Sending requests

A private link

On the client’s People tab, open the actions beside a person and choose Create link. The link opens their list, showing every request assigned to them across the client’s active packs. Send it however you already talk to them: email, a text, a message on WhatsApp. Create new link replaces it and invalidates the old one; Withdraw link revokes it immediately.

A request email

Tick one or more requests in a pack and choose Email on the bar that appears, or open a request and choose Email request under Request options. Under Send as, choose One email per recipient, listing everything each person has been asked for, or Separate email for each request. Every email goes to the person the request is assigned to, with a link that opens it and no account or password. You see a preview before anything goes. Up to 100 at a time.

Emailed links last 30 days. Sending an email does not replace the person’s own link. Reassigning or deleting a request stops any link emailed for it. A request with nobody assigned, or a person with no email address, is refused by name rather than skipped quietly.

Email needs setting up once. Until then, Prepare reminder beside a person on the People tab opens a pre-filled draft in your own mail app instead.

What the other person receives

An email in your organisation’s name, with the request and one button. Opening it shows their list with no password. They reply under the request and attach files. You see the request change from Awaiting reply to Ready for review.

The sentences you send every day

Keep them once under Settings, on the Organisation tab, in Saved replies, and in any reply box Saved replies drops one in with a press: received, chasing, missing pages. Write {first name}, {person}, {client} or {request} in one and the right words are filled in. Edit it before sending if you like; the saved copy stays as it was.

Replies, and asking again

A reply you write on a request appears in the thread the next time they open their link. It is not emailed on its own; to put the request back in front of them, use Email request. When what came back is not right, choose Ask for clarification and say what is missing: that note is emailed to the person the request is assigned to, with a private link straight to it, and the request shows Needs clarification until they answer. When it is right, Accept and complete closes it.

What has been sent

Email history, under Client actions on a client’s page, lists every request email and every scheduled reminder that went out, newest first: who it went to, when, and whether the link inside it has been opened. Show narrows it to Not opened yet, Opened, Link expired or Link withdrawn. Open a request email’s row and you are on the request it was about; a reminder covers several requests, so its row is there to read rather than to open.

The same ask for a second person

On a request page, Duplicate request under Request options makes a copy right after it with the same wording, help text and needed-by date, unanswered and assigned to nobody, so two tenants, two directors or two new starters can each be asked for their own ID without typing the request twice.

A message of your own

The email dialog has a box for Your message · optional. Whatever you write appears under the greeting in every email sent from that dialog, in your words, above what is being asked for. Plain text, up to a thousand characters. Use it for the context an email template cannot know: “as we discussed on Tuesday”, or “completion is set for the 30th, so we need these by Friday”.

Notes they never see

Under the reply box on any request, switch Internal note on. It sits in the thread on a pale ground, labelled so nobody mistakes it for a reply, and it is left out of the other person’s view and emails, along with any file you attach to it. Use it for “chase on Friday” or “the survey is booked for the 14th”, the things you would otherwise keep in your head. Write @ and a colleague’s name in a note and they are told.

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