A client uploads a document. It has arrived, but it may still be the wrong version or lack the information needed for the next task.
This guide tracks the request and review separately. Use an existing document register if it already holds this information.
1. Use one record per requested item
Write a specific request such as Homepage copy — approved reference rather than Documents from client. Independent items need separate outcomes.
Keep the original request date and source in the page body. Connect the record to its existing project.
2. Define the minimum properties
| Property | Type | Purpose |
|---|---|---|
| Requested Item | Title | Exact file or information needed |
| Project | Relation | Existing project |
| Request Status | Select | Requested, Received, Accepted, Needs clarification or Not needed |
| File Link | URL | Received file reference |
| Review Owner | Person | Who checks the item |
| Next Check | Date | Next review or follow-up action |
These are workflow labels you define. Accepted here means the item meets this request’s stated requirements; it does not automatically mean the whole deliverable is approved.
3. Build separate queues
Create Waiting for documents filtered to Request Status is Requested OR Needs clarification. Create Received — needs review filtered to Request Status is Received.
Show the item, project, owner and next check. Keep a diagnostic view for empty Request Status values so unclassified records are reviewed.
4. Test three cases
| Requested item | What arrived | Next step |
|---|---|---|
| Approved homepage copy | Draft with unresolved comments | Needs clarification; ask for the intended reference |
| Logo source file | File received but not yet checked | Received; review before accepting |
| Product image selection | Correct identified set, checked against request | Accepted; record the reference |
Use fictional file references for practice. Check actual content and the stated request rather than assigning an outcome from the filename alone.
5. Process a received item
- Open the source message or upload reference.
- Identify which request it addresses.
- Record the exact file link and version context.
- Set Received while the review remains outstanding.
- Check completeness against the request.
- Set Accepted or Needs clarification and record why.
For changing drafts, use the document version guide. Avoid replacing an old reference without preserving context.
6. Follow up on what is still missing
For requested items and clarification cases, state the missing information in the page body. Assign the next check instead of sending the same generic reminder for every document.
Maintain a missing-check-date view for open requests. The follow-up queue guide explains this scheduling pattern.
7. Close requests intentionally
If an item is no longer needed, record the reason and use Not needed rather than pretending it was received and accepted.
If the document reveals a new request or changed requirement, use the client feedback tracker to preserve that action separately. A file arriving does not itself settle the next production decision.
Common mistakes
- Using Received to mean checked and usable.
- Putting several independent missing items in one record.
- Leaving received files without a reviewer.
- Marking an abandoned request accepted to clear the queue.
Frequently asked questions
Is Received the same as Accepted?
No. Received means the item has arrived; Accepted records that it meets the stated request after review.
Can I use Files & media instead of a URL?
Yes. Adapt File Link and any missing-reference checks to your chosen file property.
What if the wrong version arrives?
Preserve the received reference, set Needs clarification and state the exact version or information still required.
How should a cancelled request be closed?
Record why the item is no longer needed and use the explicit Not needed outcome.
Does accepting the document approve the whole project?
No. Acceptance in this register covers the requested item, not every deliverable or project decision.
Explore the wider workflow
You can build this with your existing records. For a broader client and project workspace, explore Freelancer CRM and compare its structure with your needs.