope of work and plan time accordingly | Once | DRL | |
| DRL Activated (Observer) | Reviewer | Notifies reviewers when a DRL is created, providing passive visibility into its progress | In-app | — | DRL |
| DRL Activated (Duplicate) | Assignee | Alerts users when a new DRL is assigned so they can understand their scope of work and plan time accordingly | Once | DRL | |
| Due Date Reminders | Assignee | Sends reminders about upcoming deadlines, helping users prioritize tasks and complete them on time | Email, In-app | 10, 5, 3, 1 days before; weekly after due | DRL |
| Item Assigned | Assignee | Notifies users when a specific task is assigned and requires action | Email, In-app | Once | Item |
| DRL Closed | All except closer | Indicates that the DRL is no longer active, helping users clean up or disregard outdated items | Once | Closed DRL | |
| DRL Lifecycle Change (Delete/Freeze/Restore) | All except actor | Notifies users of changes in DRL status (e.g., deleted, frozen, restored) ensuring users stay informed about its availability | Once | None | |
| DRL Restored (Future Due Date) | Assignee | Reinstates due date reminders for restored DRLs, ensuring users are re-alerted about upcoming deadlines | Email, In-app | — | DRL |
| DRL Reopened | All except actor | Notifies users that a previously closed DRL has been reopened and may require renewed attention | Once | DRL | |
| DRL Reopened + Due Date Reminders | Assignee | Combines a reopening notification with due date reminders, helping users resume work and stay on track to meet deadlines | Email, In-app | — | DRL |
| Task Rejected/Reopened | Assignee | Alerts users that a task requires revision or rework, prompting them to upload a corrected file | Once | DRL | |
| New Task Added | Assignee | Notifies users of newly assigned tasks, enabling them to begin work promptly and manage workload | Once | Task | |
| New Task + Due Date Reminders | Assignee | Notifies users of newly assigned tasks, enabling them to begin work and manage workload, with added reminders to help users stay on track with deadlines | Email, In-app | Follow due date rules | Task |
| All Items Submitted | Reviewer | Indicates that all tasks have been completed and are ready for review, enabling timely feedback or approval | Once | DRL | |
| DRL Item(s) Submitted | Reviewer | Indicates that a file has been uploaded and is ready for review, enabling timely feedback or approval | Once, one-hour time-frame digest | DRL | |
| New Comment Added | Reviewer, Assignee | Notifies users of new comments or discussions, supporting collaboration and clarification | In-app | Once | Comment |
Manage Document Request Notifications Flow
The user can select how they want to receive notifications of pending tasks due.
Use the following steps to select how to be notified.
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Select the Bell symbol from the top right menu in your ShareFile account.
The Notifications window opens.
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Select the three dots to open the menu.
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Select Settings.
The Notification Settings selector opens.
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Make your selections using the toggle switch for both Email and In-App.
If you select Email, you will receive notifications similar to this:
If you select In-App, you can review the notifications in the Notifications window.
Note:
If you need to make a change to your email address for Notifications, navigate to Settings > Personal Settings > Edit Profile > Email Notifications.
Document Requests options
We’ve redesigned the Document Request List (DRL) experience to make reviewing, uploading, and managing documents faster and more intuitive. This new layout helps you focus on the work that matters—without digging through cluttered menus or guessing where your documents are.
Key improvements:
See Improved Document Request List (DRL) Experience FAQ to find answers to the most common questions about this enhancement.
Numbering
Each item has a number that makes it easier to reference items in conversations.
Categories
Users can assign one or multiple categories from several places; they can filter them and download them according to the category.
To add categories:
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Select an item and click Assign category.
The Edit category window displays.
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Enter a name for the category.
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Click Assign. The category is assigned to the item.
To add multiple categories to an item, repeat the necessary steps. Categories cannot be added simultaneously.
Sorting
Users can sort the items list by number, due date, status, or assignee.
Downloading
Document Request attachments download options include downloading as one file, by category, item, or assignee. Click Download all attachments and choose download preferences. Items are downloaded as .zip files.
Expanded Workspace
More space for document review and to manage items; clicking on any item opens an expanded workspace with three tabs: Details, Comments, and Attachments—all in one place—while keeping the Document Request list view for context. Users can navigate between items using this side panel.
Enhanced Filters
Users can filter by Status, Assignee, Category, and Due Date to quickly find what matters most. Remove filters to see the entire Document Request.
