Collect client documents

Start here before requesting missing documents. You will check where Seabreeze Trading Ltd should send its records and what happens when they arrive.

1. Check the storage connection and folders

Open Settings → Integrations and check the storage provider and root folder. If it is not configured, follow Connect SharePoint or OneDrive or Connect Google Drive.

Ziffa creates the Entity’s managed folders once a working connection is available. Base folders can exist for a Prospect. Each Service sets the status at which its shared folder becomes eligible for creation: for example, Pending Review for due diligence or Active for bookkeeping. Check the configured status for that Service. Folder creation runs in the background, so check the result rather than assuming it is immediate.

Open the Entity and check the folders available for the Service. The usual structure separates Contract of Service, Pending Review, organised documents, Folder Archive, and the client-facing Shared area. See how collection and filing work.

2. Choose how the client will provide files

For a shared-folder workflow, check these two settings:

• Settings → Automations → Storage: automatic sharing grants the contact email access when Ziffa creates the folder. Turning it off still creates folders; your firm shares them manually. It does not revoke access to folders already shared.
• Settings → Services → Edit → Add Details: Share service folder when client reaches controls when that Service’s shared folder is created. Do not share skips that Service’s shared folder.

This firm-wide switch controls automatic access for the contact. It is separate from whether a Service creates a shared folder.

Do not share skips the Service shared folder. Changing the firm-wide sharing switch does not have this effect.

Provider permissions still apply. A Microsoft or Google email address alone does not guarantee access. Check the link with the intended recipient if access is uncertain.

When shared-folder collection is not appropriate, use the Service’s email-intake instructions where available, or have a colleague upload the files manually. Copy the Entity and Service’s own intake address; an ordinary email to a colleague is not automatically a Ziffa upload.

3. Collect the files

Ask the client to upload into the appropriate Shared Service folder, rather than into Pending Review or the organised folders. Ziffa checks the monitored shared folder for new files.

For an immediate check, open the upload modal and select Scan now. Scanning is different from uploading a new file.

Once taken for processing, originals leave the shared intake area. They go to Folder Archive when archiving is enabled; otherwise the original is removed as part of intake. The processed document is filed separately according to Document Filing settings.

4. Follow what arrives

Open Documents → Processing files. Check the filename, Entity, Service, and status. Completed items leave this recent queue after 24 hours but remain in the Documents list.

Processing files shows the recent intake and its outcome. Use Documents to find the longer-term record.

Continue to Review processed documents for files that completed successfully, or Resolve documents needing attention when Ziffa needs a person to decide.

5. Use the Job to chase what is missing

Open the relevant Job and check its Documents requirements. These come from the Service and applicable Job Template. The Job brings the expected records and work together; an attachment alone does not fulfil a requirement.

Request missing documents explains the manual request. For repeat chases, configure client document reminders. The message can direct the client to the shared folder or the configured email intake, depending on the collection setup.