Creating Requests
Document requests are the core of Infile. Create custom forms to collect exactly what you need from clients.
Request Basics
Understanding the components of a document request helps you create clear, effective requests that clients can complete easily:
- Title: Give your request a clear, descriptive name (e.g., "Q4 2024 Tax Documents" or "New Client Onboarding"). This helps both you and your clients identify the request quickly. The title appears in the email subject line and at the top of the portal.
- Template: Select from your saved templates or create a new one. Templates define what information and documents you're requesting. You can preview the template before sending to ensure it includes everything you need.
- Recipients: Choose one or more clients from your client list. You can send the same request to multiple clients at once, and each will receive their own unique, secure link. Use the search and filter options to find clients quickly.
- Due Date: Set an optional deadline for submission. Clients will see this prominently in the portal and receive reminder emails as the due date approaches. You can always extend the due date later if needed.
- Message: Add personalized instructions or context for your clients. This message appears at the top of the portal and in the initial email. Use it to explain why you need these documents, provide guidance, or set expectations.
- Priority Level: Mark requests as Normal, High, or Urgent. High-priority requests are highlighted in the client portal and send more frequent reminders.
Best Practice: Include specific instructions in your message, such as "Please upload documents in PDF format" or "Ensure all pages are legible before uploading."
Automated Reminders
Automated reminders help ensure timely submissions without manual follow-up work:
- Reminder Schedule: Configure reminders to send automatically at intervals you choose: 24 hours, 48 hours, 3 days, or weekly. Reminders only go to clients who haven't completed their submission.
- Custom Reminder Text: Personalize the reminder message to match your tone. The default message is professional but friendly, and you can adjust it to be more formal or casual as needed.
- Smart Timing: Reminders are sent during business hours in the client's time zone (if available) to maximize response rates.
- Escalation Reminders: Set up escalating reminders that become more urgent as the due date approaches. For example, a gentle reminder 7 days before, a firmer reminder 3 days before, and a final urgent reminder 1 day before.
- Manual Reminders: You can also send one-off reminders at any time from the request detail page. This is useful for following up with specific clients who need extra attention.