From setup to export in seven steps.

Start in Settings. Enter your name and company name — these appear in every client email and in the upload portal so clients know exactly who is asking. Set your timezone (used for all scheduling and due date calculations), date format, and a default due-days value that pre-fills new requests.

• Your name and company appear as "Requested by …" in the portal
• Timezone governs when recurring templates fire and when deadlines fall
• Set chase schedule defaults once — every template and request inherits them
• Send yourself a preview portal link to confirm the client experience before your first send

Create a client record for each person or entity you collect documents from. The email address is required — it's what Actis Docs uses to send upload links. Set a default due day of month and timezone per client so their deadlines are always calculated in local time.

• Name and email are the only required fields
• Per-client timezone ensures deadlines fall on the right day regardless of location
• Default due day can be overridden per template enrolment
• Archive inactive clients without losing any history; restore at any time

A template defines what to collect and how often. Choose a cadence — daily, weekly, monthly, quarterly, semi-annual, or annual — then add the documents you need. Each document has a name, optional instructions shown to the client, and a list of accepted file types (PDF, Word, Excel, images, or any combination).

• Six cadences: daily, weekly, monthly, quarterly, semi-annual, annual
• Each document can restrict accepted file types per your requirements
• Chase schedule configured per template — pre-due (14d, 7d, 3d, 1d) and post-due (2d, 4d, 6d, 13d, 20d) steps
• Delay first send to next month with a single checkbox
• Enable or disable a template at any time without losing enrolled clients

On the template detail page, toggle the enrollment switch for each client. From that point on, Actis Docs handles every send automatically — no triggering required. You can set a due day override per client if their billing cycle differs from the template default.

• Each client can be enrolled in multiple templates simultaneously
• Due day override per client per template — overrides the template default
• Bulk enrol multiple clients at once
• Manual trigger available if you need to send outside the normal schedule

Each client receives a tokenised upload link by email. They click it and land directly in their portal — your name and company in the header, a list of the documents being requested with instructions. No account, no password, no app. Works in any browser.

• Accepts PDF, Word, Excel, and image files — configured per document
• File size limits: up to 10 MB on Trial, 25 MB on Pro, 100 MB on Business
• Click to upload or drag-and-drop; preview thumbnail confirms each file
• Footer progress bar shows how many documents remain outstanding
• Clients can remove and re-upload any file before submitting

When a client submits, the bell icon alerts you and the session appears in Inbox → Pending Review. Open it and work through each file in a two-pane view — document preview on the left, Approve / Deny on the right. Approve what's correct. Deny anything wrong with a reason, and Actis Docs sends a re-request email automatically.

• All uploads from all clients in one inbox — no switching between folders
• Denial reason is required and is shown verbatim to the client
• Re-request creates a new session scoped to denied documents only
• Full approval triggers an automatic confirmation email to the client
• Lapsing view surfaces approved files approaching their recollection window

When all documents in a session are approved, the session moves to Inbox → Approved. Download the complete set — Actis Docs applies uniform file naming so every export is clean and consistent, ready for audit, client file, or handover with no manual renaming.

• Download all approved documents from a session in one action
• Uniform naming format applied automatically across every export
• Full session history preserved — filter by client, sort by date
• History view shows completed, expired, unanswered, and cancelled sessions