Sending doc requests that actually finish — BopSuite Help

Document collection is the single biggest workflow in most small-firm practices, and it's also the one that drags. Here's how BopSuite gets the docs in days instead of weeks.

Sending a request

From a matter or a client detail page, click Send doc request.

The flow is three steps:

Choose a template — Pick from your org's saved templates. Each is a checklist of fields the client needs to fill in or upload.
Confirm client details — Pre-filled from the matter; just verify the email is right.
Review & send — Optionally set a due date. Optionally toggle reminder emails. Click Send.

The client receives an email with a magic link — no signup required.

What the client sees

Click your magic link as if you were the client (open the email in incognito). You land on a branded portal page showing:

Your firm's name + logo at the top
Each requested item with status pills (Pending / Submitted / Approved)
File-upload fields with drag-and-drop
Text fields for things like SSN, date of birth, filing status
Field-level helper text where you've added it

The portal is mobile-friendly because that's where most clients fill these out.

AI auto-naming on every upload

When the client uploads a file, two things happen behind the scenes:

The file is auto-renamed to a deterministic name like:
```
Smith - W-2 - 2026.pdf
Smith - Bank Statement - Mar 2026 - Chase.pdf
Smith - Driver's License.pdf
```
The pattern uses the client's last name + the document type + the period (or institution / tax year). When you ZIP-export the matter later, all files come out cleanly named — no more IMG_4521.jpg or Scan_2026_03_15_001.pdf.
AI extracts metadata for tagged document types. For a bank statement, BopSuite pulls out the period (start/end date) and institution. For a W-2 — tax year + employer. For a 1099 — payer + form variant. This metadata appears on the review screen so you can spot wrong-period or wrong-year documents instantly.

This only works if the field's semantic_type is set on the template. Our starter templates set it for the obvious ones (bank statements, tax forms, IDs). For your custom templates, edit the field and pick a semantic type from the dropdown.

Reviewing submissions

When the client submits a field, you get an inbox notification. Click into the request → review tab to see each submission.

For each submitted item, you can:

Approve — Marks it done; the client sees a green check on their portal next time they visit
Reject with revision request — Adds a comment ("Bank statement needs to be the December statement, not March"); the client gets an email and can re-upload

A request is auto-marked "completed" when every field has a status of approved.

What to do when clients ghost

This is the most common pain point. BopSuite handles it three ways:

Automated reminder emails — If you turn on reminders at send time, clients get a nudge after 3 days, 7 days, and 14 days of inactivity. You can disable per-request.
AI-generated personal nudges (Firm tier) — Instead of generic "you have outstanding items," the AI looks at what they've uploaded vs. what's missing and writes a tailored message you can review and send.
The good old phone call — Sometimes that's the right answer. We won't pretend it's not.

ZIP export

When the matter is ready to deliver to the client (or off to opposing counsel, or to your tax software), click Download all as ZIP on the matter page.

You get one zip with one folder per request, each containing:

All uploaded files (with auto-renamed filenames)
A summary CSV of all field values
A plain-text info file with metadata