What to do
- Give each client or legal entity its own request and share its link with the intended recipient.
- Set a due date for the work and an expiry date for the link. Leave time for corrections.
- Check the link on a phone without a staff login. Revoke it if it reaches the wrong person.
- How to collect documents from clients in 6 steps
- Phone scanning instructions you can send to clients
- Client document request email templates: 8 reminder emails
Set up the request before sharing the link
Name the request so the recipient can recognize it, for example, “Harbor Studio | March bookkeeping”. Add one line per required document. Include the account label, the period and the preferred format on each line. Avoid putting full account numbers or identity details in the request title.
In DocAsker, create a request, choose its expiry and copy the client link from the request detail. The client can open that link on a phone or computer without creating an account. If two businesses share the same owner, create two requests so files and deadlines stay separate.
Test what a client can see
Open the link in a private browser window or on a device signed out of your firm account. Check the company name, file instructions and dates. For a full rehearsal, create a separate test request and upload a sample PDF without client data.
Keep the link inside a direct message to the intended recipient. The link gives access to its request, so treat it like an access credential. Use an example or test link in internal training materials.
- Confirm the requested checklist appears on a phone.
- Confirm the page does not open the firm dashboard.
- Check that you can read the upload instructions and expiry without zooming.
Send the link with one clear instruction
Tell the client what to upload, when you need it and how to report an unavailable item. Leave a gap between the upload deadline and the link expiry so there is time to replace a file.
Upload link for your [request name]
Hi [first name], Please upload [document and date range] by [upload deadline]: [upload link] You can open the link on your phone or computer without an account. It expires on [link expiry]. If a document is unavailable or the link stops working, reply to this email. Thanks, [your name]
Close access when the request is finished
If a link was sent to the wrong person, revoke it on the request detail page. If you need to give the intended recipient a different link, create a separate request and share it directly.
If the right recipient needs more time, update the expiry and confirm that the link opens before you resend it. When the work ends, follow your firm’s retention process for the files and close access to the portal as appropriate.
