Building a checklist

Every request is created from a checklist: the documents, photos, videos and questions you want from a customer, plus the settings that decide how the request runs.

Create a checklist

1. In the sidebar, open Checklists.
2. Click New checklist.
3. In the Start from a template dialog, pick a template. The checklist opens in the editor with the template's items filled in.

There are 15 built-in templates, including Tenant application, Monthly bookkeeping, Year-end documents, Audit / review PBC list, Client ID check (AML / KYC) and New hire onboarding. Templates start with the AI agent switched on.

During guided setup, the What you collect step offers two more routes: Describe it in your own words and click Draft my checklist to have the AI draft one, or Start from scratch to begin with one empty item. On the Checklists page, new checklists always start from a template; delete the items you do not want and add your own.

The editor

At the top you set the Name (up to 80 characters), Delete after (max) and Instructions for the customer, shown at the top of the upload page (up to 1,000 characters).

Three cards follow: AI document checks (see /help/document-checks), Require an email code (a 6-digit code emailed to the customer before the link opens; only for requests sent to an email address) and the agent's How it runs settings (see /help/ai-agent).

Below that is Checklist items. Click Document to add a file item or Form field to add a question; a checklist holds 1 to 30 items. Use the arrows to reorder and the trash icon to remove, then click Save changes.

Document items

• What should it be? A plain description such as "passport or driver's license". The AI compares each upload against it. Left blank, the label is used.
• Accepted as: PDF or photo, Photos only, PDF only, PDF or spreadsheet (PDF, Excel or CSV reports from accounting or payroll software), Video only, or Photos or videos.
• At least and At most: how many files the customer must and may add, 1 to 50 each. The item is done once the minimum has been accepted.
• How recent?: Any date, Last month, Last 3 months, Last 6 months or Last 12 months, checked against the date printed on the document.
• It must: Shows the customer's name, Not expired, Front and back, Every page, Signed. The customer sees these under the item; the AI checks them.
• Attach a file: a form to fill in or an example to follow. See /help/forms-and-signatures.
• Usage-rights release: turns the item into a release the customer signs on the page instead of a file to upload.
• Tip for the customer: one line under the item, such as "All four corners visible, no glare."
• AI check: switch off to keep this item's files away from the AI. They are marked "Received".

Video items add Video requirements (shape, length in seconds, 720p or 1080p), checked in the browser before upload, and Questions to answer on camera, shown on screen while the customer records.

Question items

Choose an Answer type: Short text, Longer text, Date, Number, Yes / No, Pick from a list, Email address, Phone number, Star rating (1 to 5), Tick all that apply, Address, Website link, Dollar amount or Time. Pick from a list and Tick all that apply need at least two Choices, separated by commas, up to 20.

Settings shared by every item

• Optional: optional items do not hold up completion.
• Example of a good upload or Example answer: shown to the customer and used by the AI and the agent to judge what came in.
• Section heading: starts a new section on the upload page above this item.
• Only ask if: show the item only when an earlier Yes / No, Pick from a list or Tick all that apply field has one of the answers you select.

Retention

Delete after (max) offers 3, 7, 14, 30, 60, 90 or 180 days. Your plan caps it: 7 days on Free and 60 days on Pro, whichever is lower. Templates carry their own default (14 to 60 days). The period is fixed when a request is created, so changing it affects new requests only.

Editing a checklist that is in use

Requests read their checklist live. When you save, open requests pick the changes up straight away: new items appear on the customer's page and changed labels and conditions apply to the next upload.

Archiving

Click Archive in the editor, then Archive checklist. Existing requests keep working and keep their files; you just cannot create new requests, batches or QR codes from it.

FAQ

Can I ask for a signature without the AI?

Yes. Add the Signed condition and switch AI check off for that item. The condition is shown to the customer but not checked.

Where do I see which requests use a checklist?

Click the request count on the checklist's card, or View requests in the editor.