Document requests
Last checked on
Document requests lists every request for a document you share on request. You approve or reject each one, and afterwards see who received which version, who decided and when the document was downloaded.
Why this protects your organisation
Once a document has left your organisation, you cannot take it back. That is why nothing is sent automatically: a person in your workspace looks at who is asking and decides. The record of who received which version, under which NDA and when they downloaded it, lets you answer a customer or an auditor who asks where your confidential documents have gone.
Steps
- Open Document requests in the Prove group. The number next to it in the menu shows how many requests are waiting.
- Check who is asking: the name, the organisation and the email address under Requested by.
- Click NDA to see which confidentiality terms the requester accepted and when.
- Click Approve to email the requester a personal link to the current version, or Reject to send a short message without a reason.
- Use the filters Status and Document to find earlier requests.
Each row shows when the request came in (Requested on), who sent it, the Document, the Status, the Version the requester received, who Decided and when, and when it was first Downloaded. If the document was downloaded more than once, the number of downloads is shown underneath.
The statuses
- Waiting for a decision: nobody has decided yet. Nothing has been sent.
- Approved: the requester received a personal link to the version shown.
- Link expired: the request was approved, but the link no longer works.
- Rejected: the requester was told the request was not granted.
The requester entered their name, work email address and organisation on your trust page and accepted the NDA before the request reached you. Which documents can be requested, and with which NDA, is set under Documents on request.
If it does not work
I do not see Document requests in the menu
Only the owner and members of the workspace see and decide on requests. Advisors do not.
There are no Approve or Reject buttons on a request
You can only decide on a request that is still waiting for a decision. To stop links you already sent from working, switch Available on request off for the document under Documents on request.
The status says Link expired
The personal link works for seven days after approval. If the requester still needs the document, ask them to request it again through the trust page.
A request came in but I did not get an email
The notification email goes to the owners of the workspace. Members see new requests on this screen.
Screens this is about
- Document requests