A workspace for your team. A checklist for the other side. One shared record.
Clivanta is opinionated about one thing: the document request is the unit of work. Everything below is built on top of it.
Needs review
12
Overdue
7
Due this week
23
Certificate of insurance
RI-014
Signed master agreement
RI-015
Proof of address
RI-016
Beneficial owner declaration
RI-017
Bank statement — December
RI-018
The request-item lifecycle
Six states, no ambiguity. Anyone opening the engagement knows exactly where every item is and who it's waiting on.
Requested
01Created by your team, visible to the recipient, clock started.
Submitted
02They uploaded a file or answered. Lands in the review queue.
Revision
03Rejected with a visible reason. Versions are kept, not overwritten.
Accepted
04Locked as evidence. Counts toward pack completion.
Paused
05Reminders suspended with a stated reason and an owner.
Cancelled
06No longer needed. Stays in the log, drops out of the count.
What's in the box
Clients & contacts
Records for the people and organisations you collect documents from, with their contacts, roles and team-only notes. Client owners can invite their own colleagues, so you are not the one managing their side.
Engagements
An engagement is one job of collecting a set of documents — an audit, an onboarding, a claim, a vendor review. It carries a period, deadline, lead and status, stays in draft while you build it, and launches when the other side should see it.
Packs & groups
A pack is a themed set of document requests within an engagement, organised into groups the recipient understands. Reorder, duplicate or launch them pack-by-pack as the work progresses.
Reusable packs
Start from seeded checklists for audit, onboarding, KYC or vendor intake, then clone and edit them into your team's own house standard. Launching a saved pack sets up a new engagement's requests in seconds.
Internal tasks
Team-only work with an assignee and due date, linked to a client or engagement — a review step, an approval, a follow-up call. Internal tasks never appear in the recipient's portal.
Threads
Every request carries two conversations: a recipient-facing thread for questions and clarifications, and a private team-only thread — each with its own participants and notification rules.
Reminders
Each request has its own escalating reminder schedule and digest emails, so overdue documents are chased automatically. Recipients can pause a reminder with a stated reason when something is genuinely blocked.
Audit log
An insert-only record of every request, upload, revision, comment, acceptance and access event, each with the actor and a timestamp — a defensible trail that cannot be edited or deleted.
Multilingual portal
The recipient-facing portal adapts its wording to the recipient's language, so the people you collect from read requests and instructions naturally — useful for cross-border work.
Clients don't have to change how they work
A finance director who wants to hit reply and attach three PDFs can do exactly that. Clivanta parses the reply, attaches the files to the right request item, records the sender, and moves the item to Submitted. The portal is there for the clients who prefer it — not a wall for the ones who don't.
Inbound email
To: ri-016@in.clivanta.app
From: elena@aegean.cy
Here's the payroll recon for Q4, sorry for the delay.
📎 payroll-q4-final.xlsx · 📎 bank-proof.pdf
See it on your own document requests
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