Document Request in MaraDocs – Request Documents from Clients Easily

Clients usually send documents via email – as HEIC photos from iPhones, as blurry scans, or not at all because the right form is missing. Powers of attorney, assignment declarations and other documents requiring signatures are still sent back and forth by mail or as handwritten PDF copies. This wastes time, is error-prone and no longer meets what a modern law firm wants to offer its clients.

With the new document request feature in MaraDocs, this media disruption disappears. You create a client link in just a few clicks, define which files you need and which forms should be signed – and your client handles everything directly in the browser, on smartphone or PC. All documents automatically arrive optimized, virus-checked and as searchable PDFs in your MaraDocs area and, if desired, directly in your email inbox.

What is the Document Request Feature?

OVERVIEW

The document request feature is the new file interface between law firm and client. Instead of collecting documents via email attachments, postal mail or cloud links, you create a request in MaraDocs that the client accesses via a secure link. There they see your message, upload the requested files, fill out forms and sign – all in one unified process.

In the background, MaraDocs takes care of the rest: images are converted to searchable PDFs, large scans are compressed, all files are checked for viruses. As soon as the client is finished, you receive confirmation via email and get all results directly via email or in your MaraDocs area ready for further processing in MaraDocs.

Features in Detail

FEATURES

The document request feature was developed together with law firms from different practice areas. The result is a tool that covers all typical steps from first client contact to fully signed power of attorney – without additional software and without media disruption.

Request Documents from Clients

You create a new document request in MaraDocs and immediately receive a unique client link. You can give this link to the client in person, send it yourself via email – or MaraDocs does it automatically for you as soon as you enter the client's email address. The client opens the link on any device, sees your personal message and can upload images, scans and PDFs with just a few clicks. The allowed file types are configurable per request.

Have Existing PDFs Filled Out

Do you have a power of attorney, assignment declaration or intake form as a PDF? Upload it once to MaraDocs and place text fields, date fields, selection fields and signature fields directly on the PDF pages via drag-and-drop. This means that you can create any existing forms from your already available and familiar PDF documents in seconds without our help. The client opens the form in the browser, fills in the fields and signs either with their finger on the smartphone or with a typed signature. You then receive a completely filled out, fully signed PDF – ready for the file.

Document and Form Templates for Reuse

Every PDF form that you have configured with fields once can be saved as a document template. For the next request, you simply select the template and it is immediately ready to use with all fields and signature areas. A central template management per law firm ensures that all employees access the same version – including the ability to deactivate individual pages depending on the case.

Text Snippets with the Slash Feature

Anyone who repeatedly sends similar text blocks to clients knows the problem: formulating anew each time or laboriously copying from old documents. In MaraDocs you simply save frequently used texts as snippets. In the message editor, typing a slash (/) is enough to call up a selection of your snippets and insert them with one click. This creates uniform client messages in seconds – ideal for standard requests like "Please send us your ID card," attachment lists or privacy notices.

Creation Templates – Text and Files Combined

Creation templates are the tool of choice when a process always follows the same pattern. A creation template bundles an initial message to the client and any number of document templates into a single configuration. For example, a law firm creates a template "New Case Traffic Law," which automatically provides the correct client message when creating a request and provisions all required forms.

Complete Messaging System Between Law Firm and Client

Instead of follow-up questions via additional emails, all messages run directly in the request. You can see whether the client has already opened the link and read your messages, and you can add additional information or instructions at any time. The client can also send you messages – for example, explanations about uploaded files or a question about a form. Everything is cleanly documented, sorted by sender and time. Via the respective confirmation and notification emails, you can also transfer the messages to your law firm software and thus document the entire conversation in your law firm software.

Reminder Function

Is the client not responding? Activate the reminder, and MaraDocs automatically sends a friendly reminder email after a time you specify (for example, three days). Of course only once, so that the client is not overwhelmed with reminders. This way, open processes don't get stuck without you having to maintain your own tickler file.

MaraDocs Sends Emails to the Client

As soon as you enter an email address for the client, MaraDocs takes over email delivery – completely in the look-and-feel of your law firm (logo, colors, address, reply address). The client receives an invitation email with the upload link, optional reminders and a confirmation once the law firm has received their documents. Would you rather send the link yourself via email? Copy the document upload link to the clipboard with one click and paste it into your email.

Notification of All Activities via Email

You as the law firm are informed of all relevant steps via email: confirmation when creating a request (with the link for the file), receipt of new files from the client, completion of the process, notifications of expired processes and error messages (for example, if a file could not be processed). All important confirmations are thus documented in your inbox and can be added directly to the file.

Automatic Processing by MaraDocs – Virus Scanning, PDF Compression, OCR

Every file the client uploads automatically goes through the proven MaraDocs processing:

• Virus scanner checks every file before transfer to the law firm
• PDF compression reduces large scans without affecting readability
• Document extraction automatically recognizes documents in iPhone photos – even if the client only photographed the document approximately
• Text recognition (OCR) makes all images and PDFs searchable
• HEIC conversion reliably converts iPhone images to PDF

So you receive not what the client sent, but what you actually need in the file.

