The request-and-response loop, done right
Clivanta turns "collecting client documents" into a structured, per-item, fully audited process — from the first ask to permanent evidence on the engagement record.
Request items
Every ask is its own tracked item
A Request Item is the atomic unit — a single, explicit ask with instructions, a sample format, and a status of its own: draft → requested → submitted → accepted or needs-revision. No more "did we get the bank statements?" buried in an email thread.
- ✓ Two comment threads: client-facing and firm-internal
- ✓ File version history with "previous attempts" kept, never deleted
- ✓ An immutable activity log on every item
Packs & groups
Standardise once, reuse every period
A Pack is your firm's standard procedure for a service type — the items to collect, the instructions, the required documents. Groups organise them under headings. Instantiate a new engagement and the whole structure is copied in as a snapshot, so later edits never rewrite history.
- ✓ Per-type groups for client requests and internal tasks
- ✓ Snapshot-on-create — edits don't mutate past work
- ✓ Firm-level, reusable across every client
Reminders
Chase overdue items automatically
Set a cadence per firm or per engagement. Clivanta sends the chase and overdue emails on schedule, escalates when needed, and lets clients acknowledge and pause a reminder without losing the item. Or send a manual nudge when you need one.
- ✓ Automatic + manual reminders
- ✓ Client-side pause with a logged acknowledgment
- ✓ Escalation to a firm follow-up task
Counterpart portal
A clean, audited hand-off with clients
Clients log into a portal, see exactly what's still outstanding, and upload. The firm reviews, accepts, or requests a revision with a structured reason. Accepted documents become permanent evidence on the engagement record.
- ✓ One clear list of what's missing
- ✓ Structured revision reasons, emailed to the client
- ✓ Accepted documents promoted to permanent evidence
Audit trail
Evidence you can stand behind
Every status change, acceptance, and upload is recorded with actor identity and a timestamp. The record is derived from stored, audited status — not guessed from files — so exports and reviews always agree.
- ✓ Reviewer identity + acceptance timestamps
- ✓ Multi-tenant isolation from day one
- ✓ Exportable status per engagement