# Requesting Files

> Send file requests from a Vault Checklist, track replies and uploads, and use automated follow-ups and the task activity log.

Source: https://www.lev.com/docs/learn/vault/checklist-file-requests-reminders

Last updated: 2026-05-11

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

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**.

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](/learn/vault/checklist-external-collaboration).

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.

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.

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?"

Task statuses

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

| Status | Meaning | Set by |
| --- | --- | --- |
| **To do** | Created, no request yet | Default |
| **Requested** | File-request email sent | Automatic on send |
| **Reviewing** | Matching file received and attached | Automatic on match |
| **Approved** | You accepted the deliverable | You (manual) |
| **Cancelled** | No longer needed | You (manual) |