Chapter 3: Add Request list to client projects and send Requests

Summary

With an existing client project, coming from the practice management system, you can create a new Request list from a template or create a new list of Requests manually. Once created, the Requests remain in a "draft" state until they are sent to the client.

Included in this article:

• Client projects from practice management system
• Add Request list from template
• Add Requests manually
• Send Requests to client

Client projects from practice management system

A Request list starts from within a client project. These client projects, also known as "jobs", are coming from your practice management system in near real-time.

Example of the main Projects page showing all Projects within the Firm Portal

Once you add a new project to a client within your practice management system, that project will display in the Projects section of the Aiwyn Firm Portal with a draft status.

Move between tabs to view: All Projects, My Projects, My Favorites, Projects with Requests, and Projects with Active Requests.

Example of the tabs along the top of the Projects section of Firm Portal

Search for a client project based on the project name, client name, client number, client group, partner or manager. 

Projects that are assigned to you (as either the partner or manager) display to you under "My Projects".

Add Request list from template

1. To add a Request list from a template, first select a project in the draft status

2. A side bar panel appears, where you can view several details related to the project
3. Select the "View Project" button

4. Any existing Requests are visible on the main page for the Client Requests
5. Select the Actions button
6. In the drop down that appears, select "Add Request List..."
7. Select the template drop down menu and choose the Request list template appropriate for the client project.
8. Select Add to Project 

9. Once the Request template is selected, you will need to make adjustments to the Reviewer (the firm user responsible for this request)
10. Adjust any other information, including adding additional items for the client to complete, removing items from the list, or adjusting the order of the items

11. Save your changes and the new list will appear under the project's Client Requests

Example flow - adding request list to client project from template

Add Requests manually

You can choose to add Requests manually, which can be in addition to any existing requests already added to the client project.

1. When viewing a client project, select the Actions button
2. Choose "Add Request List..."

3. Choose to Add Requests Manually

   

4. Give the Request list a name
5. Choose the Reviewer (firm user responsible for the request)
6. Choose the Assignee (client contact responsible for the request)

7. Select + Add Section to add the first section of the Request
8. Enter a name for the Section
9. Drop the section down
10. Select + Add Item

11. For the new item, choose the response as either file upload or text response
12. Once the item type is selected, you may enter the item name, description, the client contact assigned, and the due date for the requested item
13. Repeat until all items and sections are added
14. Save the changes to add the Request list to the client project

Send Requests to client

Once the client requests are prepared and you are ready to send to the client, you can choose to send just one item within the request, or choose to send the entire request list items at the same time.

To send one requested item

1. When viewing the client's requests, under the action column select the three small dots
2. Select Send to Client
3. The request is emailed to the client and small on screen notification appears to confirm the requested item was sent to the client

To send all items

1. When viewing the client's requests, select the Actions button in the top right hand corner of the window
2. Select Send Requests to Client...
3. A small pop up window will appear informing you that it will only send new requests in Draft status
4. Select the Send Draft Request button
5. The requests are emailed to the client in a single email

Next Chapter: Chapter 4: Client experience responding to Requests