A document request is a list of things you need from one client, sent as a single secure link. It's the centre of Doxxiom — most of your time is spent creating requests and reviewing what comes back.
Building a request
Start from Requests → New Request, or from a client's own page if you want the client pre-selected. The builder has two steps.
- 1
Details
Choose the client, write a title, and optionally set a due date.
Give the request a title your client will understand without context, since it's what they see in their email and portal. "Q4 2025 Tax Documents" is good; "Request 1" is not.
- 2
Items
Add what you need. Type a name and press Enter to add each item. You can also load a saved bundle, or add items from a document type so they inherit its instructions and file naming.
Each item can carry its own due date, which must fall on or before the request's overall due date.
Requests are always created as a draft. Nothing reaches your client until you open the request and select Send to client, so you can build one over several sittings.
Yes/no questions
Not every document applies to every client. Instead of asking for things that may not exist, add a yes/no question and hang the dependent documents off it.
Ask "Did you sell a property this year?" with the deed and closing statement attached as conditional items. The client answers:
- Yes — the conditional items appear and are required.
- No — the items are dropped from their list entirely, and from your progress count.
Clients can change their answer later. Switching from Yes to No deletes any files already uploaded against that question; Doxxiom warns them explicitly before doing it.
A question must have at least one conditional item. Doxxiom blocks you from saving a question with nothing beneath it, since it would have no effect.
Sending and reminders
Selecting Send to client emails a magic link. Your client doesn't need an account or a password.
From then on Doxxiom follows up on your behalf: clients are reminded as the due date approaches and again once it has passed. If a link is ever lost or expires, use Resend link on the request — or your client can request a fresh one themselves from the portal sign-in page.
Tracking progress
The request list shows two numbers per request: how many items have been uploaded, and how many you've approved. Overdue items are flagged in red, both for you and for the client.
Statuses you'll see:
| Status | Meaning |
|---|---|
| Draft | Built but not yet sent. Only drafts can have their title and due date edited. |
| Sent | Delivered to the client, waiting on uploads. |
| In Progress | Items still outstanding — or a yes/no question hasn't been answered yet. |
| In Review | Everything has been uploaded. The ball is in your court. |
| Completed | Every item approved. |
Status is recalculated automatically as items change, so rejecting an approved file moves a completed request back to In Progress on its own.
Reviewing uploads
Open a request to see each item and the files attached to it.
- Approve accepts the file and advances the request.
- Reject returns the item to the client for re-upload. Add a note — "Image is blurry, please upload a clearer copy" — and they see it beside the item.
When the last item is approved, the request is completed automatically and your client sees a confirmation in their portal.
Use Download all files to pull everything down as a single ZIP.
Comments
Every request has a comment thread shared with the client. It's the right place for "does this apply to me?" questions — both sides are notified of new comments, and the conversation stays attached to the request rather than scattered across email.
Storage and deletion
View storage shows exactly which files Doxxiom currently holds for a request, and lets you delete them individually or all at once. If you use cloud sync, you can also delete just the cloud copies, leaving Doxxiom's untouched — or the reverse.
Deleting the request itself permanently removes it and every file attached to it.
Deleting files is permanent
Once you delete files from storage there is no recovery. If you're clearing space, download the ZIP first, or set up cloud sync so a copy already exists elsewhere.
Plan limits
Plans cap how many active requests you can have at once. Completed requests don't count against it, so finishing your review keeps room free. See Plans and billing.
Where to go next
- Templates and bundles — stop rebuilding the same list
- Cloud integrations — sync approved files automatically
- Using your client portal — what your client sees; safe to forward to them