Review client documents item by item: approve or send back
Review client documents item by item: approve or send back
Short answer: every item a client submits waits for your decision: Approve, or Request fix with a reason. The client sees the reason on that exact item, not in a vague email about "some issues with your documents".
The review flow
- The client submits. An answer or upload marks the item Submitted, and you get an email naming the client, the item and the checklist.
- You look at it on the client's checklist: the answer, or the uploaded files, which you can open or download one by one. If the client sent a file despite an automatic warning, the note says what they were told, for example "The client was told: this photo looks blurred. They sent it anyway."
- You decide:
- Approve: the item is done.
- Request fix: write what needs fixing ("Photo is blurry, please retake", up to 500 characters) and choose Send back to client.
- The client fixes it. In their view the item shows Needs fix with your reason. They upload again or change their answer, and it comes back to you as Submitted.
What each status means
| You see | The client sees | Meaning |
|---|---|---|
| Not started | (to do) | Nothing submitted yet |
| Submitted | Submitted | Waiting for your review |
| Approved | Done | Accepted |
| Sent back | Needs fix + your reason | The client has to act again |
Items you send back count as outstanding again. They're included in the progress count and named in the client's next automatic reminder.
Things you can do yourself
- Fill in or tick items for the client, for example a document they handed you in person.
- Mark an E-signature item complete if it was signed on paper or in another tool. It shows Marked complete by you (not signed here), never Signed.
- Add items to this client's checklist without changing the template.
Limits
- No instant email to the client when you send something back. They see it when they open the checklist, and in the next reminder email.
- Reasons are free text. There are no saved reasons to pick from yet.
- Signatures aren't reviewed. They complete by signing.
Related
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- Can I reject a document a client uploaded?
- Yes. On the client's checklist, choose Request fix on the item, write what needs fixing (up to 500 characters), and choose Send back to client. The item shows Needs fix with your reason in the client's view, and they can upload again.
- Is the client notified when I send an item back?
- The client sees Needs fix on the item next time they open the checklist, and the next automatic reminder email lists it as still needed. hivi-x doesn't send a separate email the moment you send it back.
- Can I complete items on the client's behalf?
- Yes. You can fill in or tick items yourself, for example when the client gave you a document in person. For an E-signature item signed on paper or elsewhere, you can mark it complete. It then reads Marked complete by you (not signed here).
- Do I have to approve signatures?
- No. E-signature items complete themselves when every signer has signed. They can't be approved or sent back.
Organize client document intake with checklists
hivi-x helps Ontario professionals collect client documents with reusable checklists, secure Canadian hosting, and exportable PDF packages.
More Features guides
- Online client forms: questions, uploads and signatures in one checklisthivi-x checklists work as online client forms. Ask questions, collect documents and get e-signatures through one secure link, with conditional items and no client account.
- Conditional checklist items: show only what applies to each clienthivi-x checklist items can show only when an earlier answer matches, so a self-employed client and a salaried one get different document lists from the same template.
- Do you still need a separate form builder with hivi-x?When a hivi-x client checklist replaces a general-purpose form builder for client intake, and when you should keep both.
- Automatic document checks for guest and account uploadsGuest links and signed-in checklist uploads show document-quality warnings without blocking the upload. Photos use self-hosted AI; PDFs receive limited checks.
- Automatic reminders: hivi-x chases missing documents for youhivi-x emails clients automatically about the documents they still owe, names each missing item, and stops when the checklist is done. E-signature requests get their own reminders.
- Electronic signatures: built in, and inside your client checklistshivi-x includes e-signature for routine documents, both as standalone signature requests and as an E-signature item inside a client checklist, with email-code signer verification, a hash-locked PDF and a certificate of completion.
- Less retyping: where hivi-x fills in client data for youFour ways hivi-x saves you from typing client details again. Capture them from other websites, let clients' my-id.ca profiles fill your forms, fill any PDF from a client record or a data file, and read fields from a client's uploaded pay stub, T4, NOA, bank statement or passport.
- Fill any PDF form with a client's detailsIn the hivi-x AI chat, attach a fillable PDF and pick a client. hivi-x fills it from the client record and the client's completed forms, flags uncertain fields and saves the result to the client's files.
- Move client details from another system into hivi-x without retypinghivi-x has no direct CRM integrations, but the Chrome extension can capture a client's details while you fill a form on another website, then add or merge them into hivi-x after your review.
- Clients with a my-id.ca profile fill your forms fasterWhen a client keeps their details in a free my-id.ca profile, forms you send from hivi-x open already filled in, and the client's photo of an ID can feed that profile.
- Find any client, document or file in secondshivi-x search finds clients by name, email or phone, plus documents, files and templates, from the header on any page or from the Clients list.
- Ask hivi-x about your clients in plain languageThe hivi-x AI chat finds clients, summarizes a client's checklist progress, lists inactive clients and unfinished forms, fills PDFs, and keeps notes and calendar events, all on self-hosted AI.
- Checklist due dates and overdue trackingSet a due date when you share a client checklist. The client sees it, you see an Overdue badge when it passes, and the automatic reminders are timed around it.
- Calendar and reminders for business usersThe hivi-x calendar holds showings, meetings, deadlines and tasks, syncs both ways with Google Calendar, emails you reminders before events, and adds client birthdays automatically.