Open Directly in MaraDocs or Receive via Email

You can immediately open the results of a request in MaraDocs and continue processing them there – combine, split, rotate, annotate. Additionally, you receive the fully processed files via email (if the size permits), so you can immediately transfer them to your law firm software or forward them – without an additional step.

Reusable Links for Clients

If a case runs longer and you repeatedly need to request individual documents, you can reuse an existing request. The client uses the same link as before, uploads new documents or signs additional forms – and everything remains neatly bundled in the same process. Anyone who prefers to close the process archives it with one click.

Also Video, Audio and Office Files

By default, the document request accepts images and PDFs. If desired, you can enable additional file types per law firm or per request: Office files (Word, Excel, PowerPoint), video and audio files (for example, for evidence in criminal law or audio recordings for file management). These files are also virus-checked, stored in original quality and are directly available in MaraDocs.

Practical Use Cases

PRACTICE

Example 1: Client Intake in Criminal Law

A criminal law firm regularly takes on new cases – and always needs the same information: complete client address, police file number, phone number, and a signed power of attorney. Additionally, there's a notice about the privacy policy.

With the document request feature, the law firm creates a creation template "Client Intake Criminal Law" once. This contains:

• an initial message to the client requesting all required information (address, police file number, phone number, facts)
• the privacy policy as an information PDF (for reading, without fields)
• the power of attorney as a fillable PDF with prepared signature field

For each new case, the law firm selects this template and enters the client's email address if available. MaraDocs informs the client automatically. If no email address is available (for example, because the initial conversation was by phone), the attorney simply copies the link into an email and sends it via WhatsApp.

The client opens the link on their smartphone, answers the questions, uploads any documents and signs the power of attorney directly with their finger. The law firm receives the finished PDF power of attorney and all other documents via email a few minutes later – along with confirmation for the file.

Example 2: Traffic Law – Assignment Declaration to Liability Insurance

A traffic law firm needs to urgently submit an assignment declaration signed by the client to the liability insurance company. The insurance company sent the form as a PDF - in a PDF with a cover letter on the first page.

The request is created in just a few seconds:

1. Add the entire insurance company PDF directly to a new document request in MaraDocs
2. Place fields for personal data via drag-and-drop
3. Insert signature field in the designated location
4. Deactivate first page with one click (cover letter)
5. Activate reminder (after 3 days)
6. Complete and send request

A new document request with any PDF form is thus created with just a few clicks. The client receives the email with the link and can fill out and sign the form directly on mobile or PC. If they don't respond, they are automatically reminded once after three days. The law firm receives the finished PDF back – ready for forwarding to the insurance company, so the claim can proceed promptly.

Data Protection and Processing in Europe

SECURITY

As with all MaraDocs features, we take data protection and confidentiality very seriously. Therefore, the document request feature also processes all files exclusively on MaraDocs' own servers in Europe – without outsourcing to third-party providers outside the EU.

• Complete encryption of files on secured storage
• Encrypted storage also of sensitive fields such as client name, email, file number, form contents and signatures in the database
• Automatic deletion after 20 days at the latest (or earlier if the law firm manually closes or archives the process)
• GDPR-compliant processing and fulfillment of attorney confidentiality obligations under § 43e BRAO
• DPA (Data Processing Agreement) available

Included in the MaraDocs License Price – No Additional Costs

The document request feature is a complete part of all MaraDocs licenses – you can use the feature immediately without additional booking. There are no additional license, request or shipping costs. The processing of uploaded files is counted toward your existing processing quota (fair use principle) as usual.

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Conclusion – MaraDocs as File Interface Between Law Firm and Client

MaraDocs is evolving from a tool for PDF and image processing to a comprehensive file interface between law firm and client. With MaraMail, the receipt of client emails was automated, with PDF annotation, processing in the law firm was accelerated – and with the document request feature, the circle is now complete: Requesting and having documents signed also happens digitally, securely and in the uniform look-and-feel of your law firm.

For the law firm, this means a measurable efficiency gain: Less email ping-pong, no manual conversion of HEIC images, no print-sign-scan-return. For the client, it's a significantly more pleasant contact with the law firm – clean, modern and without installed apps. And for your law firm's IT security, it's a win: Encrypted storage in Europe, automatic deletion, and most importantly: virus scanning for every file.

We continuously develop MaraDocs together with law firms and look forward to your feedback on the new document request feature.

Get Started Now

The document request feature is now available to all MaraDocs users:

1. Log in to MaraDocs or register for free
2. Open Document Request and create your first request
3. Optional: Create PDF templates and creation templates for recurring processes

If you have any questions, you can always reach us at: info@maradocs.io