1. SmartVault
  2. Product Guides and Features
  3. SmartVault Doc Requests
  4. Request Docs

Requesting Documents with Request Docs

GENERAL USER

You can send your clients requests for documents, such as tax returns and bank statements. Your clients will submit their documents from their SmartVault guest accounts.

  Important

    • Before requesting documents from your clients, grant them read access to your Client Template folders.
    • Only clients with an email address can receive document requests.
    • When sending a document request, the guest user(s) will be invited to access your account.
    • Requesting documents from your employees is not supported.

Accessing Request Docs

  1. Sign in to the SmartVault Portal.
  2. Select Doc Requests in the navigation bar.
  3. Click the Request Docs tab.

Here, you can create new document requests, monitor client progress, send reminders, and archive completed requests.
RD - Access Navigation.png

Before sending your first Request Docs, review or create templates to define which documents your clients must provide.

Editing or Creating Request Templates

Request Docs uses templates to define the list of documents your clients must provide. You can use an existing template, copy one to create a new one, or build a new template from scratch to match your firm’s needs. Templates can be reused, customized, or edited at any time to reflect your firm’s requirements.

Copy an Existing Template

  1. In the Request Docs tab, click More Actions actions_button.png at the top, then select View Templates.
  2. Choose a template, click its Actions actions_button.png, and select Copy.
  3. Rename it, adjust items, then click Save Changes.

  Tip

Copying lets you preserve the original while tailoring a version for a specific engagement type.

Create a Template from Scratch

  1. In the Request Docs tab, click More Actions actions_button.png at the top, then select View Templates.
  2. Click + New Template.
  3. In Main Info, provide the template's Name, Description, Engagement Type, and Notification Group (e.g., Administrators, Employees, Assigned Employees).
  4. In Files Request List, click + Add file request for each document you need to collect.
  5. Enter a Request File Name and set Required to Yes if the document must be provided or No if optional.
  6. Click Save Changes when finished.

Edit a Template

  1. In the Request Docs tab, click More Actions actions_button.png at the top, then select View Templates.
  2. Locate the template, click its Actions actions_button.png, and select Edit.
  3. Update the document names or requirements, then click Save changes.

  Note

Saved template changes are available for future requests. Previously sent requests aren’t affected.

Creating a New Request

  1. In the Request Docs tab, click Request Docs +. 
    RD -Create RD.png
  2. In the Client box, enter your client's name to add them to the client list. Repeat for multiple clients.
    RD - Client name.png
  3. Select the desired request template.
    • Choose an engagement type and year if you're requesting a time-bound engagement, like Tax or Accounting services.
    • If you select a project engagement, choose a Project Template, and enter a Name for the project.
      RD - Select template and engagement.png
  4. Review the document list from the selected template.
  5. Customize the template as needed and click Send Request. 
    RD - Send Request.png

SmartVault emails each client a secure link to the Request Docs portal, where they can upload their files.

Tracking Requests

After sending a request, you can monitor its progress from the Request Docs tab:

  • View which clients have uploaded or completed files.
  • Send reminders to clients who haven’t finished.
  • Mark requests as done or archive them when completed.

To learn more, see Managing Requests in Request Docs.

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