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# 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:

![](/_fern-img/1c2d5485efbb84f1a519a8fa15d3254434e4b911ceab029223b048d3b2eeb692.webp)

* **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](#understanding-request-status))
* **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)

![](/_fern-img/7a766f27d965f2c2ef6a71e347d0fdffe77dbccc3fac243102569dce3d28eb06.webp)

> **💡 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

#### [Sending many requests?](/knowledge-base/product-guides/documents-beta/lists)

You can use **Document Lists** to request multiple documents from multiple partners at once

## 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](#understanding-request-status))
* Due date
* Expiration date (when applicable)

![](/_fern-img/f9b9bdad99b0c72ecf178e3397d118efacfbc1a9c3655f6d506ce5a764c69c8a.webp)

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**

![](/_fern-img/a41a548417dc05eea18b8f8e89a37ea42f0881330d040268b0c70391ffb7f536.webp)

✅ **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**

![](/_fern-img/60012eb9c423c9e7e7cb3585f2ad3e023e381b66a06343ad8f9223b3e5917ac7.webp)

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:

| Status       | Description                                                      | Visual Indicator | Who Can Change                         |
| ------------ | ---------------------------------------------------------------- | ---------------- | -------------------------------------- |
| Requested    | Initial state when request is created, or changes were requested | REQUESTED        | Parent org creates                     |
| Submitted    | Partner has provided a document                                  | SUBMITTED        | Child org (automatic on upload/attach) |
| Approved     | Document meets requirements                                      | APPROVED         | Parent org                             |
| Not Provided | Partner cannot fulfill the request                               | NOT_PROVIDED     | Child org                              |
| Overdue      | Past due date without submission                                 | OVERDUE          | System (automatic)                     |
| Expired      | Approved document is past expiration date                        | EXPIRED          | System (automatic)                     |