ShareFile

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:

  1. Initiate a Project
    1. From your ShareFile account, go to Projects.

      project

    2. To send a document request, either create a new project or open an existing one.

      1. Select Create project to start a new project.

        New project

      2. Click an existing project to open it.

        Existing project

        When you open a project, the dashboard and available options will appear:

        Dashboard

  2. Create a Document request
    1. From the Project dashboard, go to the Document requests tab.

      document requests

    2. Click Create document request. You can choose to create from a blank document request, a template or with AI.

      copy file

      For these instructions, we selected blank document request. The Create document request window opens.

    3. In the Create document request window:

      1. Enter a Title.
      2. Add a Description with directions for the request (optional)
      3. Set a Due date (optional)
      4. Select Create.

        doc request

        The document request is created.

        doc request

  3. Add individual items to the document request. You can create as many items as needed.
    1. Select Add item.

      Add item

      The New item window displays.

    2. In the New item window:
      1. Enter a Name for the item.
      2. Optionally, notify assignee(s) of new item.
      3. Click Create.

      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.

      Drawer

    3. From the document requests drawer, you can:
      1. Edit item Details (name, description, due date,categories, sharing, user permissions).
      2. Enter comments to ask questions and communicate.
      3. Add attachments.
  4. Share document request
    1. Select Share request.

      Docs request

      The Share document request window displays.

    2. In the Share document request window:
      1. Search existing clients - Enter the client’s name, select a permission set, and optionally add a message. Click Create.

        existing clients

      2. 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.

        new clients

    3. Once you’ve added the client contact, select Share request.

      share doc request

      A success message displays briefly. Your client contact receieves an email notification.

Manage users

The Manage users option allows you to update user permissions and remove users from a document request.

  1. In the Document request dashboard, select the Manage users option on the … (More options) menu.

    Manage users

    The Manage users pop-up displays.

  2. Select the vertical ellipses beside the users name. Choose to view permissions, edit permissions or remove user.

    Manage users

    1. Edit permissions - Select this option to modify project and content-specific permissions. Adjust permissions as needed and Save your changes.

      Edit permissions

    2. Remove user - Select this option if you wish to delete the user from the project. Click Confirm to proceed.

      Remove users

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.

  1. Once you receive a document request in your email, select View document request.

    Email

  2. From the ShareFile login screen, enter your email and password to authenticate. Then select Sign in:

    Sign in

    Your ShareFile account opens to the Projects dashboard displaying the request.

  3. 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.

    doc request

  4. Select Attachments > Add Files to upload documents.

    Add files

  5. Click Browse Files to upload one or more files. Then, click Upload.

    Upload files

    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.

  6. Click Submit for review.

    Submit

    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.

Submitted

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.

  1. From the Projects dashboard, select the clients project to open it.

    approval

  2. Go to Document requests and click the request to view items.

    item approval

    The items pending review display ready for review in their status:

    status

  3. Click the item. The document request drawer opens on the right corner of your screen. Review item Details, Attachments and Comments, then select Approve.

    approve

    The Approved item confirmation message displays briefly and the item status changes from “Ready for review* to “Approved”.

    approved

    Repeat this for all requested items received.

  4. Once all items are approved, a pop-up message displays advising if you would like to close the request. Select Close request to confirm.

    copy file

    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.

    Client email

    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.

  1. In the Document request dashboard, select the document request you must change the due date on.

  2. From the document request, select the calendar.

    calendar

    The Edit details window displays.

  3. From the Edit details window, use the calendar to edit the due date.

    calendar

  4. 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:

  • Less time manually reminding clients to upload a document or a list of documents.

  • Provides clients visibility and transparency on assigning which document request items belong to get documents back faster.

  • Project owners can assign several users to multiple items in Document Requests.

  • 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.

Notifications

The user can select how they want to receive notifications of pending tasks due.

Use the following steps to select how to be notified.

  1. Select the Bell symbol from the top right menu in your ShareFile account.

    Copy file

    The Notifications window opens.

  2. Select the three dots to open the menu.

    Copy file

  3. Select Settings.

    The Notification Settings selector opens.

    Copy file

  4. Make your selections using the toggle switch for both Email and In-App.

    If you select Email, you will receive notifications similar to this:

    Copy file

    If you select In-App, you can review the notifications in the Notifications window.

    Copy file

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.

Numbering

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:

  1. Select an item and click Assign category.

    Add category

    The Edit category window displays.

  2. Enter a name for the category.

    Edit category

  3. 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.

Sorting

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.

Downloads

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.

Workspace

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.

Filters

Document requests