# What Are Vault Checklists

> Vault Checklists turn a shared folder into a collaborative workspace: tasks, assignments, file requests, AI matching, and a full activity history on every document.

Source: https://www.lev.com/docs/learn/vault/what-are-vault-checklists

Last updated: 2026-04-09

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Checklists turn your Vault from a shared folder into a **collaborative workspace**. Create tasks for files, deliverables, or anything you need to track; assign them to the right people; and let Lev keep everything moving.

Share a Vault with brokers, borrowers, lenders, attorneys, title companies—anyone in your Network. Assign tasks to those parties. Send **one** file-request email and Lev includes every task assigned to that person. They can use the Vault to upload and comment, or **reply to the email** with attachments. Either way, Lev classifies files with AI, matches them to tasks, and updates status.

Every task keeps a full **activity** thread: created, requested, replies, attachments, matches, reminders. That history is the source of truth for each document on the deal.

Create tasks for anything

A Checklist is **Sections** (for example “Financial Docs,” “Legal”) and **Tasks** (each item you’re tracking).

For file-oriented tasks, set the expected **File type** (for example Personal Financial Statement, Rent Roll, Tax Returns) so Lev knows what to match when files arrive. Add **Team**, **Assignee**, **Due date**, and **Subtasks** when you need them.

Start from scratch or **apply a template**—Lev includes Master Templates by property type (Multifamily, Office, Retail, Industrial), and you can save your own.

Share and collaborate with anyone

Checklists live **inside Vaults**. Share a Vault with any company in your Network so borrowers, lenders, counsel, and others see the Checklist next to files.

- **Full access** — Upload, attach to tasks, comment.
- **View only** — See status and download files; no edits.

Each party gets a **dedicated link** with the access model you choose (public, company-verified, or invite-only). You can change permissions anytime. More detail: [Vault Link Settings](/learn/vault/vault-link-settings).

Lev does the work — automation and AI

**Automatic classification** — Uploaded files are analyzed so you’re not manually tagging every PDF.

**Automatic matching** — When a classified file fits a task’s expected type, Lev can attach it—whether it came from upload, email reply, or a guest.

**Automatic statuses** — For example: **Requested** after a file request sends; **Reviewing** when a matching file is attached (you still control approvals).

**Activity tracking** — Each task shows the full timeline: requests, email, files, matches, reminders, status changes, comments.

Request updates and keep everyone on track

Click **Send request** on the Checklist, choose who you’re nudging, and Lev builds an email that lists **their** outstanding tasks. Edit the message, add CCs, send.

Recipients get mail **from your address** with a Vault link and the list. They can upload in the Vault or reply with attachments—Lev ingests, classifies, matches, and updates tasks.

**Follow-ups** — Optional reminders in the **same email thread** so they read like a normal nudge, not a system ping. Configure cadence and limits under **Send request → Manage alerts & reminders**. Past due dates can switch to an overdue template.

**Digest emails** — Periodic summaries (daily, weekly, or monthly) for your deal team: overdue, due this week, completed, and still open—per Vault when tasks are active.

Best uses for Vault Checklists

**Borrower intake and onboarding** — Before marketing, collect tax returns, statements, rent rolls, org charts, insurance, etc. Use an intake Vault, apply a template, assign the borrower, send one request, turn on follow-ups. Replies and uploads flow into the Vault with tasks updating as files match.

**Closing and due diligence** — One workspace for lender counsel, borrower counsel, title, consultants, and brokers: assignments, due dates, uploads, and an audit trail without a separate closing-only tool.

**Lender due diligence** — Per-lender Vaults (or a shared one) with tasks for each request; pull files from your intake Vault as you satisfy items.

**Any external collection** — Whenever you need files or deliverables from outside your org, a Checklist structures the ask and the paper trail.

Set it up once. Check back when it’s done.

Typical flow: new deal → intake Vault → template with dozens of tasks → assign borrower → **Send request** → follow-ups on. They email files and use the link; Lev classifies and matches. When you return, files sit in the Vault on the right tasks with full history—then you choose what to push to a Deal Room or lender-specific Vaults.