Why this workflow matters
Stop treating document collection like an inbox problem.
When documents move through email, it is easy to lose context: who supplied the record, whether consent is complete or which requirement is still outstanding. A shared checklist makes the next action visible to the right person.
A useful starting point
What to ask for
Use this as a starting checklist, then tailor it to your firm’s process and the client’s circumstances.
- 01Participant and nominee contact details
- 02Plan or referral documents
- 03Service agreements and consents
- 04Relevant identification or eligibility records
- 05Emergency contact and communication preferences
Four steps
A practical collection workflow
Use accessible, plain-language requests
Write each item in everyday language and add short notes explaining what an acceptable document looks like.
Create a contact-specific template
Prepare variations for participant, nominee or coordinator contacts so the request is relevant to the person receiving it.
Give space to return later
Clients can save progress and come back, which is more practical than requiring every document in one session.
Follow up respectfully
Use a helpful reminder schedule and keep personal calls for situations where a person needs support.
The FileReq difference
Make it easy for clients to finish.
One private place for every item
Combine uploads, text answers, dates and confirmations in a single branded portal rather than scattering work across email threads.
Follow-up happens automatically
Set a due date and reminder schedule once. FileReq sends the reminder and stops it as soon as the client submits.
Progress is visible at a glance
See which requests are in progress, overdue or complete so your team can focus on exceptions instead of maintaining a spreadsheet.
Questions, answered
Frequently asked questions
Can a family member complete a request for a participant?
A request can be sent to the contact responsible for supplying the documents. Make sure your own consent and authority process is appropriate for the situation.
Is FileReq a substitute for NDIS compliance advice?
No. FileReq helps collect and organise information. Providers should continue to apply their own compliance, consent and record-keeping policies.