Requesting Files

Send file requests from a Checklist and follow each document from first ask through delivery — email, attachments, and status changes stay on the task.

1. Send the request

   Compose and send the file-request email directly from the Checklist.

   1. Open the composer. On the Checklist tab, click Send request → Request task updates.
   2. Pick the recipient. Choose who owes you files — the list includes people and companies with access to this Vault.
   3. Confirm To / CC. The To line fills with their email; add CC if needed.
   4. Review the body. Lev pre-fills subject and body with outstanding tasks assigned to that person. Edit freely.
   5. Send. Click Send — each included task moves to Requested.

   

   

   Every task included in the request moves to Requested status and the email is in the recipient's inbox.
2. How recipients reply

   Recipients receive a normal email from your address (not "from Lev"). It lists open items and includes a Vault link. They can respond in two ways:

   • Reply with attachments — Lev pulls in every attachment, classifies by document type, and matches files to the right tasks (for example PFS to the PFS task). Other files still land in the Vault.
   • Upload in the Vault — With Full access, they can open the link, see assigned tasks, and upload. See Collaborating on checklists with external parties.

   

   The recipient either replies with attachments or uploads directly in the Vault — both paths feed the same Checklist.
3. What Lev automates

   When files arrive — via email reply, direct upload, or guest upload — Lev runs the full automation loop on every file.

   1. Every file is added to the Vault. Nothing is dropped, even if it doesn't match a task.
   2. Lev classifies each file by document type. Rent rolls, PFS, tax returns, and so on are tagged automatically.
   3. Matching files attach to the right task. Files whose classified type matches a task's expected File type snap onto that task.
   4. Task status moves to Reviewing. The task is ready for you to approve or request changes.
   5. The Activity log records each step. Everything is auditable from the task timeline.

   

   Unmatched files still stay in the Vault, classified — so nothing is lost even if a task didn't exist yet.

   Files are classified, matching tasks move to Reviewing, and the activity log has a full trail — no manual renaming or attaching.
4. Automated follow-ups

   Keep chases consistent without doing them by hand.

   1. Open alerts & reminders. Click Send request → Manage alerts & reminders on the Checklist tab.
   2. Set follow-up cadence. Choose interval (every 24h, 48h, etc.) and a max-reminders cap. Replies stay in the same email thread so they read as a follow-up from you.
   3. Enable overdue reminders. Tasks past due date can switch to an overdue reminder template automatically.
   4. Review the trail on each task. All follow-up events appear on the task's Activity section.

   Non-responders get reminder emails on your cadence, and overdue tasks switch to an overdue template — all in the original thread.
5. Read the activity log

   Each task keeps one timeline you can scan top-to-bottom:

   • Created
   • Request email sent (and to whom)
   • Replies, senders, and attachments
   • When Lev matched a file
   • Reminders sent
   • Status changes
   • Comments from you or guests

   Use it as the single place to answer "Did we ever get the rent roll — and who sent it?"

   For any task, you can answer "Did we ever get this file — and who sent it?" without leaving Lev.

Task statuses

Some statuses update automatically as requests and files flow through the Checklist.