As documents come in, each checklist item moves through a status. The status is what drives everything else: which items still get chased by reminders, and what is left before you can call the request done.
The statuses
| Status | Meaning | Still outstanding? |
|---|---|---|
| Requested | Nothing uploaded yet. | Yes |
| Under Review | Uploaded, waiting on you to check it. | Yes |
| Approved | You've accepted the document. | No |
| Needs Revision | You've rejected it and asked for a better copy. | Yes |
| N/A | Marked not applicable. | No |
The "more needed" flag
Alongside those statuses, an item can be flagged Incomplete — the upload is acceptable but partial, such as three of the four pages you asked for. This is a flag on top of the status rather than a status of its own, so an item can be Approved and still be waiting on the client for the rest.
It's different from rejecting. Rejecting says "this isn't right, send it again" and the contact sees a red *Revision needed* block. Marking incomplete says "this is fine, but I still need the rest," keeps every file they already sent, and shows them an amber *More needed* block with your reason. Either way the item stays outstanding until it's resolved.
Items out for signature
An item set up for e-signature doesn't move through the upload statuses above. It carries a signature state instead — Awaiting Signature, Signed, Signature Declined, or Signature Expired — and docEvault files the signed copy and approves it for you when signing completes. See E-signatures.
Request statuses
Each request also carries one status badge, worked out from its items, so you can see whose turn it is at a glance. The same words are used on the dashboard, the contact page, the request page and in search.
| Badge | Meaning |
|---|---|
| Needs Review | At least one file is waiting on you to check it. |
| Awaiting Documents | The client still owes at least one item. |
| All Approved | Every item is approved, but you haven't marked the request complete yet. |
| Completed | You marked the request complete. |
Overdue isn't a badge of its own: it's a deadline fact, shown in red next to the due date, and a request can be both overdue and awaiting documents. It reads Overdue · 12 days, or Overdue since the date once it's more than two months late. An open-ended collection is never overdue: it stops accepting uploads when its deadline passes. Progress reads X of Y approved everywhere on your side, not counting items marked not applicable. On the contact list, X of Y completed counts that contact's requests.
How a request completes
You mark it complete. When you're satisfied, use Mark Completed on the request. A confirmation lists exactly what will happen: uploads still under review are approved (or, with Complete Without Approving, left under review for you to decide later), empty items become not applicable, incomplete flags clear, and anything you rejected stays rejected. You choose whether the contact gets the completion message.
Once complete, the portal stops accepting uploads and shows the contact a completed banner. If something turns out to be missing after all, Reopen puts the request back in play.
A request doesn't complete on its own just because every item happens to be approved — completion is your call, so nothing closes under a client who's still uploading.
What reminders chase
Reminders follow up on items that are still outstanding, on the schedule you set, up to the request's deadline. An item sitting in Under Review is waiting on you, not on your contact, so leaving files unreviewed is the most common reason a request stalls without anyone noticing.