Document Requests

Document requests are how parent organizations request specific documents from their third parties, and how third parties respond.

Creating Document Requests

Parent organizations: Use document requests to collect compliance documents from your partners.

Anatomy of a Document Request

Understanding the parts of a document request:

• Document Name - What is being requested
• Description - Detailed requirements and expectations from requesting organization
• Organization - Which partner must fulfill this request
• Status - Current state (see status reference)
• Due Date - Deadline for submission
• Expiration Date - When approved document expires
• Owner - Person responsible for fulfilling (optional, can be assigned by either org)
• Attached Documents - Submitted files with version history
• Comments - Collaboration thread with @mentions and full history
• History - Complete audit trail of all status changes and actions

To create a document request:

1. Navigate to Documents → Requests
2. Click Request Document
3. Fill in the request details:
   • Document Name (required) - What you’re requesting (e.g., “AML Policy”)
   • Description (optional) - Detailed requirements about what must be included
   • Category (optional) - Policy, Procedure, Governance, IT/Security, HR, Finance, or Other
   • Due Date (optional) - When the document is due
   • Expiration Date (optional) - When the approved document expires (defaults to 1 year)
4. Select which partner organizations should receive this request
5. Click Create X Request(s) (where X is the number of organizations selected)

💡 Tip: Include detailed descriptions of what you need. For example, if requesting a policy, list specific sections or topics that must be covered. This reduces back-and-forth and ensures you get the right documents.

✅ Success: You’ll see “Created [X] request(s) successfully” and you’ll be returned to the Requests tab.

What happens next:

• Partners receive notification of the request
• Request appears in their Documents → Requests tab with REQUESTED status
• You can track status from your Documents → Requests tab

Responding to Document Requests

When you receive a document request, you have two ways to fulfill it.

View Incoming Requests

Navigate to Documents → Requests to see all requests for your organization. Each request shows:

• Document name and description
• Requesting organization
• Status (see Understanding Request Status)
• Due date
• Expiration date (when applicable)

Requests are initially marked with color-coded status badges:

• REQUESTED - Waiting for your response
• OVERDUE - Past due date

Option 1: Attach Existing Document

If you already have the document in your library:

1. Click on the request
2. Click Attach from Library
3. Select the document from your library
4. Click Attach

✅ Success: You’ll see “Submit successful - Document request submitted successfully.” Status automatically changes to SUBMITTED.

💡 Tip: Always check your Document Library first before uploading a new document. If you already have the document in your library, simply attach it to save time and maintain version consistency.

Option 2: Upload New Document

If you don’t have the document in your library:

1. Click on the request
2. Click Upload new version
3. Drag and drop your files or click to browse
4. Add document details (name, description, notes)
5. Click Submit file

✅ Success: You’ll see “Upload successful - Documents have been uploaded successfully.” Status automatically changes to SUBMITTED.

The document is also added to your library for future use.

Adding Comments and Questions

Need clarification? Add a comment to the request:

1. Open the document request
2. Scroll to the History section
3. Type your comment or question
4. Use @username to mention specific people
5. Click Post Comment

Both your organization and the requesting organization can see and respond to comments.

Reviewing and Approving Requests

After your third party submits a document, review and approve it.

Track Request Status

Navigate to Documents → Requests to see all requests you’ve created. Filter by:

• Status (Submitted, Reviewed, Approved, etc.)
• Owner
• Requestor
• Category

Requests awaiting your review show SUBMITTED status.

Review and Approve a Submission

To approve a submitted document:

1. Click on the request with SUBMITTED status
2. View the attached documents and files
3. Review the document content
4. Select Approve from the dropdown in the top right of the page

✅ Success: You’ll see “Approve successful - Document request approved successfully.” Status changes to APPROVED.

To request changes:

1. Click Request Changes
2. Add a comment explaining what needs to be revised
3. Click Submit

Status changes to REQUESTED and partner is notified. They can then upload a new version or attach a different document.

Understanding Request Status

Document requests move through different statuses based on actions from both organizations: