Create and manage a document request

• Quick to create: Required fields are only client name and – if sending automatically – client email.
• Provision PDF forms: Add text, date, selection, and signature fields to any PDF in seconds.
• Automated reminders: Client is automatically reminded once after X days about the request.
• Direct MaraDocs workflow: Incoming files are immediately processed, virus-checked, and ready for editing in MaraDocs.

Step 1: Open "Create"

Go to "Document Request" in MaraDocs and select the "Create" sub-tab at the top. This opens the form for a new request.

You can select an existing template at any time to automatically pre-fill most fields – see "Document Request – Templates" page.

Step 2: Client Data

Enter the most important information about your client. The name is required, all other fields are optional but make management much more convenient.

These fields can be filled in

• Client name: displayed in the office, in emails, and in the management area.
• Email address: required if MaraDocs should automatically send the invitation link.
• Language: determines the language of the client view and automated emails (EN / DE etc.).
• Case number / Custom Identifier: Your internal case number, which is included in every email and in the management area.

Step 3: Initial Message with Snippet Slash Feature

Write a brief message for your client – e.g., which documents you need, what information they should add, or what to note when signing. This message appears directly below the request.

Type / anywhere to insert a pre-written text snippet from your snippet library – ideal for recurring phrases like case number explanations or privacy notices.

Step 4: Allowed File Types

By default, the file types configured in the settings apply. For each request, you can restrict or expand the selection as needed – for example, if you expect only a signed PDF.

Tip: For specific forms, it's often useful to limit the selection to PDF only, so that the client doesn't accidentally upload a photo.

Step 5: Provision PDF Forms

You can add any PDFs to each request that your client should fill out or sign. You place fields directly on the PDF pages via drag-and-drop – without changing the PDF content.

Available Field Types

• Text field: single-line or multi-line input (e.g. name, address).
• Date field: date selection with correct format.
• Choice/checkbox field: checkbox or radio button for yes/no or multiple options.
• Signature field: client signs directly on PC or via touch on smartphone.

Individual pages can be deactivated if the PDF contains more pages than the client should fill out. The pages remain visible but cannot be edited.

Step 6: Activate Reminder

With one click you activate an automatic reminder. You specify the number of days after which MaraDocs reminds the client exactly once about the pending request.

If the client has already uploaded or signed during this time, no reminder will be sent. There is deliberately only one reminder to avoid pressuring clients.

Step 7: Sending the Invitation Link

You have two options to give the client access to the request:

• MaraDocs sends automatically: If you have entered the client's email, MaraDocs sends a professional invitation email with your branding.
• Share link manually: You copy the link from MaraDocs and send it yourself via email, messenger or hand it out in person.

Manage Requests

In the "Manage" sub-tab you see all active, completed and archived document requests of your law firm in one overview.

Overview List

The list shows client name, file reference, status and last activity for each request. With one click you open the detail page. Filters and full-text search help to search specifically for a particular file in larger law firms.

Detail Page of a Request

On the detail page you see all files, all provisions (i.e. the individual tasks for the client), the status as well as the complete communication history. You can add additional provisions here, archive the request or resend the link.

Complete Messaging System

You and your client can write messages directly in the context of the request. Each message triggers – depending on the recipient – a corresponding email notification that arrives at the office.

Email Notifications

For every incoming file or message, you receive an email with all key details and – if the attachment size allows – the files directly in your mailbox. This allows the office to conveniently file matters.

Reuse Link

If desired, request links can be reused – e.g. for mandates where documents are submitted over a longer period. Otherwise, the link expires automatically after successful completion.

Open Directly in MaraDocs

Uploaded files can be opened in MaraDocs with one click from the request – for example to combine a PDF, rotate pages, fill out forms or transfer files directly to the file.

What happens after upload?

Every file that a client uploads automatically goes through a multi-stage MaraDocs workflow before it is shown to you:

• Virus check: Every file is checked with ClamAV and additional security rules – including protection against PNG bombs.
• PDF compression: Large PDFs are compressed without visible loss of quality.
• Document extraction: Documents are automatically cropped and straightened from photo captures.
• Text recognition (OCR): Images and PDFs are converted into searchable PDFs.
• HEIC conversion: Mobile photos in HEIC format are automatically converted to the familiar JPG.

Client View

Your client opens the link on their smartphone or PC, sees your branding, and can upload files, fill out fields, or sign the signature field with just a few clicks. No registration or app required.