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Requesting Files

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

Updated April 2026

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 a file request

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

Each included task moves to Requested status.

Activity timeline: file request sent, reply with attachments, and Lev matching a file to a task

What the recipient gets

They 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.

Guest upload page with assigned tasks and drag-and-drop area

What happens automatically

When files arrive—email reply, direct upload, or guest upload:

  1. Every file is added to the Vault.
  2. Lev classifies each file by document type.
  3. Files that match a task’s expected type attach to that task.
  4. The task status moves to Reviewing.
  5. The Activity log records each step.
Task activity log showing email, file match, and Lev Agent status updates

You don’t need to rename or manually attach for the happy path. Unmatched files still stay in the Vault, classified.

Automated follow-ups

If someone doesn’t respond, Lev can follow up in the same thread. Set timing and limits under Send request → Manage alerts & reminders.

Tasks past due date can switch to an overdue reminder. All follow-up events appear on the task’s Activity section.

The activity log

Each task keeps one timeline:

  • 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:

StatusMeaningSet by
To doCreated, no request yetDefault
RequestedFile-request email sentAutomatic on send
ReviewingMatching file received and attachedAutomatic on match
ApprovedYou accepted the deliverableYou (manual)
CancelledNo longer neededYou (manual)
More in this section
Collaborating on Checklists with External Parties
Share a Vault with borrowers, lenders, counsel, and other parties so they can see the Checklist, upload files, and comment—based on View only or Full access.
Create a Vault
A Vault is a shared space on a Deal that contains the files you choose to share externally. Lev automatically creates a Vault named "Deal Room" on every Deal by default, and you can create additional Vaults to control which files each recipient can access. You can learn more about when we recommend creating new Vaults in our article on Best Practices for Creating and Sharing Vaults .
Vault Impact on Deals
When we introduced Vaults, we migrated your existing Deal Rooms to Vaults.
Share a Vault Link
Adding a Lender to a Vault is what grants them access to view Files you've added to the Vault, but they won't actually have access until you have sent them their link. The only way that a link to a Vault may be included in an email without your knowledge is if you have Automated Followups setup to include a Vault Link.