docEvault is built around one core loop: you request documents from a contact, they upload them through a secure portal, and you review, approve, and act on what comes in. Everything else in the product exists to support that loop.
The four pieces
Contacts are the people you collect documents from — clients, applicants, vendors. A contact never creates a docEvault account and never sets a password. They reach their documents through a private link instead.
Requests are checklists. A request lists each document you need, and it is addressed to one or more contacts. If you send one request to five contacts, each of them gets their own private copy.
The client portal is what your contact sees. It is a single page scoped to just their request, with no login. They upload, you get notified.
Reminders chase the contact for you on a schedule, by email and — on plans that include it — by text, until the request is finished.
What a typical run looks like
- Add the contact, or pick one you have worked with before.
- Create a request, either from scratch or from a saved template.
- Send it. The contact receives an email with their portal link.
- They upload. Each item moves from Requested to Under Review.
- You approve each file, or send it back with a note asking for a better copy.
- When every item is approved or marked not applicable, the request completes automatically and the contact is told it's done.
Along the way, docEvault sends the follow-ups so you are not the one emailing someone for the fourth time about a missing bank statement.
What makes it different from email
Documents in your vault are end-to-end encrypted. Your organization generates its own encryption keypair in the browser, and the private key is protected by a passphrase only your organization knows. docEvault's servers store documents encrypted and cannot read their contents.
Your contact still doesn't have to install anything, create an account, or remember a password. That asymmetry is the point: the security burden sits with the firm, not with the client who just wants to send you a copy of their driver's license.
Beyond collecting
Once a document is in, two more workflows are available on the same file:
- E-signatures — place signature, date, and text fields and send it out for signing.
- Fillable forms — publish a form your contact completes in the browser, no printing or scanning.
Everything in docEvault is scoped to your organization. Documents, contacts, templates, and message sequences are shared across your team once you invite members.