- How hivi-x tracks deadlines: what's automatic and what you setA one-page answer to "does hivi-x track application deadlines?", covering what happens automatically, what you set yourself, and what isn't available yet.
- A client portal in eight languagesClients complete hivi-x checklists in English, French, Spanish, Portuguese, Ukrainian, Chinese, Hindi or Bengali. Here is how the language is chosen, what is translated, and what stays as you wrote it.
- hivi-x in French for Canadian businesseshivi-x works in French end to end, from the client portal and document checks to the AI chat and the French business documentation.
- Collecting documents from clients who don't read English wellPractical setup for newcomer and non-English-speaking clients in hivi-x, using the portal in their language, bilingual instructions, conditional items and phone uploads.
- Client checklist status and progress: where each file standsEach client checklist in hivi-x shows its overall status, progress, due date and every item's review state, so you can see what's missing, what's waiting for you and what's done.
- PDF checklist report: a printable summary of a client fileGenerate a PDF report of any client checklist in hivi-x, covering each item's status and answer, signature records with a verification link, your photos and your summary.
- Duplicate document detection: catch the same file sent twiceNew guest-link and signed-in checklist uploads are checked for exact duplicates among that client’s recent uploads. A warning never rejects an upload.
- Stop receiving the same document twiceHow to set up hivi-x checklists so clients send each document once, using precise items, counts in the item name, duplicate and count warnings, and reuse of files clients already saved.
- Reuse client information, with the client in controlhivi-x lets information a client already gave, to you or to their own my-id.ca profile, flow into the next request. The client decides what to share each time.
- Repeat clients: one client, many filesIn hivi-x a client can have several cases (a lease this year, a purchase next year), each with its own checklists, documents and timeline, under one client record.
- Checklist templates and the template libraryBuild a document checklist once in hivi-x and reuse it for every client, or start from the curated template library and edit a copy.
- Standardize your document process across client filesHow to use hivi-x templates, required items, conditional items, due dates, reminders and review reasons so every client file follows the same standard.
- Industry starter checklists: send a real checklist on day oneNew hivi-x business accounts start with a ready-made checklist for their industry (real estate, mortgage, immigration or legal), which you can send immediately and edit to fit.
- Client activity timeline: who did what, and whenEvery hivi-x client page has a timeline recording shared checklists, client submissions, approvals, items sent back, signatures, document changes and co-agent access.
- Audit trail and record keepinghivi-x logs access to client data server-side and keeps those records for seven years. E-signatures carry their own event trail and certificate, and clients keep a sharing history.
- Know when a client submits: notifications for businesseshivi-x emails you each time a client uploads a file or completes a checklist item, and records it on the client's timeline. What you're told, and what you aren't yet.
- What your clients are notified aboutEvery email and in-app notice a client receives from hivi-x, from being added as a client to guest links, codes, reminders and signature requests, and what they aren't told.
- Chat with your clients inside hivi-xReal-time messaging between a business and its clients who have a my-id.ca account, opened from the client's page, with attachments, typing and unread indicators.
- Team workspaces and rolesInvite colleagues into one hivi-x workspace that shares your clients, checklists, templates and signature requests. Seats cost the plan price per person; owner, admin and staff roles decide who can do what.
- Assign clients to team membersShow who handles each client, filter the client list by person, and optionally limit staff to the clients assigned to them, with their checklists, uploads and signature requests.
- Teammate or co-agent: which to useA teammate is someone at your firm who takes a paid seat and works in your workspace. A co-agent is a partner at another firm who joins one client for free and sees only what you share.
- Team activity log and CSV exportThe owner and admins of a hivi-x workspace can see who did what, including sign-ins and client uploads, filter it by date and person, and export it as CSV.
- Webhooks: send hivi-x events to your other systemshivi-x sends a signed HTTPS request to your endpoint when a client is added, a checklist item is submitted or reviewed, a checklist is completed, fields are confirmed or a signature request is finished.
- Connect hivi-x to Zapier, Make or n8nUse hivi-x webhooks as the trigger in Zapier, Make or n8n: add a new client to your CRM, post to Slack when a checklist is complete, or copy confirmed income figures to a spreadsheet.
- hivi-x for Zapier: triggers, actions and setupConnect hivi-x to Zapier: send a checklist when a CRM deal moves, add clients from web forms, and post to Slack when a checklist is complete. Every business plan.
- hivi-x API reference (v1)The hivi-x public API used by the Zapier app: OAuth 2.0, scopes, clients, checklists, REST hooks, errors and rate limits.
- Verify webhook signaturesCheck the Hivi-Signature header on every hivi-x webhook: an HMAC-SHA256 of the timestamp and raw body, made with the endpoint's signing secret. Examples in Node.js and Python.
- Expiry and renewal alerts for client documentshivi-x tracks when the passports, permits, licences and policies your clients sent expire, emails you 90, 30 and 7 days ahead, and asks the client for a renewed copy in one click.
- Ask a client for a renewed documentWhen a client's passport, permit or policy is about to expire, send them a secure link to upload the renewed one in one click, with a due date and automatic reminders.
- Import and export clients as CSVBring an existing client list into hivi-x from a CSV file, and export your clients or the document fields you confirmed. Checked row by row; nobody is emailed.
- Read fields from a client's pay stub, T4, NOA or passportAsk hivi-x to read a client's uploaded pay stub, T4, notice of assessment, bank statement summary or passport into fields. You check and confirm every value against the document.