What to do
- Define what a usable file looks like before opening the request.
- Separate a confirmed defect from a check that could not reach a result.
- Give every pending file a clear next action and someone responsible for it.
- Phone scanning instructions you can send to clients
- How to ask a client to replace the wrong document
- How to organize client documents in your firm
Compare the file to five practical checks
The request should say which checks matter for each item. A bank statement needs dates and complete pages. A signed approval needs the correct version and a visible signature. In DocAsker, open the item result to see the checks and their details.
- Image quality. Can you read the important fields and see the page edges?
- Document type. Does the file match the requested item?
- Dates and periods. Does it cover the requested start and end dates?
- Signatures. Are the signatures required by your workflow visible where expected?
- Completeness. Are all pages, sides and attachments included?
Turn each result into a clear decision
Accept the file if it satisfies the request. For example, a readable PDF for the right business account with every page and the exact requested period can be marked ready for filing.
Ask for a replacement when the defect is clear. If a three-page approval arrived without its signature page, request the full signed PDF. If the signature is present but you cannot verify who signed or what version it belongs to, keep it in human review.
Record exceptions in a way someone else can understand
When you accept a substitute, record the original requirement, what arrived, why it is sufficient and who made the decision. This lets the next reviewer understand the case without repeating the client conversation.
For example, a payment processor export might include the transactions but omit opening and closing balances. Ask the reviewer whether they also need the settlement report. Once they decide, update the request or send one precise question to the client.
Close the loop after review
Send a short update that separates accepted items from files still needed. Review the current request just before you follow up so you do not ask for a document the client has since uploaded.
Before filing the accepted files, compare the list to the agreed scope. Keep the original request and decision history where authorized teammates can find them.
